Organics Collection and Disposal Services

Q (No subject): As composting is a newer & growing industry, restricting this IFB to only SBE's is an incredibly limiting factor. Given the specialized nature of organics hauling, the unique equipment requirements, and the expertise the City is requesting to help make this program a success, it appears it would serve the City's interests to allow for more competition from experts in the organics field for this proposal. There is currently only one pure organics hauling company permitted in DC currently according to the DSLBD's online database whereas there are several additional options available in the open market. Will DGS apply for a waiver to allow this solicitation to be an open market, thereby promoting competition and ultimately benefitting the City?

A: DGS is reviewing the best approach for this solicitation to ensure it promotes robust competition and serves the District’s operational goals. Any updates affecting vendor participation or solicitation requirements will be communicated to all interested vendors through the OpenGov portal. Please continue to monitor the posting for further information.

Q (No subject): 1. Will the district offer a minimum quantity of services per year?

A: No.

Q (No subject): 2. How much time is provided for mobilization after awarded?

A: The contractor has 5 calendar days after the post‑award meeting to mobilize (i.e., provide proof of container orders and begin preparations).

Q (Past Performance):

A: Will DGS accept responses from companies with 3 years as opposed to 5 years of experience? No.

Q (No subject): 3. C.5.4.5 Section 4 – How much material is required to be removed for high volume landscaping services?

A: DGS estimates that requests will be approximately six to ten 30-gallon yard and leaf debris bags; however, this is not a guarantee number.

Q (No subject): 4. C.5.6.3 Is the contractor required to remove contaminated materials?

A: No. The contractor is not required to remove contamination from inside the contaminated roll-off dumpster collections.

Q (No subject): 7. C.5.8.1 Is the contractor required to provide a scale at each location?

A: The Department will not furnish scales at any location, nor is the Contractor required to provide a scale permanently at each site. However, in accordance with Section C.5.8.1, the Contractor is responsible for weighing and recording the weight of the organic materials in each cart or bucket during every service at each site. The Contractor may determine the method and equipment necessary to meet this requirement.

Q (No subject): 5. Will there be an established rate for contaminated materials?

A: No. Routine services are a firm-fixed rate for pick-up. Any costs to handle potential contamination should be included in the firm-fixed rate per pick-up.

Q (Vehicles):

A: C.5.7.2 Are new vehicles required? New vehicles are not required. However, any new vehicles used for this contract must meet requirements as described in Section C.5.7 Vehicle Standards.

Q (No subject): 6. C.5.7.2 Are dedicated vehicles required?

A: Yes, Dedicated Trucks are required per section C.5.7.2. For clarification, "Dedicated Trucks" referenced in the solicitation, refers to all collection vehicle operated under this Contract to perform routine services and shall abide with all vehicle standards defined in Section C.5.7. It does not mean that these trucks are prohibited from servicing other clients.

Q (No subject): 8. Are we required to collect materials on dedicated route?

A: No. Contractor does not need to have a dedicated "DGS-sites only" route and therefore can collect materials on the same route as other customers.

Q (No subject): 9. What is the basis for this award?

A: The award will be made to the lowest-priced responsive and responsible bidder whose bid conforms to the solicitation and is determined to be most advantageous to the District considering only price and the price-related factors.

Q (No subject): 10. Do you all have the schedule of stops at commencement?

A: Locations and service schedules will be provided with the issuance of each task order.

Q (No subject): 11. What are the locations?

A: Locations and service schedules will be provided with the issuance of each task order.

Q (Dedicated Trucks): During the pre-bid meeting, it was indicated that the trucks performing these collection services can mix in other stops however, the documents reference "dedicated trucks". Can you clarify this requirement?

A: Trucks on this contract can collect materials from other customers on the same route. The trucks used to collect materials for this contract must meet all the vehicle requirements as described in Section C.5.7 Vehicle Standards.

Q (Dedicated Trucks):

A: Do the dedicated trucks need to only service the sites under this contract on a route? No. For clarification, "Dedicated Trucks" referenced in the solicitation, refers to all collection vehicle operated under this Contract to perform routine services and shall abide with all vehicle standards defined in Section C.5.7. It does not mean that these trucks are prohibited from servicing other clients.

Q (Cyber Insurance): Can the District clarify what information would be shared with the contractor that would necessitate a $2m cyber policy? This insurance requirement is not common in our industry.

A: The $2M Cyber Liability requirement is set by the DC Office of Risk Management (ORM), not DGS. Under this contract, the contractor will collect and transmit operational data through service verification technology, including driver names, vehicle information, service locations, timestamps, photos, and weight data (Sections C.5.8, C.5.9, and C.7). Although this data relates to the contractor’s own employees, it still requires protection because it passes through systems that interface with District reporting processes. Cyber coverage helps protect both the contractor and the District in the event of a data breach or system compromise. The $2M cyber liability policy is appropriate for this contract.

Q (Special Event Bins): What lead time is anticipated to be provided for special event bins and how long after the conclusion of the event is pickup expected to occur within.

A: We anticipate at least a 72 hours notice to Contractor regarding any special event services. Materials should be collected within 24-36 hours following the event (excluding Sundays).

Q (Extra Service): For the extra pickups on normal service days, this would apply to sites that for example have a Wednesday/Friday schedule and an extra pickup is needed on Monday correct?

A: The District is unable to determine what the Bidder is asking, as the question is unclear. Please note that there will be instances where additional pick-ups are needed outside of the normal, routine service days.

Q (Bin Rinsing):

A: Will the contractor have to install compostable liners in the bins after each service or tie them to the handles? Contractors are not required to install liners in bins. Most, if not all, food waste collections will be collected in compostable bags before being placed in containers. These bags will be provided by the District, not the Contractor.

Q (Bin Rinsing): To help mitigate the potential smells or vectors, would the District like the vendor rinse the bins on site using onboard wash systems rather than having them pressured washed at other intervals?

A: Routine rinsing is not a requirement of the contract but if this is part of the service provided to keep containers sanitary then that cost should be reflected in the fixed-firm rate per service. Alternatively, the Contractor can provide a price for supplemental on-board washing as a means of power-washing when DGS requests supplemental washing services.

Q (Dumpster Sizes): Would 20 yard Dumpsters be acceptable or 2x 15 yards delivered in place of the 30 yards?

A: No. These dumpster sizes are needed to accommodate space-constraints at some of our sites.

Q (Pressuring Washing): Can the number of bins under the pressure washing fee be capped? The concern is if all the bins under this program are brought to one site and then required to be pressure washed for that fee, that would be permissible as the documents are currently written.

A: No. The cost of power washing would be charged for cleaning all carts at one site. As an example, if the carts are collected from five sites and brought to one centralized location to power wash, you would charge a power wash fee for five sites, not one site.

Q (Bin Weights): Would a per stop weight be acceptable as opposed to a per bin weight? The per bin weight is more labor intensive which drives up the cost to the District.

A: The District would accept a per-site weight as long as all containers are factored into the per-site weight.

Q (Locations):

A: Is there a target number of locations anticipated to be covered under this agreement within the next 5 years? No.

Q (Locations): Can you share the locations currently anticipated to start under this contract?

A: The locations will be shared with the awarded vendor during the Kick-off meeting.

Q (Locations):

A: Based on the tentative numbers shared, is there enough business to warrant three trucks or any additional employees at this time? The vendor is required to have at least three trucks to demonstrate ability to scale up service locations quickly, if needed.

Q (Daily Reports):

A: Can this $25,000 disincentive fee be explained? Why is this fee so high as compared to all other disincentive fees? If service is not impacted by change in personnel, the Company would still be charged. The $25,000 fee is tied specifically to unapproved changes in key personnel because those changes create a high risk of service disruption and compliance issues. This fee is higher than other disincentives because it is meant to ensure contractors follow the required approval process. The fee applies to the failure to obtain prior approval, regardless of whether service is ultimately impacted.

Q (Daily Reports): To clarify, if an employee is reassigned, what lead time is required to notify DC in order to comply with this requirement and avoid the $25,000 disincentive fee?

A: Under Sections H.6 and H.12.1.1, the Contractor must provide the CO with at least thirty (30) calendar days advance written notice and obtain prior written approval before any Key Personnel are reassigned, removed, or substituted. The $25,000 fee applies only when Key Personnel changes are made without CO approval.

Q (Secure Lids): Does DC intend to have the bins with locks when the documents refer to "secure lids" or is this requirement just refer to the lids being attached and closing fully? If so, what type of locks are acceptable to secure the bin lids? There are various types that can be offered: padlocks, rubber latches, bungee cords/flex straps, etc. What would the District like to have for those bins? Rubber latches would be the most cost efficient option.

A: Secure lids refers to the lids being attached, fitting appropriately, and closing fully.

Q (Site Distance ): Is the compost site distance requirement as the crow flies or driving miles? Crow flies distance is typical in these circumstances as it allows access to all the major composting sites in the area.

A: Section C.5.10.4 of the IFB states that the approved organics processing facility “must be located within thirty‑five (35) miles of the District’s city limits.” Because the IFB does not specify a measurement method, the District will apply the requirement as straight‑line distance (“as the crow flies”) to ensure consistent evaluation and eligibility of qualified regional facilities.

Q (No subject): What volume of material is anticipated to be covered under the hand removal section?

A: DGS estimates that requests will be approximately six to ten 30-gallon yard and leaf debris bags; however, this is not a guarantee number. The IFB does not establish a predetermined or estimated volume for hand‑removal activities. As outlined in Section C.5.4.5, Miscellaneous High‑Volume Material – Hand Pull (per event) is a Supplemental Service, ordered only when needed and expressly authorized in writing by the District. The volume of material will vary by event, site conditions, and operational circumstances, and will be defined at the Task Order level consistent with the IDIQ structure of this contract.

Q (No subject): Would 35, 65, and 95 gallon bins be acceptable? The volume difference is just a measuring difference between manufacturers.

A: Yes.

Q (No subject): Would a $2m umbrella insurance policy acceptable?

A: No. This question was sent to DC Office of Risk Management (ORM), and per their review, there is no compelling reason to lower the limit. The commercial umbrella is reasonable and appropriate. This contract involves heavy vehicle/traffic risk, specifically collecting waste in active school zones and public parks, which significantly increases the risk of high-severity accidents. Additionally, this contract spans five years and covers multiple sites. In short, the scope, duration, and location of the exposure warrant a $5M umbrella.

Q (No subject): What did the holiday schedule look like in 2024 and 2025?

A: Please see section C.5.10.2 Holidays of the IFB.

Q (No subject): How many bins are anticipated to be deployed per school and in the first task order

A: Schools, on average, use three 96 gal-carts. We expect to need approximately 30 carts for the first task order. Confirmed number of carts will be provided to the awarded vendor during the Kick-off meeting.

Q (No subject):

A: Can the volume of material be capped or tiered to help protect DC as well as the contractor? The volume of material will vary by event, site conditions, and operational circumstances, and will be defined at the Task Order level consistent with the IDIQ structure of this contract. All such services are compensated at the firm‑fixed rates established in Section B.4.1, and the IFB does not provide for caps or tiered pricing.