Incident_Recycling_BPA_Scope_of_Work_(final_copy).pdf

i

Table of Contents

1.0 Background

2.0 Overview

3.0 Key Qualifications

4.0 Standardized Waste/Recycle Stream Management

4.0.1 Government Responsibilities

4.1 Location, Type and Quantity of Landfill/Recycle Stations

4.1.1 Main Recycle Station

4.1.2 Double Recycle Station

4.1.3 Triple Recycle Station

4.2 Standardized Color Scheme for Landfill and Recycle Receptacles

4.3 Recycle Receptacle Signage

4.4 Contractor-Provided Incident Recycling Equipment

5.0 Back-hauled Waste and Recycling

6.0 Transportation of Recyclables

7.0 Waste Diversion Performance Thresholds

7.1 Waste Diversion Reporting

8.0 Recycle Revenue Management

9.0 Communication, Education, Coordination

10. Services Delivery Summary (SDS)

11.0 Historic Number of Fires, Duration, and Personnel

Northwest Coordination Center (NWCC)

Southwest Coordination Center (SWCC)

Northern and Southern California Coordination Centers (ONCC, OSCC)

12.0 Pricing Schedule

Attachment 1: Sample Waste Audit Report

Attachment 2: Sample Acceptable Recycling Station

Attachment 3: Examples of “Main”, “Double” and “Triple” Recycle Stations

Attachment 4: Sample Incident Map

Attachment 5: Use of Survey123 for ArcGIS to Track Waste and Recycling ii

Goals

ArcGIS Survey123 Overview

How to Request a NIFC GIS Account

How to Download the Survey123 App on a Mobile Device

Instructions for Data Entry

Entering Data Related to Trash

Entering Data Related to Recyclables

Submit Survey

Outbox

Copying data from past forms to current forms

Contract Administration

SECTION A – RESERVED

SECTION B - INTRODUCTION

B.1-- I-BPA USE AND INTENT

B.2-- PRICING AND ESTIMATED QUANTITY

B.3-- BASIS OF AWARD

B.4-- UNRESTRICTED

B.5-- SUMMARY

SECTION C - CONTRACT CLAUSES

C.1-- 52.212-5 - CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR

EXECUTIVE ORDERS - COMMERCIAL ITEMS (AUG 2018)

C.2-- 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.3-- AGREEMENT AND PERFORMANCE PERIODS

C.4-- AUTHORIZED PERSONNEL TO PLACE ORDERS

C.5-- CLAIM SETTLEMENT AUTHORITY

C.6-- CHANGES TO AGREEMENTS

C.7-- 52.247-21 CONTRACTOR LIABILITY FOR PERSONAL INJURY AND/OR PROPERTY DAMAGE (APR 1984)

C.8-- LOSS, DAMAGE, OR DESTRUCTION

C.9-- FIREARM - WEAPON PROHIBITION

C.10-- HARASSMENT FREE WORKPLACE

SECTION D - RESOURCE INFORMATION

iii

D.1-- SCOPE OF AGREEMENT

D.2-- EQUIPMENT REQUIREMENTS

D.3 -- PERSONNEL REQUIREMENTS

D.4 -- EQUIPMENT RELIABILITY

D.5 -- RESERVED

D.6 -- ORDERING PROTOCOL FOR RESOURCES

D.6.7 -- WORK/REST, LENGTH OF ASSIGNMENTS, AND CREW CHANGE OUT

D.6.8 -- DEMOBILIZATION

D.6.9 -- RELEASE

D.7 -- PROPERTY

D.8 -- INFORMATION TO BE PROVIDED BY CONTRACTOR AT CHECK-IN

D.9 -- LAUNDRY SERVICE

D.10 -- CAMPSITE

D.11 -- COMMISSARY

D.12 -- RESERVED

D.13 -- CONTRACTOR'S REPRESENTATIVE

D.14 -- FIRST AID, MEDICAL COVERAGE AND EMERGENCY EVACUATIONS

D.15 -- VEHICLE CLEANING FOR NOXIOUS WEED CONTROL

D.16 -- RESERVED

D.17 -- INCIDENT INSPECTION

D.17.1 -- INSPECTION DOCUMENTATION

D.18 -- NONCOMPLIANCE AFTER ACCEPTANCE AT THE INCIDENT

D.19 -- WORKMANSHIP

D.20 -- PERFORMANCE EVALUATIONS

D.21 -- PAYMENTS

SECTION E -- SOLICITATION PROVISIONS

E.1 -- INSTRUCTION TO OFFERORS

E.2 – EVALUATION – COMMERCIAL ITEMS

E.3 -- OFFEROR REPRESENTATIONS AND CERTIFICATIONS……………………………………………………………..56

D.23 LIST OF DOCUMENTS, EXHIBITS, AND OTHER ATTACHMENTS

EXHIBIT A – DEFINITIONS AND ABBREVIATIONS

iv

EXHIBIT B – PAYMENT OFFICE INFORMATION

EXHIBIT C - HARASSMENT FREE WORKPLACE POLICY

EXHIBIT D - DOL WAGE DETERMINATION

EXHIBIT E – INCIDENT BLANKET PURCHASE AGREEMENT (I-BPA) PERFORMANCE EVALUATION

EXHIBIT F – SAFETY STANDARDS

A. Heat Stress

B. Smoke and Carbon Monoxide

C. “Six Minutes for Safety” Training

D. Seat Belts

E. Personal Protective Equipment (PPE)

F. Fireline Leadership Communications Skills

G. Incident Identification/ Qualification Card

H. Physical Demands

I. Work/Rest/Driving/ and Length of Assignment Guidelines

EXHIBIT G – INCIDENT RECYCLING EVALUATION FACTORS…………………………………………………………………….79

On-Site Incident Recycling Services

1.0 Background

Sustainability is at the heart of the Forest Service mission, “…to sustain the health, diversity, and productivity of the Nation’s forests and grasslands to meet the needs of present and future generations.” In addition, USDA Environmental DR 5600-05 requires the Forest Service to divert 55% of their non-hazardous waste from landfills (starting in FY14).

Based on ICS-209 data on fires in 2011, incident management teams (IMTs) in the Southwest Geographic Area Coordination Center (i.e., the states of Arizona and New Mexico, and the Federal units located in the western parts of Oklahoma and Texas to the 100th meridian) are estimated to have generated between 6.7 and 9 million pounds of trash. It is estimated that waste generation rates are similar in other Geographic Area Coordination Centers when normalized by incident head count. The majority of this waste was most likely sent to community landfills. The Forest Service has struggled to meet the goal to divert 55% of the waste from landfills using in-house resources.

There is a cost to the communities when the waste is not recycled and is sent to the landfill instead, particularly if the cumulative impact from decades of firefighting camp waste causes the community landfills to reach their maximum capacity prematurely.

Incident Management Teams (IMT) operate at the Incident Command Post (ICP). Support to incident personnel is provided at the Incident Base, typically co-located with the ICP. Incidents can have multiple camps, to include remote “spike” camps. The National Wildfire Coordinating Group (NWCG) provides the following definitions for Incident Command Post, Base and Camp.

Incident Command Post (ICP):

• Location at which primary command functions are executed. The ICP may be collocated with the incident base or other incident facilities.

Base:

1. The location at which primary logistics functions for an incident are coordinated and administered. There is only one base per incident. (Incident name or other designator will be added to the term "base.") The incident command post may be collocated with the base.

2. The location of initial attack forces.

Camp:

• A geographical site(s), within the general incident area, separate from the incident base, equipped and staffed to provide sleeping, food, water, and sanitary services to incident personnel.

Other incident-related words and definitions can be found in Exhibit A or on the NWCG glossary website at: https://www.nwcg.gov/glossary/a-z

For purposes of this document, the term “fire camp” is used interchangeably with ICP and/or Incident Base.

https://www.nwcg.gov/glossary/a-z

2.0 Overview

This Performance Work Statement (PWS) describes the requirements for providing on-site incident recycling services at interagency fire incidents in the Northwest (NWCC), Southwest (SWCC), Northern California (ONCC), and Southern California (OSCC) Geographic Area Coordination Centers as designated by the National Interagency Coordination Center (see: https://www.nifc.gov/nicc/). The contractor shall provide all necessary field management, labor, and equipment to achieve the requirements of this PWS.

On-site Incident Recycling Services include:

1) set-up/maintenance/tear-down of incident recycling equipment, (the equipment includes, but is not limited to: trash/recycling/compost receptacles, trash/recycling/compost stations, bags for lining trash and recycle receptacles, materials for creating cardboard “corrals,” sorting tables, signage, personal protective equipment, etc.)

2) standardized on-site waste/recycle stream management (for collection and sorting of waste and recyclables),

3) processing back-hauled waste and recyclables from remote camps,

4) transporting recyclables to the nearest drop-off or processing center,

5) waste diversion tracking and reporting, and

6) recycle revenue management

7) recommended future recycling operation expansions and opportunities for best materials management practices

The NAICS code for this effort is 562111, Solid Waste Collection.

Because fire incidents are unplanned, vendors must be able to mobilize and report to the incident within 24 hours of the order being placed. In addition, the vendor must be able to demobilize within 24 hours of receiving notice from the Logistics Section Chief or Facilities Unit Leader. Moreover, the vendor may need to provide service for over 100 consecutive days at a single incident, and needs to ensure staff meet National Wildfire Coordinating Group (NWCG) work/rest guidelines (see National Wildfire Coordinating Group (NWCG) Standards for Interagency Incident Business Management).

For the purposes of this PWS, recycling is defined as diversion of materials from the solid waste stream.

The “primary recyclables” include:

• corrugated cardboard

• plastic #1 and #2 (primarily including water and electrolyte beverage bottles)

• aluminum and tin cans

• paper

• wooden pallets

• glass

The “optional recyclables” include:

• cooking oil

• tires https://www.nifc.gov/nicc/ https://www.nwcg.gov/publications/902 https://www.nwcg.gov/publications/902

• batteries (all types)

• scrap metal

• compostables (including organic materials such as food scraps and plain fiber containers)

3.0 Key Qualifications

The Contractor shall demonstrate that they possess adequate expertise in large-scale event waste management, with a specialty in landfill diversion (recycling and compost management).

The incident recycling company shall provide documentation that they possess:

• Direct field experience in managing waste (and diverting recyclable material) for public events (preferably at firefighting camps) lasting multiple days with attendance over 500 people per day

• Source separation of recyclable commodities with success in achieving 40% diversion levels or higher as evidenced by waste diversion reports from previous recycling contracts o Note: Actual waste diversion reports from at least two (2) previous clients shall be provided as documentation

• Participation by the vendor in the National Recycling Coalition or state-based recycling coalition, association, alliance, or similar.

• Client contact information for a minimum of two (2) clients o Note: This information will be used to positively confirm satisfactory event waste management/recycling services

The incident recycling company shall provide documentation that the on-site incident recycling personnel possess the following minimum qualifications:

• Seasoned Operations Manager – minimum of 2 years of experience implementing event waste diversion systems. A resume must be included with quote.

• Laborers – Must be capable of working up to 14 consecutive, 16-hour days in extreme conditions. Must be trained on proper waste management and recycling collecting, sorting, and transporting procedures prior to arriving at the incident.

4.0 Standardized Waste/Recycle Stream Management

This PWS details specific minimum requirements (expressed as a rate of waste diverted from the landfill) for on-site, incident recycling services. It is the contractor’s discretion to determine specific material targets, equipment, staff, or other services needs that are required to achieve the minimum waste diversion thresholds for satisfactory performance.

Waste diversion services include on-site collection, sorting, transporting to the nearest recycle drop-off or processing center, and quantifying/documenting actual waste diversion quantities. The contractor shall comply with all applicable state, or local requirements related to on-site waste management.

At a minimum, the Contractor shall manage landfill (or trash) and primary recycling. Primary recycling includes “fibers” (cardboard, mixed paper) and “rigids” (plastics #1 and #2, and aluminum and tin cans).

Wooden pallets are also considered a “primary recyclable”. In addition, a limited amount of glass is generated at the fire camps and shall be diverted from the landfill by the contractor as part of achieving the minimum 40% diversion rate required in this contract.

Note: The management of human waste or hazardous materials are outside the scope of this PWS.

In order to reach the minimum waste diversion threshold, the contractor may need to provide waste diversion/recycling services for additional items as appropriate.

If feasible, the contractor shall coordinate with the Logistics Section Chief and food caterer to boost waste diversion by coordinating the collection of perishable/non-perishable food for donation to local food banks or charities as appropriate (see Good Samaritan Food Donation Act at https://www.gpo.gov/fdsys/pkg/PLAW-104publ210/pdf/PLAW-104publ210.pdf for further information on this program).

The Ordering Official may elect to exercise optional Pricing items at individual fire camps. These include individual Pricing items for cooking oil, tires, batteries (all types), scrap metal, and compost.

In cases where a facility (or technology) that can process compostable material (including meat and dairy) is available within approximately 100 miles of the incident main base camp, the contractor shall notify the Logistics Section Chief and Ordering Official that it is feasible to achieve a minimum of 60% waste diversion. The Ordering Official will determine if the optional Pricing item for composting will be exercised on the task order.

In the event that compostables are collected after meals, a sorting table will be staffed with appropriate compost/landfill receptacles and signage outside of any kitchen tents. Under no circumstances shall the vendor place their equipment inside the kitchen tents.

The contractor shall provide waste and recycle receptacles (and associated bags/liners) that are standardized in size, color, and signage across the entire camp (see Sections 4.1.1 – 4.3).

Landfill and recycling receptacles shall always be co-located (i.e., there should never be landfill receptacles placed in the fire camp without recycling receptacles immediately nearby; likewise, there should never be recycling receptacles placed in the fire camp without a landfill receptacle nearby).

All landfill/recycle stations and receptacles provided by the contractor shall be regularly monitored and emptied at least three times daily or as required so that, the contractor-provided landfill waste or recyclable receptacles are never overflowing within the fire camp.

The contractor shall make every effort possible to minimize contamination of the recycle streams (such as portable toilet tissues or hand wash napkins in the mixed paper receptacles). This shall be accomplished through regular monitoring of the landfill/recycle receptacles, adequate signage, and communication and feedback with the logistics and facilities unit leader and COR.

The contractor shall remove easily accessible recyclables from the dumpsters (e.g., unflattened cardboard boxes, pallets, etc) in a safe manner. This effort will decrease the volume of trash in the dumpster that is hauled to the landfill, while increasing the diversion rate.

https://www.gpo.gov/fdsys/pkg/PLAW-104publ210/pdf/PLAW-104publ210.pdf

4.0.1 Government Responsibilities

The Government retains the responsibility for providing dumpster/roll-off service for trash at the fire camp. The Government is not responsible for providing individual trash cans or receptacles in the fire camp (the contractor shall provide these in conjunction with the recycle receptacles; see Section 4.1 for more information on contractor-provided “recycle stations”).

Personnel at remote camps that currently back-haul trash will continue back-hauling trash, however the contractor shall provide them separately colored bags (one for trash and one for recyclables); see Section 5.0.

Government camp crews remain responsible for policing litter in the camp, however the contractor shall not utilize any Government labor to assist in collecting/sorting trash and recyclables from contractor-provided recycle stations or receptacles.

So long as the optional Pricing item to manage compost is *not* selected, the food caterer will remain responsible for providing/servicing trash cans inside the dining tents.

4.1 Location, Type and Quantity of Landfill/Recycle Stations

This section describes the requirements for the contractor to provide “Main,” “Double,” and “Triple” Recycle Stations in the fire camps. For an illustration of the location, type and quantity of landfill/recycle stations see Attachments 3 and 4.

The contractor may determine that additional landfill/recycle stations or receptacles are required to meet the 40% waste diversion requirement and will coordinate the positioning of these stations with the Facilities and Food Unit Leaders so that they are placed in approved, high traffic areas. Any additional landfill receptacles will always be placed adjacent to recycling receptacles to minimize contamination and confusion in the fire camp.

4.1.1 Main Recycle Station

The Main Recycle Station is considered a “one-stop-shop” for waste and recycling and consists of landfill and recycle receptacles along with a “cardboard corral” (and appropriate signage) that are co-located in key, high-traffic areas of the fire camp.

Main Recycle Stations consist of a minimum of (3) co-located, side-by-side 50-gallon roll-carts (or similar) with appropriate signage and lid management to control (1) landfill, (2) plastic #1/#2, and (3) mixed paper. Other recycle streams may be collected here as appropriate. These recycle stations are similar to the “Triple” Recycling Stations used near offices (just larger).

The contractor shall establish cardboard collection areas (or “Cardboard Corrals”) using safety/snow fence (or similar) that is properly staked. The Cardboard Corrals shall have appropriate signage and be placed near each main recycle station and any other location where cardboard generation is high.

The contractor shall provide a Main Recycle Station near all incident base dumpsters, including but not limited to the following locations:

Incident Command Post (ICP) o If the ICP is not co-located with the incident base, a primary landfill/recycling station shall be provided at both the ICP and the incident base.

o A primary landfill/recycling station shall be placed near the briefing area whenever possible due to the high-traffic nature of this location.

• Supply

• Crew and Overhead Sleeping Areas

• As directed by the Government

4.1.2 Double Recycle Station

“Double Recycle Stations” shall be placed throughout the camp at high-traffic and heavy-use areas where high volumes of plastic bottles are generated (like portable toilet and hand wash station areas, meal areas, etc).

Double Recycle Stations consist of a minimum of (2) co-located, side-by-side 32-gallon receptacles (or similar) with appropriate signage and lid management to control both landfill and plastic #1/#2.

4.1.3 Triple Recycle Station

“Triple Recycle Stations” shall be placed in office areas of the camp and other areas where high volumes of plastic bottles and mixed paper are generated.

Triple Recycle Stations consist of (3) co-located, side-by-side 23 gallon “slim jim” receptacles (or similar) with appropriate signage and lid management to control (1) landfill, (2) plastic #1/#2, and (3) mixed paper.

4.2 Standardized Color Scheme for Landfill and Recycle Receptacles

Color coordination between specific, targeted waste streams and their corresponding receptacles and bags is essential for successful waste diversion on the fire camp. It is understood that appropriate color choices may vary slightly across geographic regions, depending on the target recycle streams. The vendor shall color-coordinate “special” waste/recycle streams in a manner that promotes standardization and minimizes waste stream confusion for incident personnel.

On arrival at the incident, the contractor shall communicate with the Logistics Section Chief and/or Facilities Unit Leader regarding the standardized color scheme for the recycling program so that this information can be incorporated as required into the incident action plan and morning briefings.

The Contractor shall adhere to the following color scheme for landfill and recycle receptacles.

• Landfill = Grey, Black, or Brown o Waste that is destined for the landfill shall be managed in receptacles appropriately signed as “Landfill”. These receptacles shall be consistent in color across the entire fire camp and can only be one of the following colors: grey, black, or brown.

• Primary Recycling = Blue o Primary recycling items shall be managed in receptacles appropriately signed as “Recycle”. These receptacles shall be consistent in color across the entire fire camp.

The contractor has discretion to assign any of the primary recyclables a separate color to minimize contamination and maximize waste diversion as appropriate (e.g., in some instances, different colored recycle bins may be required for separate paper and plastic collection). The intent, however, is to minimize confusion related to the waste diversion program for incident personnel by maintaining consistent, standardized recycle stations, signage, and color schemes.

• Specialty Waste/Recycling Streams = Contractor’s Discretion o Appropriately signed (and separately colored) recycling receptacles (or similarly colored plastic bags) shall be used to collect special items at the discretion of the Contractor so as to maximize waste diversion and recycle revenue on-site. For example, this could include the collection of bottles that qualify for the “Oregon Bottle Bill” (or similar) that have a high recycle revenue value.

o Additionally, the special-colored recycling receptacles can be used for other specialty items such as batteries or glass in an effort to maximize waste diversion.

o NOTE: Back-hauled recyclables from remote camps shall be collected in contractor-provided bags that allow for these materials to be readily inspected for contamination and easy differentiated from landfillable waste (see section 5.0 “Back-hauled Waste and Recycling”).

• Compost = Green o If feasible, compostable materials shall be collected in appropriately signed green recycle receptacles.

4.3 Recycle Receptacle Signage

The contractor shall provide adequate landfill and recycling receptacles (with signs/labels) throughout the fire camp. Signage on the trash/recycling receptacles shall be in English and Spanish and include basic instructions (and images) for incident personnel to quickly and easily understand what waste or recycle streams are allowed in each type of receptacle. See “Sample Acceptable Recycling Station” for an example.

4.4 Contractor-Provided Incident Recycling Equipment

The incident recycling company shall provide sufficient recycling equipment to achieve the minimum of 40% waste diversion rate (or higher diversion rate if any of the optional Pricing items are selected).

Contractor-provided incident recycling equipment includes but is not limited to:

• Trash/Recycling Receptacles (see specific requirements below)

• Trash/Recycling Stations (see specific requirements below)

• Clear Plastic Bags for Lining Trash and Recycle Receptacles

• Contractor-selected, Colored, Semi-Transparent Plastic Bags (for back-hauled recyclables)

• Safety/Snow Fence (for creating cardboard “corrals”), or equipment equivalent to effectively capture, sort, and store cardboard

• Signage

• Personal Protective Equipment

• Sorting Tables (as required)

• Compost Receptacles and Stations (optional)

• Cooking Oil Drums (optional)

• Battery collection bins (optional)

All contractor-provided waste management stations and receptacles shall be physically durable in harsh weather and properly secured to avoid blowing over in strong winds.

The contractor shall ensure the on-site collection of recyclables (and compost, if selected) is managed to minimize the attraction of pests, rodents, etc. in the fire camp. Any receptacles used to collect compost shall be “critter proof” with an appropriate latching or locking system that prevents raccoons/bears/skunks and other similar animals from accessing the compost material. If compost is selected, the contractor is responsible for providing critter-proof (to include bear-proof) containers/vehicles for storing compostable material. In addition, the compost (if selected) must be actively managed to minimize odors while balancing brown and green material to the greatest extent possible.

5.0 Back-hauled Waste and Recycling

In many instances, personnel operating at remote camps (e.g., “spike camps”, aviation camps, or similar) are not provided full logistical support with kitchens, dumpsters, etc. In these instances, their waste is normally back-hauled daily reduce issues with wildlife in the field. The contractor is responsible for developing and deploying a strategy to incorporate recycling at the remote camps using existing back-haul processes.

The contractor shall select an appropriate color scheme for all bags, receptacles, and signage associated strictly with managing back-hauled waste and recycling from remote camps.

The contractor shall provide the Facilities Unit Leader, Logistics Section Chief, and remote camp personnel with clear instructions for waste and recycling collection while in the field. The contractor shall provide signage at the Refer location that clearly communicates the role remote camp personnel play in helping to manage waste and recycle streams in the field. The contractor shall provide remote camp crews appropriately color-coordinated bags for back-hauled trash and recyclables (e.g., clear bags for trash and blue bags for recyclables).

NOTE: The “Refer” is generally in a central location where meals and/or ice are provided to incident personnel by the catering contractor.

The contractor shall post a sign near the ICP dumpsters for the operations personnel to drop off back-hauled trash and recyclables.

The contractor shall post-sort the back-hauled waste and recycling as required to achieve maximum waste diversion from the landfill. (In some cases, the situation may dictate that it is not practical for personnel at these remote camps to separate their trash and recyclables. In these situations, the contractor retains responsibility for required post-sorting).

Should the number of personnel at remote camps (or other associated fire camps) warrant on-site dumpsters, the contractor will be notified by the Facilities Unit Leader and shall provide on-site waste and recycling services (complete with appropriate “Main Recycle Stations” for each dumpster and double/triple recycle stations as appropriate) at the remote camp. In instances where these remote camps require full waste management services, the contractor will be reimbursed for mileage.

6.0 Transportation of Recyclables

The contractor shall transport all fiber and rigid recyclables collected at the ICP, incident base, and remote camps to an appropriate recycle center. The contractor is responsible for any associated transportation or fees as it relates to processing these recyclables. (Note: The contractor is not responsible for renting any landfill dumpsters, nor any landfill-bound waste transportation/tipping fees;

see Section 4.0.1).

Copies of recycling receipts (preferably scanned) shall be submitted to the Government-designated official as back-up documentation for the weekly diversion reports.

For items that are diverted from the waste stream that are not appropriate for drop-off at a recycle center (e.g., non-perishable food items), the contractor shall document the quantity (estimated volume) and location of the items delivered for re-use/recycling. This quantity shall be separately identified in the waste diversion reporting.

The contractor shall comply with all applicable federal, state, and local laws and regulations related to securing loads, transporting and managing the materials included in this contract.

7.0 Waste Diversion Performance Thresholds

The incident recycling company shall provide sufficient recycling equipment to achieve a minimum, documented 40% waste diversion rate. The contractor shall adjust the total amount of the recycling equipment, staff, and services as needed to achieve the minimum 40% waste diversion rate.

If the optional Pricing item for compost management is selected, the contractor is responsible for achieving a minimum of 60% waste diversion and shall be required to coordinate with the incident base food caterer as required to achieve this.

If the contractor is not able to demonstrate a minimum 40% waste diversion rate by the first week of providing on-site incident recycling services, the Ordering Official will request the contractor fully demobilize.

Extenuating circumstances may exist that prevent the contractor from achieving the minimum 40% waste diversion rate. In such instances, documentation (with photos as appropriate) shall be provided to the COR with a request to receive a waiver from the minimum performance criteria.

7.1 Waste Diversion Reporting

Survey123 will be the primary method of tracking and reporting. The Government reserves the right to change/modify tracking and reporting applications as necessary.

The contractor shall use ArcGIS Survey123 to document waste and recycling quantities, locations, etc.

Guidance is provided in Attachment 5. The vendor may propose using a commercially available waste diversion tracking/monitoring application in lieu of Survey123. However it must be compatible with data formats in Survey123 and must be approved by the COR prior to contractor’s use for this BPA.

The contractor shall use the daily Emergency Equipment Shift Ticket (OF-297) (Exhibit G) to briefly document the daily headcount of personnel and any other pertinent information pertaining to daily waste diversion management in the “remarks” box. (See Section D 21.9 for additional information related to reporting hours worked and invoicing with respect to the shift ticket). This shift ticket should align with information reported using Survey123 and shall serve as hard-copy documentation to support the volume of recyclables managed daily.

The contractor shall provide the COR a final, written waste stream report that provides an executive level summary of the waste and recyclables managed at the incident. (This data should align with the weekly Survey123 data submitted by the contractor). This report should summarize the commodities that were diverted from the landfill (and quantify them relative to the actual volume/weight of trash hauled to the landfill). This waste stream analysis should also include information on where the contractor intends to haul/deliver each of the recycle streams.

The waste diversion report shall include the contractor’s name, the incident base name and location, duration of waste management services on the incident, as well as the audit report date.

The contractor should document any of their assumptions or approaches related to estimating the trash and recyclables. The contractor should also document any lessons learned related to waste stream management at this incident, as well as any recommendations for future improvement to overall waste management operations on incidents. If the contractor elects to independently track daily trash and recycling quantities, this information should be included as an attachment in the final, written report.

The final written report shall be submitted to the COR within 30 business days after demobilizing from the incident.

8.0 Recycle Revenue Management

The contractor shall coordinate with the host unit for the incident and confirm their preferred approach for managing any recycle revenue generated from the incident. It is understood that recycle revenue may not be generated in many locations due to lack of container deposit law (sometimes referred to as “Bottle Bill” legislation.

9.0 Communication, Education, Coordination

The contractor shall explain their incident recycling and waste diversion services to the Facilities Unit Leader and/or Logistics Section Chief on arrival. The contractor shall communicate with the Facilities Unit Leader prior to daily Incident Management Team briefings so that any updates/changes to their recycling services can be shared with the incident personnel. The Facilities Unit Leader or Logistics Section Chief may invite the contractor to provide briefings or input on the Incident Action Plan to help explain to incident personnel how the recycling program works.

The contractor shall play an active role in educating incident personnel on their participation in “pre-sorting” waste and recycling streams. This includes passive education such as simple, easy-to-read and understand signage as well as verbal education as required near recycle stations and receptacles. If the contractor experiences undue resistance from incident personnel, the contractor shall contact the Facilities Unit Leader to assist in resolving issues.

In cases where the contractor attempts to provide incident recycling services and encounters conflict with other vendors/services, the contractor shall immediately contact the Facilities Unit Leader and/or Logistics Section Chief so matters can be resolved by the Incident Management Team.

The Facilities Unit Leader shall document these issues and provide feedback to the COR as soon as possible.

The contractor shall collaborate with Public Information Officers assigned to the incident to prepare press releases for distribution to local media channels, engage in media interviews (as requested), and participate in other public-facing opportunities to increase awareness of waste diversion efforts ongoing at camp.

10. Services Delivery Summary (SDS)

The contractor shall perform in accordance with the requirements of this PWS. The service requirements are summarized into performance objectives. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement when applicable. The COR will evaluate the following services.

PERFORMANCE

OBJECTIVE

PERFORMANCE THRESHOLD

Customer Service

Met contract requirements with little rework. Communication with incident stakeholders and COR was good. All issues and concerns raised by the COR were either resolved within 24 hours or the contractor provided a plan, implemented the process improvements, and resolved the issues/concerns in a manner that was acceptable to the COR prior to demobilization from the incident.

Quality

The incident waste management/recycling services provided were comprehensive, professional, and conformed with the requirements of the PWS. The final energy audit report addressed all COR issues and concerns raised during the review process.

Schedule

Arrived with all recycle equipment and staff at the incident within 24 hours of notification. Provided comprehensive recycling services through final day of demobilization on the incident. Demobilized within 24 hours of end of incident.

Waste Diversion

BASE PRICING: Provided sufficient and acceptable documentation to justify that a minimum of 40% of the incident waste was diverted from the landfill.

OPTIONAL PRICING ITEMS: Provided sufficient and acceptable documentation to justify a higher waste diversion rate than 40% (if the compost management Pricing item is selected, a minimum diversion rate of 60% is expected).

11.0 Historic Number of Fires, Duration, and Personnel

The following historic data is provided (as available) for each of the GACCs included in this PWS. The data below includes all interagency fires (not just USFS).

Northwest Coordination Center (NWCC)

2018 2017 2016 2015 2014

Oregon Washington Oregon Washington Oregon Washington Oregon Washington Oregon Washington Type 1 or Type 2 Fires 34 14 35 16 9 11 21 41 46 14 Average Duration (days) 33 79 54 43 14 9 56 102 27 30 Average # of People 317 229 260 172 228 235 295 244 326 358 Earliest Start Date 6/21/2018 7/5/2018 7/4/2017 6/26/2017 6/7/2016 5/12/2016 6/11/2015 6/15/2015 6/7/2014 7/8/2014 Latest End Date 11/28/2018 2/8/2019 11/30/2017 11/6/2017 9/30/2016 9/21/2016 11/5/2015 10/15/2015 10/31/2014 9/25/2014

Type 3 Fires 24 43 30 29 25 29 29 39 25 20 Average Duration (days) 11 10 13 10 10 19 9 20 17 8 Average # of People 105 91 64 101 92 65 63 77 80 84 Earliest Start Date 4/27/2018 6/2/2018 5/26/2017 5/23/2017 5/3/2016 5/29/2016 5/6/2015 6/13/2015 6/24/2014 6/17/2014 Latest End Date 10/22/2018 11/16/2018 12/6/2017 11/2/2017 10/26/2016 10/17/2016 10/6/2015 11/19/2015 10/27/2014 9/24/2014

Source: ICS-209 & IRWIN Observer

NOTES:

• Average number of people based on total personnel reported on each individual incident

• Latest end date based on the recorded containment dates of incidents in IRWIN and may or may not correlate with dates reported on

Final ICS-209

Southwest Coordination Center (SWCC)

Available data is summarized below. Additional historic data on fires in the SWCC can be found at:

https://gacc.nifc.gov/swcc/dispatch_logistics/overhead/overhead.htm https://gacc.nifc.gov/swcc/dispatch_logistics/overhead/overhead.htm

2018 2017 2016

Arizona New Mexico Arizona New Mexico Arizona New Mexico Type 1 or Type 2 Fires 2 15 2 6 1 Average Duration (days) 37 34 37 56 days 29 days Average # of People 620 578 391 540 995 Earliest Start Date 11-Apr-18 23-Apr-17 3-Jun-17 20-May-16 14-Jun-16 Latest End Date 27-May-18 16-Sep-17 22-Jul-17 18-Nov-16 13-Jul-16 Maximum Number of Simultaneous Fires

10 (primarily in June) 2

Maximum Duration of Fire 46 101 37 Maximum # of People 695 1205 424

Type 3 Fires 2 9 1 6 1 Average Duration (days) 9 13 18 18 11 Average # of People 246 263 247 277 216 Earliest Start Date 4-Jun-18 6-May-17 26-Jun-17 16-May-16 28-Mar-16 Latest End Date 10-Jul-18 24-Aug-17 14-Jul-17 1-Jul-16 8-Apr-16 Maximum Number of Simultaneous Fires

2 1

Maximum Duration of Fire 13 57 18 Maximum # of People 280 342 247

In the Southwestern Geographic Area Coordination Center (SWCC):

NOTE: Between 1990 and 2014, the average duration for SWCC's largest 15 fires (based on acres) was 39 days; the max duration was 153 days.

In 2011, one of the worst fire years in NM and AZ in the past decade, the maximum number of people on a fire was 4,734 (Wallow). One fire that year had between 1,000 - 1,500 people. All other fires had less than 1,000.

Northern and Southern California Coordination Centers (ONCC, OSCC)

2018 2017

California California Type 1 5 6 Average Duration (days) 35 days 24 days Average # of People 1661 2301 Earliest Start Date 7/7/2018 7/6/2017 Latest End Date 10/12/2018 12/31/2017

Type 2 Fires 10 11 Average Duration (days) 11 19 days Average # of People 480 591 Earliest Start Date 7/7/2018 6/18/2017 Latest End Date 9/12/2018 10/5/2017

Type 3 Fires 14 31 Average Duration (days) 10 11 Average # of People 178 167 Earliest Start Date 43274 42869 Latest End Date 43406 43054

12.0 Pricing Schedule

The Pricing schedule is provided below for the base pricing (40% waste diversion rate) and optional Pricing line items for cooking oil, tires, batteries (all types), wood, scrap metal, and compost. As noted on the Pricing schedule, the optional Pricing line items vary in their units of measure and should be priced accordingly for each GACC. Optional compost management services shall be priced using a “daily multiplier,” where the daily rate used in the base Pricing will be increased by the compost multiplier to determine the final, combined daily rate.

Should the contractor elect to *not* provide service for a specific GACC or optional line item, the contractor should annotate “N/A” in the appropriate Pricing schedule item box. For example, a contractor may be able to provide only basic service for the SWCC, up to 3,000 people. In this instance, the contractor would annotate “N/A” for the basic SWCC Pricing item for 3,000-4,500 people, all optional Pricing items in the SWCC, and all other items in the NWCC, OSCC, and ONCC.

The contractor will confirm to the Facilities Unit Leader, Logistics Section Chief, and Ordering Official if compost management services are feasible at the fire camp. Should the Ordering Official select this optional service, the contractor will be required to document and achieve a minimum 60% waste diversion rate.

The daily headcount of total personnel will be based on the number of personnel reported in the ICS-

209. This headcount will include the number of individuals at remote camps (and assumes that the fire personnel will back-haul their landfill/recyclable material to the designated drop-off location near the incident base dumpsters).

Should the remote camp increase in population to the point of requiring dumpsters and other logistical support, the contractor will be required to provide full on-site recycling services at the remote camp. In this case, a daily mileage rate will apply.

FY19 Incident Recycling

Item Description

Total Personnel Assigned to

Incident (Based on ICS-

209)

Northwest Coordination Center (WA, OR) Daily Rate

Northern California

Coordination Center Daily

Rate

Southern California

Coordination Center Daily

Rate

Southwest Coordination Center (AZ, NM) Daily Rate

BASE PRICING ITEM: 40% waste diversion, per Performance Work Statement (includes cardboard, paper, plastic #1, #2, and aluminum/tin cans, glass, wood pallets and any other recyclables required to reach the minimum diversion rate)

1 Service Level 1 up to 500 2 Service Level 2 500 - 1,500 3 Service Level 3 1,501 - 3,000 4 Service Level 4 3,001 - 4,500

MILEAGE RATE if providing full, on-site waste diversion services at a remote camp that is not co-located with the incident base.

ADDITIONAL SERVICES: These optional Pricing items can be selected in any combination by the Ordering Official.

Unit of Measure

Northwest Coordination Center (WA, OR)

Northern California

Coordination Center

Southern California

Coordination Center

Southwest Coordination Center (AZ, NM)

6 Cooking Oil** gallon 7 Tires** each 8 Batteries, all types** pound 9 Scrap Metal** pound

10 Compost** daily rate multiplier*

* Example: A daily rate multiplier of "1.2" for compost management services would signify that the applicable daily rate (from the base Pricing) would be increased by 20% to manage all compostable material at the fire camp.

** Shall be verified with approved shift ticket and disposal invoice. Shall be signed off by Logistics Section Chief or Facilities Unit Leader.

Attachment 1: Sample Waste Audit Report

Attachment 2: Sample Acceptable Recycling Station

Attachment 3: Examples of “Main”, “Double” and “Triple” Recycle Stations

Attachment 4: Sample Incident Map

Attachment 5: Use of Survey123 for ArcGIS to Track Waste and Recycling

Goals

• Utilize a platform that allows incident recycling vendors to collect waste and recycling data in a consistent format in each of the pilot GACCs for future data compatibility. System should be available for data collection while off-line on mobile devices (like Survey123).

• Minimize vendor (and government staff) time required to collect and analyze waste and recycling data from the field

• Minimize errors in data

• Calculate the total cubic yards of trash being hauled off the fire camps each week

• Calculate the total cubic yards of recyclables being diverted from the landfill each week

• Calculate the waste diversion rate each week (volume of recyclables divided by sum of recyclables plus trash)

• Tie contractor reporting to performance verification (with contractor’s ability to upload photos) so that we maximize legitimacy and confidence in the data collected

• Sync field-collected data back to AGOL ArcMap with layers that are user-friendly and intuitive

(and also clearly communicate which fire camps achieved the highest diversion rates, what was recycled where, etc).

ArcGIS Survey123 Overview

The following describes how to request a NIFC GIS account, install the Survey123 application on a mobile device or laptop, and enter data in the form.

How to Request a NIFC GIS Account

As part of the solicitation process, the contractor shall provide their email address. This email address shall be used by the Government to create an ArcGIS Online (AGOL) account for approved contractors.

The contractor shall designate an individual from their team as their Survey123 data manager. This individual will download the Survey123 application on a mobile device (instructions below), use the Government-provided login, and complete waste diversion tracking information in the Survey 123 form (on a weekly basis). The contractor agrees to not share this AGOL login beyond their designated data manager staff.

How to Download the Survey123 App on a Mobile Device

The Government created a Survey123 form to standardize reporting related to weekly incident waste diversion information.

The contractor shall download the Survey123 application on a mobile device using the following instructions:

In the Search bar, type in “Incident Waste”, and the Survey123 form for “Incident Waste Diversion Tracker” should appear. Select this form and download it.

You should see a “Greening Fire Sustainable Operations” logo next to the name of the “Incident Waste Diversion Tracker” survey form.

Now, when you click on the form, an option to “Collect” data at the bottom of the screen should be visible. After selecting “Collect”, the form will load.

The contractor should enter the data weekly.

Instructions for Data Entry

The form starts with fields related to basic incident information. The correct Geographic Area Coordination Center (GACC) should be selected (and is a required field). All GACCs have a fire prevention map available online. The GACC websites are below:

National Geographic Area Coordination Center: https://gacc.nifc.gov/

Northwest (NWCC): https://gacc.nifc.gov/nwcc/

Northern California (ONCC): https://gacc.nifc.gov/oncc/

Southern California (OSCC): https://gacc.nifc.gov/oscc/

Southwest (SWCC): https://gacc.nifc.gov/swcc/

The Survey123 form requests basic information related to the incident such as the incident name, host unit, etc. This information should be available at the incident base as well as on the GACC websites (if internet is available).

Note: All *required* fields are marked with a red asterisk in the Survey123 form.

Sample screen shots are provided throughout this section. The exact Survey123 form may change prior to contract award but shall not change after contract award.

https://gacc.nifc.gov/ https://gacc.nifc.gov/nwcc/ https://gacc.nifc.gov/oncc/ https://gacc.nifc.gov/oscc/ https://gacc.nifc.gov/swcc/

Entering Data Related to Trash

The Survey123 form has fields for each expected dumpster at the incident base (e.g., “ICP Dumpster”, “Supply Dumpster”, etc). The contractor should select the correct dumpster size for each dumpster.

Next, the contractor should answer the question, “how many times per week is this dumpster serviced”.

The contractor should then enter a reasonable estimate for the actual volume of trash in each dumpster.

When measuring the volume of trash in the dumpsters, it should be measured shortly before the trash hauling company arrives to service the dumpster (so the maximum volume of trash is reported).

A yardstick (or similar) should be used to obtain as accurate a measurement as possible. This measurement should be as consistent as possible and will be used to estimate the weekly volume of trash hauled to the landfill from the fire camp.

A photo should be taken while measuring the volume of trash in the dumpster. The photo should support the volumetric measurement of trash recorded in the form (e.g., ideally the photo shows the yardstick measurement relative to the height of the trash in the dumpster).

The form will automatically calculate the estimated weekly volume of trash from each dumpster (e.g., ICP Dumpster Frequency * Actual Volume of Trash in ICP Dumpster = Estimated Weekly Volume of Trash from ICP Dumpster).

Do *NOT* enter data in any of the fields that have the word “CALCULATE” or “CALCULATED”. These fields will be automatically calculated by the program.

Entering Data Related to Recyclables

The weekly volume of recyclables should be entered in the form (along with any photos to support this information, to include photos of receipts from recycle centers if available). The contractor shall use the “remarks” field in the form to explain any volumetric estimations for recyclables.

The amount of cardboard and paper (fiber) recyclables should be estimated in cubic yards based off of reasonably measured dimensions of the stacks of cardboard/paper.

The amount of plastic #1 and #2 as well as aluminum and tin cans (rigid recyclables) should be estimated in cubic yards using the number of plastic liners/bags that are full and the known size of the plastic liners/bags.

The form separates the “primary recyclables” (cardboard, plastics, paper, glass, donated food, and wooden pallents) from other, optional recyclables.

The form also automatically calculates the diversion rate for these primary recyclables.

Aferward, enter the amount of optional recycalbles that were processed (as applicable).

The form will then calculate the final, total waste diversion rate at the bottom of the form.

NOTE: The contractor shall use the EPA published standard volume-to-weight conversion factors when a weight is available (and volume is not): https://www.epa.gov/sites/production/files/2016- 04/documents/volume_to_weight_conversion_factors_memorandum_04192016_508fnl.pdf

You are now ready to submit the survey.

https://www.epa.gov/sites/production/files/2016-04/documents/volume_to_weight_conversion_factors_memorandum_04192016_508fnl.pdf https://www.epa.gov/sites/production/files/2016-04/documents/volume_to_weight_conversion_factors_memorandum_04192016_508fnl.pdf

Submit Survey

After completely filling out the survey, select the green check box at the bottom right corner of the screen. The form will provide options to Send Later, Send Now, or Continue this survey.

If offline, the contractor can select “Send Later” and the survey form will be stored within the app on the mobile device until the individual is ready to submit the survey form later.

If the contractor is online and selects “Send Now”, the app will send this form to the Government (along with any other saved forms that were previously selected to “Send Later”.

Outbox

The next time the Survey123 app is opened on the mobile device, the forms previously submitted will be shown in the “outbox”.