SOW.pdf

DESCRIPTION/SPECIFICATION/STATEMENT OF WORK

Solid Waste Removal

I. Background

The Federal Correctional Institution (FCI) Milan, MI requires solid waste removal services from multiple locations throughout the institution grounds as set forth in this solicitation. The government reserves the right to make award without discussion and to award as a single contract. Therefore, each initial quote should contain the vendor’s best terms from a cost or price standpoint. The contract period will extend from the effective date of award through 12 months, with 4 possible 12 month option years.

II. Place of Performance

Performance of the required solid waste removal services will take place at the Federal Correctional

Institution located at 4004 E. Arkona Rd, Milan, MI. This facility is located in the county of Washtenaw and at the intersection of Sanford and Arkona roads.

III. Services to be Performed

The purpose of this solicitation is to acquire solid waste removal services as described in this Statement of Work. The services to be provided are a contractual arrangement and not a personnel appointment.

Payment will be based on the provisions of an end product or the accomplishment of a specific result or service. The service does not constitute an employer/employee relationship.

IV. Contractor Responsibilities

1. FCI Compactor: One (1) 35 cubic yard, self‐contained compactor that is located inside the secure perimeter of the FCI, behind Food Service. This compactor is Government owned. The compactor must be removed/exchanged at 3:30 a.m. The compactor shall be serviced twice a week, on

Monday and Thursday. The government reserves the right to call for additional pickups, if necessary.

2. FDC Compactor: One (1) 35 cubic yard, self‐contained compactor that is located behind the FDC, just east of the main institution. This compactor is Government owned. The compactor must be removed/exchanged no later than 4:00 a.m. The compactor shall be serviced every other week, on the first and third Thursday of each month. The contractor’s representative must check in with the

Rear Gate Officer, allowing access to this location. The Government reserves the right to call for additional pickups, if necessary.

3. Construction Dumpster: One (1) 30 cubic yard, open top dumpster located behind the FCI Garage.

This dumpster will be provided and maintained by the contractor. It will be used for the removal of construction debris. The dumpster will be serviced approximately twice per month. An authorized government representative shall call for pick‐up. From the time of the call the contractor will have

48 hours to remove and replace the dumpster.

4. Small Dumpsters: Two (2) 6 cubic yard dumpsters are located at the Staff Training Center and the

Outside Warehouse. Both dumpsters will be supplied by the contractor and serviced every

Wednesday.

5. Staff Housing: There are approximately 20 residential houses that are located in two separate locations. Some are on the north side of the institution, immediately adjacent to Arkona Road, while the majority of the houses are west of the institution, across US 23, adjacent to Dexter Street.

The residents are responsible to provide their own trash containers. All residences will be serviced weekly and on the same day.

5.1. The contractor will provide a separate alternate price to include recycling service at each of the staff housing residences.

6. Equipment Maintenance

6.1. Contractor provided containers will be kept serviceable, clean, and free of defects in order to meet the requirements of the correctional environment.

6.2. It is the responsibility of the contractor to provide all maintenance and repairs on all units supplied as outlined above. The contractor will immediately make the Government

Representative aware of any maintenance or repair required on the institution owned compactors.

6.3. If any unit is temporarily out of service for more than two days it will be the responsibility of the contractor to provide another unit of the same quality and description listed above at no extra charge. The government will be responsible for reasonable pick‐up, transportation, and delivery of the compactors should off site repairs be required.

6.4. It shall be the responsibility of the contractor to pressure wash units offsite, on a monthly basis to prevent nuisance pests and/or odors.

7. Equipment installation and removal

7.1. The contractor shall install all equipment within 30 days from notice of award. The contractor will be responsible for removal of all equipment within 48 hours of termination of the contractor or any option year not exercised.

7.2. Upon award of the contract, the contractor shall review existing conditions at the waste handling system location with a representative of FCI Milan prior to the installation of any dumpsters and/or equipment.

7.3. It is the contractor’s responsibility to ensure they have a vehicle available to handle/transport the government owned compactors as part of this contract at no extra expense to the Government.

8. Refuse Removal Requirements

8.1. The contractor shall provide FCI Milan with solid waste removal services in such a manner and form that it is consistent with all applicable Federal, State, and Local laws. In addition, all rules, industry standards, codes, permits, regulations, governing ordinances, and Bureau of Prisons policy requirements must be fully compliant as well.

8.2. It shall be the responsibility of the contractor to ensure that all solid waste removed from

FCI Milan will be disposed of in accordance with 40 CFR, part 240‐299 and Resource

Conservation and Recovery Act (RCRA).

8.3. The contractor will ensure that the sanitary landfill meets or exceeds all county, state and federal regulations concerning methods of solid waste removal. The contractor will provide

FCI Milan with a copy of all licenses and permits held by any and all landfills utilized as well as provide a list of any restrictions at each landfill, if any.

8.4. The contractor is responsible for all trash, garbage, and debris spills from the containers/compactors during the process of the pull/haul. All materials in the container/compactors become the property of the contractor upon removal from Federal property, and it is the responsibility of the contractor to dispose of the material in a lawful and proper manner.

9. Refuse Removal Schedule

9.1. Allow approximately 25 ‐30 minutes to enter the institution through the Rear Gate to retrieve and drop off the FCI self‐contained compactor

9.2. Allow approximately 15 – 20 minutes to enter the FDC through the rear gate to retrieve and drop off the FDC self‐contained compactor

9.3. Allow approximately 10 minutes to retrieve and drop off the open top roll off containers

9.4. The schedule can be changed at any time by the Contracting Officer.

9.5. When a regular pick up falls on a Federal holiday, the pick‐up shall be made the next business day.

9.6. If any of the units become full prior to the scheduled pick up, the contractor will be contacted by the Governments Representative to schedule an additional pick‐up. Additional pick‐ups will be on an as needed basis, and will be accomplished within 24 hours of notification.

9.7. The rate of an additional pull shall not exceed that of a regularly scheduled pull.

9.8. The contractor may occasionally be delayed access to the compactors due to institution emergencies. Access to the institution grounds will be restricted during all periods of heavy fog. During periods when there is a prediction or likelihood of fog being present, the contractor shall call the institution prior to making a pickup to ensure that access will be granted.

V. Inmate Management: The contractor will not be responsible for the management of any inmates.

The contractor will not speak to, correspond with, or communicate in any way with inmates. In the event the contractor is approached by an inmate a FCI Milan staff member will be immediately notified.

VI. Security Requirements

1. The contractor agrees to adhere to all regulations prescribed by the institution in regard to safety, security, custody, and conduct of inmates.

2. The contractor’s vehicles are subject to search upon entering and leaving the facility.

Intoxicating beverages, drugs and weapons will not be allowed into the facility. Introduction of contraband is subject to the penalties prescribed in 18 USC 1791. Cell phones or any device with the capability to transmit or receive data/voice transmissions are prohibited from entering the institution.

3. The successful contractor will be responsible for providing the services listed above. These responsibilities will include the requirement of all personnel to complete a background investigation, finger printing, drug testing, residency requirement, and may include a mandatory

4 hour institution familiarization class as well as any other security requirements under the

Presidential Directive of HSPD‐12.

4. Contractors will be responsible for inventorying any and all tools upon entry to the facility and exiting to ensure that all tools are accounted for before leaving.

5. The contractor will submit a fully completed National Crime Information Center (NCIC) form

(attached) no less than three working days prior to any of their representatives or employees entering FCI Milan property. The NCIC Form will be completed on an annual basis.

VII. Invoices

1. The vendor shall provide a proper invoice to both the Facilities Department and Accounting

Department for all supplied materials and applicable charges. The successful vendor will be provided with the email address’ all billing must be provided to.

2. The contractor shall provide invoices at the beginning of each month for services provided during the preceding month. Invoices shall be itemized to reflect the number and date of pulls for each unit. Invoices shall be itemized to reflect landfill fees (actual tonnage) for each unit.

3. All invoices shall contain such data as may be required to substantiate the services rendered;

including statements of the actual refuse removal at the beginning and the ending of the billing period.

4. The Contractor shall provide monthly copies of all receipts related to the removal of solid waste disposal and Constructions and Demolition disposal. The receipts must include the weight in pounds for all solid waste and Construction and Demolition. The receipts shall be addressed to the Facility

Manager at FCI Milan and sent a minimum of once per calendar month. The Facility Manager shall receive the receipts no later than the fifth working day of the month.

VIII. Qualifications

1. The contractor must be able to prove their responsibility in the areas of credit and capacity to perform by providing credit and a minimum of five performance references.

2. FCI Milan shall in no even be liable or responsible for damage or injury to any person property occasioned through the use or operation of the contractor’s facility or action of the contractor, its employees, or agents in performing under this contract.

3. The contractor will provide proof of insurance for all drivers and vehicles to be utilized for refuse removal at FCI Milan.

IX. Payment Terms

The payment terms shall be Net 30 unless otherwise noted. The contractor must provide a means for electronic payment to include bank routing and account number. The contractor will be required to possess a DUNS number and current registration in the Central Contractor Registration Database (CCR).

A DUNS number can be obtained by following the steps at www.dnb.com. The CCR registration process can be completed by going to www.bpn.gov/ccr/default.aspx. All questions should be addressed to

Robert Armstrong, Supervisory Contract Specialist, FCI Milan.