2022 04 Incident Recycling BPA Vendor Engagement.pptx

2022 Incident Recycling BPA Vendor Engagement

Fire Camp Experience

Wildland Fire Camp

Fire Camp Size, Needs, and Opportunities to Save Energy, Water, and Reduce Waste Vary

Who’s Who in Fire Procurement Personnel (off site) Buying Teams Contracting Officers (AIMS) Procurement Unit Leaders Purchase Card Holders Logistics Personnel (at fire camp) Logistics Section Chief Facilities Unit Leaders Ground Support Unit Leaders Communications Unit Leader Base Camp Dispatch Personnel (off site) Initial Attack Dispatchers Expanded Dispatchers

On-Site Incident Recycling BPA Opportunity Overview

Standardized recycling equipment, signs, and processes means that our incident personnel have a similar recycling experience on each camp, which increases efficiency and engagement Standardized waste diversion reporting enables the interagency to easily capture and communicate our efforts to comply with federal and Department waste reduction directives.

Incident Recycling Blanket Purchase Agreement Expanded Nationwide Service

System for Award Management

Extremely important, we can’t pay you unless you have an active SAM registration.

Tentative Timeline 20 April – Pre-solicitation Posted 5 May – Request for Quote Posted 3 June – Deadline for proposals

Notes:

Entire document is more than 80 pages Details for scope of services covered in Sections 1-12 (Pricing Schedule is in Section 12) Solicitation Provisions covered in Section E

On-Site Recycling Services Highlight of Requirements

How Incident Recycling BPA Orders Are Placed

* Any incident-specific special needs should be identified.

** Fill information should include who the vendor is, when they will arrive, etc.

Logistics

Submit general message

Ordering Manager

Submit request for on-site incident recycling*

Dispatch

Create resource order in IROC

Buying Team or Designated CO

Place order; provide fill info** to Dispatch

Step 1:

Logistics Submits General Message

Sample ICS 213 – Incident Recycling BPA Service requirements at operating locations Should identify all operating locations (ICP, remote/spike camps, helibases, etc) that will require on-site recycling services, as well as any optional services needed (e.g., cooking oil, battery recycling, etc) Estimated number of incident personnel Name and contact information for the Logistics Chief or Facilities Unit Leader Timing of resource ordering Logistics officials are encouraged to add incident recycling to the “pre-order” if possible

Resource Order- Equipment

What Services Does the On-Site Incident Recycling BPA Provide?

1) On-site set-up/maintenance/tear-down of incident recycling equipment

Equipment includes 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 collection and sorting of waste and recyclables

3) Processing back-hauled waste and recyclables from spike camps

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

5) Waste diversion tracking and reporting

6) Recycle revenue management (if applicable)

What is Recycled?

PRIMARY RECYCING

(The recycling vendor will primarily focus on these recyclables in order to achieve a minimum waste diversion rate of 30% from baseline)

Cardboard

Plastic #1 and #2

Mixed Paper

Aluminum/Tin Containers

Glass

ADDITIONAL SERVICES:

Used Cooking Oil

Batteries (All Types)

Wood Pallets

Compost

Non-Perishable Food

Scrap Metal Recycling Equipment

Large “Triple” Recycle Stations are required at:

Main throughway/office area in ICP Kitchen/Catering Crew or Overhead Sleeping Areas Supply Recycle Center entrance “Refer” or water/sports drink pick-up area entrance Morning/evening briefing area In front of or next to all dumpsters Cardboard corrals should also be placed near “Triples” Vendor will ensure no trash receptacles are placed in the camp without complimentary recycle receptacles.

Vendor will coordinate recycle station layout (at all major operating locations) with appropriate Logistics official

Signage/labels are required and can be integrated into the trash/recycle receptacle design or managed separately as a recycle station “topper”.

All signage/labels shall be displayed vertically on the trash/recycle receptacles and shall be heavy-duty, weather-resistant, and securely attached to the receptacles to minimize the risk of the signs/labels becoming airborne in extreme weather.

An example of clear, consistent, and easy-to-understand signage/labels that are considered acceptable can be found at Recycle Across America, https://www.recycleacrossamerica.org/

The icons used in this labeling system make it very clear to fire camp personnel (at a glance) what items are allowed in each bin.

Standardized Labeling

Standardized Color Scheme The Contractor shall adhere to the following color scheme for landfill and recycle receptacles. (NOTE: The Contractor must ensure the “topper” portion of all waste/recycle stations conforms to the specified color scheme—including lids and signs. The receptacles themselves must either conform to the specified color scheme or be uniform in color; only black, grey, or white is allowed in this case).

Landfill = Grey, Black, or Brown Primary Recycling = Blue Specialty Waste/Recycling Streams = Contractor’s Discretion Compost = Green (Optional)

Blue Recycle bags for Back-hauled Recyclables A recycle symbol and/or recycle text is required on the blue recycle bags.

Blue bag recycle “stations” should be posted at the:

Reefer (lunch area), Supply, Recycle Center Additional or different locations for blue bag recycle station should be coordinated with Facilities Unit Leader.

Blue bag recycle stations should clearly communicate to incident personnel that they are intended for *back-hauled* recyclables from the *field* (e.g., “Take One, Recycle”).

The contractor shall post-sort back-hauled waste/recycling as required to maximize waste diversion.

NOTE: Rather than process back-hauled recyclables, at the discretion of the appropriate Logistics Official, the vendor may need to provide one recycle station, cardboard corral, and “as needed” recycle pick-up/haul services to remote camps. In these cases, the vendor will be reimbursed for mileage to/from the main camp to each remote camp.

Standardized Data and Dashboard

Vendors are required to submit their waste and recycling data using the Survey123 tool within 7 days of demobilizing from an incident (see QR code).

This data is made available through the Incident Recycling Public Dashboard.

2021 Incident Recycling Results Provided on-site recycling services on 31 incidents Diverted 621,575 pounds (~311 tons) of material from landfills Waste diversion carbon impact: 1,072 tons of CO2 emissions

Due within 7 days of demob

Vendors are provided the round-trip mileage rate when providing full waste management services at a remote location (i.e., spike camp) not co-located with the Incident Base Camp, when a remote camp is large enough to need dumpsters and other logistical support.

Vendors are also provided the round-trip mileage rate when transporting incident recyclables to the nearest recycle outlet (NOTE: vendors are required to document how they minimized emissions associated with transporting recyclables in their final, written waste diversion report).

Mileage is NOT for Mobilization/Demobilization.

Note: The daily rate is the vendor’s compensation for travel to/from the incident. Once ‘rubber meets the road’, the vendor is considered mobilized and shall be compensated for mobilization/demobilization via the daily rate.

Per D.6.5.3, “The vendor will not be paid for travel to and from the incident (these costs should be included in the daily rate.) The vendor will be paid for travel to and from remote camps as applicable (see Section 4.2, 6.0, and 12.0).”

Mileage

Pricing, Service Levels and Daily Rates “Base Bid” By default, the daily headcount of total personnel (for the Service Level determination) will be based on the number of personnel reported in the National Interagency Coordination Center Incident Management Situation Report (IMSR). The most current daily Situation Report is posted at: https://www.nifc.gov/nicc/sitreprt.pdf. Archived Situation Reports are available at: https://www.predictiveservices.nifc.gov/intelligence/archive.htm.

In cases where on-site recycling services are ordered for one or more zones or areas in a “complex” fire, the number of dinner meals (to include those tied to any remote camps with back-haul or on-site recycling services) should be used as the basis for the Service Level determination (this information should be obtained from the Food Unit Leader(s)).

Popular optional services include cooking oil and batteries.

All optional items are priced with specific units of measure (and corresponding services should be appropriately documented on all invoices).

In the event where a major operating location requires a fully-staffed, on-site recycling service (e.g., a complex fire with one ICP in California and one in Oregon), an additional daily cost should be applied to cover the cost of additional service. This should be applied *per major additional operating location*, per day, regardless of the Service Level.

Pricing, Service Levels and Daily Rates Optional “Additional Items”

Minimum Diversion Rate The incident recycling company shall provide sufficient recycling equipment to achieve a minimum, documented 30% reduction in the actual amount of incident trash hauled to landfills.

The contractor shall adjust the total amount of the recycling equipment, staff, and services as needed to achieve the minimum 30% waste diversion rate.

If the contractor is not able to demonstrate a minimum 30% waste diversion rate by the first week of providing on-site incident recycling services, the Ordering Official will coordinate with the CORs and request the contractor fully demobilize.

If extenuating circumstances exist that prevent the vendor from achieving the minimum 30% waste diversion rate, they must be documented in their final waste diversion report.

Minimum 30% Actual Waste Diversion Required

Optional Compost Management Services Pilot Opportunity When Feasible Why does Food Waste Matter?

Food waste represents a significant portion of landfilled material on incidents.

Executive Order 14057 directs all federal agencies to achieve annual waste diversion of at least 50% (including food and compostable material) by 2025 and 75% diversion by 2030 How To Get Started:

The on-site incident recycling Blanket Purchase Agreement (BPA) vendor notifies the Logistics Section Chief (LSC) that compost management services are feasible for the incident (and shares proposed methodology for a successful program, to include explaining what the local compost outlet will accept and how it will be collected and transported from the incident) All stakeholders (LSC, Food Unit Leader, Catering and Recycling Vendors, Compost Facility or Outlet) should be on-board with the common goal of reducing food waste to landfill LSC makes decision if the optional compost management services will be ordered Optional Compost Management Services Include:

On-site set-up/maintenance/tear-down of incident composting equipment including: animal-proof compost receptacles with liners (as appropriate), compost sorting tables, signage, personal protective equipment, and staffing Standardized collection and sorting of food scraps including meat, dairy, and compostable service ware (where accepted) Sanitary sorting and storage of all waste material Collecting/hauling/processing food scraps and compostable materials Transporting food scraps/compostables to the nearest compost drop-off or processing center

Roughly 250 pounds of food waste per 100 people, PER DAY, was observed on an incident in 2019.

Vendors should provide a copy of the traditional “Exhibit E” form to the Logistics Chief (or appropriate Logistics Official) to complete before demobilizing from the incident.

The vendors should provide a copy of the completed forms (if possible) in the final, written Waste Diversion Report.

Performance Evaluation Exhibit E

Final, Written Waste Diversion Report Vendor Name Contact information Dates of service Date mobilized Date arrived Date demobilized Date report was published/sent Incident General Information Incident Name Location Incident Management Teams

GACC,

Team Name(s) Incident Commander(s) Contact Info for Logistics Staff Minimum, maximum, and average number of personnel Diversion Summary Waste and Recycling Service Locations and Receipts Include a list of all recycle outlets utilized during the service period to include:

Name Commodity type Location Recycling Receipts Photos BPA Inspection and Performance Evaluation Additional Optional Information Extenuating or unique circumstances Carbon offset analysis Estimated cost savings from reduced trash hauling Individuals that significantly impacted the success of the program Lessons learned Safety best practices or concerns Suggestions for improvement

Due ASAP, no later than 1 Dec

Tying in Communication, Education, Outreach

Best Practice IAP Template for Incident Recycling

2021 Antelope fire (Human Eco)

2021 Salt fire (Human Eco)

GFT Posters for Incidents

The most current electronic version of these posters will be maintained on the GFT public website at: https://www.fs.usda.gov/managing-land/fire/sustainable-ops/incident-recycling

Who to Contact For Questions Related to Incident Recycling

BPA Contracting Officer, Specialist and Representatives Contracting Officer: Lydia Moore-Ward Contracting Officer Representative: Kelly Jaramillo General questions, comments, etc: SM.FS.greeningfire@usda.gov

General: SM.FS.greeningfire@usda.gov Northwest (NWCC) Kirsten Donelson Kevin Toombs Northern California (ONCC) Cheryl Raines Lydia Moore-Ward Sue Zahn Southern California (OSCC) Cheryl Raines Lydia Moore-Ward Sue Zahn Southwest (SWCC) Kelly Jaramillo Rocky Mountain (RMCC) Mary “Denise” Kusnir Great Basin (GBCC) Susan Leslie Jennifer Green Northern Rockies (NRCC) Colin Sorenson Gabe Witham

Who to Contact for Help on Incident Recycling (By Geographic Area)

Additional Information

A step-by-step guide for procurement officials is available at: https://www.fs.usda.gov/managing-land/fire/sustainable-ops/incident-recycling

Step by Step Guide for Procurement Officials

The inspection checklist should be used to document contractor compliance/non-compliance. The vendors will have 24 hours to correct any deficiencies after being notified.

This checklist can be found at: https://www.fs.usda.gov/managing-land/fire/sustainable-ops/incident-recycling

Incident Recycling BPA Inspection Checklist

Incident Recycling Logistics & Finance NOTE: Tools and Resources for overseeing the BPA are posted on the GFT website at: https://www.fs.usda.gov/managing-land/fire/sustainable-ops/incident-recycling

Logistics

Coordinate with Incident Recycling vendor to determine recycle station placement; review recycling processes, etc

Finance

Receives/processes Invoices Create invoice in eISuite Shift Tic

Verify/Approve Invoices

Ensure the number of personnel provided on-site recycling services corresponds with the correct Daily Rate

Ensure mileage is annotated as appropriate

If optional line items were selected, the # of gallons of cooking oil, batteries, etc should be annotated in “Remarks” also.

Monitor performance of on-site incident recycling vendor or verify commercial invoice

Invoice is paid through ASC Incident Finance or Host Agency Payment Center as appropriate image5.png image12.jpeg image13.jpeg image14.jpeg image15.jpeg image16.jpeg image17.png image18.png image19.png image20.png image21.jpeg image22.jpeg image23.jpeg image24.jpeg image25.jpeg image26.png image27.png image28.png image29.jpeg image30.png image31.png image32.png image33.png image34.png image35.png image36.png image37.jpeg image38.png image39.png image40.png image41.png image42.png image43.png image44.png image45.png image1.jpeg image2.png image3.png image4.png