REVISED STATEMENT OF WORK.docx

STATEMENT OF WORK

WASTE MANAGEMENT

1. GENERAL:

Contractor shall be responsible for allocating all equipment and personnel, including back-up resources, to meet all requirements for the comprehensive management of the, recycling programs and solid waste at the New York Harbor VAMC and all affiliated facilities. The comprehensive waste services shall not only include the collection and disposal of solid waste, but also construction and demolition debris due to renovations and the training and support required to ensure compliance with all Federal, State, and Local regulations. The Contractor must have relevant experience in providing comprehensive waste management services. The ability to provide waste audits and to properly separate waste streams is crucial to this requirement. The Contractor must be able to assist the facilities in properly profiling their waste and reducing the volumes of waste, while increasing recycling services. The Contractor shall clearly show a plan that will easily measure the reductions in volumes on a monthly basis. It shall be the responsibility of the Contractor to provide the tracking and reports in a timely manner, and action plans to address any shortfalls.

2. BACKGROUND:

New York Harbor(NYH) VAMC is an integrated healthcare system comprised of Medical Centers, and community based outpatient clinics located in Harlem and Staten Island, New York.

NYH VAMC provides ambulatory care, primary care, and secondary care in acute medicine and surgery, specialized tertiary care, transplant services, spinal cord injury, outpatient care, and a full range of extended care and mental health services.

3. PERIOD OF PERFORMANCE:

Base of 12 months plus two 12 months option.

4. PLACES OF PERFORMANCE:

Solid Waste and recycling removal is required at the following sites:

5. FREQUENCY OF SERVICE(s) PROVIDED:

Current Services Only:

a. Additional locations, containers and service will be provided at the time of the award.

6. DAYS AND HOURS OF OPERATION:

Monday – Friday, 8:00 a.m. to 4:30 p.m. excluding federal holidays.

7. PERFORMANCE REQUIREMENTS:

a. The contractor shall provide creative, efficient and innovative solutions that demonstrate the contractor’s ability to properly understand and perform the services of this requirement. The contractor shall demonstrate technical solutions and approaches that exhibit the contractor’s experience and qualifications in providing these services. The contractor shall be required to provide a demonstration of the resources, equipment and qualified personnel that are available to commit to this requirement. The contractor shall provide all labor, supplies, equipment, and disposal for the following services:

1) Solid waste disposal services and recycling services Recycling Services:

a. Scrap Metal

b. Pallets

c. Shrink Wrap

d. Plastic HPDE 1-5

e. Solid waste

f. Construction and demolition debris

2) Total Solid Waste Management

3) Waste audits

4) Training for waste streams to ensure compliance

8. REFERENCE/REQUIREMENTS: The requirements of the following agencies must always be met:

a. Environmental Protection Agency (EPA) 40 CFR.

b. Food and Drug Administration (FDA) Quality System Regulation as stated in 21 CFR Part 820

c. Department of Transportation (DOT) 49 CFR.

d. Occupational Safety and Health Administration (OSHA)

9. SOLID WASTE DISPOSAL AND RECYCLING SERVICES

The NYH solid waste service is a critical support service for the Hospital’s. Solid waste must be removed from the facility in an efficient and timely manner so as not to interfere with work production within buildings or at the loading docks. Maintaining the cleanliness and aesthetic appearance of the equipment shall be a high priority.

The loading dock is the most critical area for the management of the solid waste. The waste must be removed on schedule so as not to interfere with the facility operations at the loading dock. The containers must be in good condition. As part of this solicitation, the contractor shall provide new equipment to ensure the cleanliness and aesthetic appearances are satisfactory.

The Contractor must provide a plan for maintaining the cleanliness of the containers and equipment.

The Contractor shall provide the types and quantities of vehicles, solid waste collection equipment and/or containers proposed to provide the required services. A separate listing of proposed equipment and containers shall be provided for review.

The Contractor shall provide the proposed frequencies for the emptying of solid waste containers or equipment, including required times for off-site disposal. Estimated 1,800 tons of regular solid waste throughout the Harbor. Current pick up times are Monday, Wednesday and Friday between 1am and 3am.

The Contractor shall provide the methods and procedures proposed to provide the required preventive maintenance and emergency repairs to the Contractor provided solid waste containers and equipment. If abuse or vandalism is identified, it shall be immediately brought to the attention of the COR, and arrangements for repair shall be agreed upon by Contractor, Contracting Officer, and COR.

Used compactor equipment will be authorized temporarily, provided that new compactors are ordered, and confirmation of order can be provided. The COR must approve equipment, locations, and contractor prior to implementation.

The compactor shall be a Marathon RJ 250 SC or equivalent. The compactor must be designed to maximize fullness and to minimize the required pulls, to avoid disruption to service. The compactor must be designed to meet or exceed all safety standards to include key type lock/start control, emergency disconnect within 10 feet of the machine, and an emergency stop. Unit must be designed to prevent leakage, spillage, odors and pest control concerns. Compactors shall have electronic notification devices that notify the COR and the contractor. Compactors will be required to have a cart dumper to minimize handling of the solid waste by the VA staff.

Any required mechanical or electrical modifications to accommodate the compactors in the designated dock areas shall be noted and corrected by the contractor. The NYHHS VAMC shall ensure the area is prepared prior to the equipment being ordered by the Contractor. The Contractor is responsible for the installation of the compactor, once the VA has prepared the site as specified.

Contractor shall maintain a log of solid waste shipments. The log shall identify the date, time and quantities of solid waste shipped.

The Contractor is responsible for the removal and transporting of all baled items from the facility.

Any applicable rebates for Cardboard, Scrap Metal and Secure Shred Mixed office paper shall be based upon best market conditions pricing.

Estimated Quantities Per year in pounds:

The Contractor shall work with the COR to develop a manifest for all monthly recycling totals including but not limited to, pickup schedules, total weights of all recycled items and credits to be applied. Pickups shall be scheduled every other week as firm fixed locked-in price per pound with optional additional pickups on an as needed basis requested by the NYHHCS. All recycling credits shall be applied to monthly invoices as a lump sum with itemized summaries of pounds recycled and credited to the monthly document destruction fees and container rental fees.

Recyclable Materials: is the process by which materials that have been identified as materials to recover cardboard, pallets, scrap metal, non-PPI/sensitive paper and co-mingled used beverage containers (glass, tin, plastic).

Collection Methods:

1. Cardboard shall be baled and stacked next to the baler.

2. Metal shall be placed in a 30yd. open-top roll-off dumpster provided by Vendor complying with existing regulated VA guidelines.

Any applicable rebates for Cardboard and Scrap Metal shall be based upon best market conditions pricing.

Approximate Numbers of Containers per Facility

Brooklyn

2x per week

Manhattan

2x per week

St. Albans

2x per week

11. SCRAP METAL/PALLETS

The contractor shall provide all personnel, equipment, tools, materials, vehicles, supervision, and other items and services necessary to perform scrap metal and pallet recycling at NYHHS VAMC.

VA Warehouse and/or engineering personnel shall call the COR as needed for delivery of various size scrap metal containers including 10 cubic yard, 20 cubic yard and/or 30 cubic yard. The contractor shall deliver and drop the container in an area designated by VA Warehouse/engineering personnel during normal business hours, between 8:00 am and 4:30 pm, Monday through Friday, excluding federal holidays. Once called, the contractor will deliver the scrap metal container within 48 hours upon the telephone request (excluding week-ends and holidays). Container requests may be issued for any combination of containers. Once the container is full or ready for pick up, VA Warehouse personnel shall notify COR via telephone. VA Warehouse personnel shall neatly stack all pallets in accordance with the contractor’s specific guidance. The contractor shall pick up the materials and provide the COR a receipt. Contractor shall enter the scrap metal and pallets into the recycling log and be included in the rebates.

12. WASTE AUDIT

The Contractor shall provide to the New York Harbor VAHCS an annual waste stream survey of all sites to include a formal written report after completion, in which contractor specifically reviews the waste generation and waste flow within a facility to determine areas of opportunity for waste reduction and elimination.

Once a clear reduction plan is approved, the Contractor and the VA will implement the program. Contractor and VA will develop internal relationships with generators and work with them to achieve the program's goals. Contractor and VA will train generators on the different types of waste in their area (infectious, noninfectious and recyclable) and where to properly dispose of it. The contractor shall monitor and track cost, waste generation by type and location, and training records for employees. All training records shall be sent electronically to the COR and COR designee.

Contractor understands that they shall also be required to provide subsequent briefing and in-service training for New York Harbor VAMC. This training shall be conducted at no cost to the VA. Dates and times of training will be mutually agreed upon between the Contractor and the COR.

The Contractor shall provide training for all sites as deemed necessary to include initial training for Environmental Management Service personnel on any new procedures relative to the handling/processing of regulated medical waste. This shall be scheduled (if necessary) by the COR after awarding of the contract. Cost for these services shall be provided at no additional cost to the VA, and limited to once annually.

The Contractor provide a monthly tracking reporting system that shall allow for the NYHHS VAMC to track all wastes from the point of generation as a means to identify waste poundage and classification. This report shall clearly demonstrate the facilities classification of wastes and opportunities for reduction. The report shall track all waste streams-solid waste, incinerate only wastes, recycling and plastic diversion. The report shall also provide recycling factoids (ie. pounds). The Contractor shall be responsible to submit to the COR and a sample of the proposed report required for the approval of the COR. This sample shall be submitted within ten (10) calendar days of receipt of the Notice of Award.

13. TRAINING REQUIREMENTS

Due to the health and safety risks (especially Bloodborne Pathogens) associated with this requirement, the Contractor’s methods, procedures, training and other controls that are proposed must allow the performance of the tasks with no adverse effects from the risk factors.

The training plan shall demonstrate a good working knowledge of the US DOT, US Occupational Health and Safety (OSHA), and other applicable regulations that govern the health and safety risks involved in the handling and shipping of regulated medical waste. The contractor must be able to provide, at a minimum, the following training:

- US DOT

- HAZMAT Familiarization (Although there is no biohazard or hazardous waste in this contract because the location is the dock area there may be more than one waste stream on the dock at the same time.)

- Function Specific

- Shipping Papers

- Proper Packaging

- Safety

- Security Awareness/In-Depth Security

- OSHA Bloodborne Pathogens Standard

15. SPECIAL CONTRACT REQUIREMENTS

a. QUALIFICATIONS:

1. Contractor shall have demonstrated at least three years of experience servicing at least three similar size hospitals by submitting a list of references including telephone numbers, addresses, and contact names.

2. Contractor shall provide a plan to demonstrate that they are capable of providing ongoing requirements and services in the event of service disruptions for any reason. Contractor shall provide information for primary and back-up sites for the following: solid waste disposal and recycling services.

3. Contractor shall provide a complete background of their company as well as any company utilized to sustain this contract. Information will include but is not limited to: company’s full legal name, primary business address, all other office locations (city and state), and history, along with the number of years in business.

4. Contractor shall demonstrate their ability to convert the VA locations to their services immediately after award of the contract.

5. Contractor shall have in place and maintain a valid contingency plan to meet the requirements of the contract. Contractor shall incur all cost associated with fulfilling this contingency plan at no additional expense to the Government. Contractor shall be liable for all expenses incurred by the Government due to the contractor's inability to perform in accordance with these requirements.

6. Contractor is required to identify any subcontractors and suppliers. Contractor is responsible for supervision, contract compliance and obtaining any necessary documentation from their subcontractors or supplies performing under this contract. If the contractor intends to utilize subcontractors and suppliers other than those initially identified, operating licenses, permits, certificates and any other forms required by regulatory agencies for the new facility must be submitted to the Contracting Officer no later than thirty (30) days prior to change. Any and all cost increases to meet additional regulatory requirements caused by such change of disposal facilities or any other contractor action shall be borne by the contractor.

b. CONTRACTOR PERSONNEL

1. The contractor shall provide a contract manager who is responsible for the performance/coordination of work defined in this contract. The name and phone numbers (during and after hours) of this person and alternate(s), who shall act for the contractor when the manager is absent, shall be designated in writing to the Contracting Officer no later than fifteen (15) days prior to the contract start date. The contract manager and alternate(s) shall be able to understand, read, fluently speak, and legibly write the English language. This person may perform services under this contract in addition to contract management duties. The contract manager or alternate shall have full authority to act for the contractor in all contractual matters relating to daily operation of this contract. All changes must be provided in writing to the Contracting Officer no later than forty-eight (48) hours prior to the implementation of such changes.

2. Contractor shall provide their employees with appropriate protective clothing, equipment, and apparel as prescribed by the Occupational Safety & Health Administration (OSHA). The technician shall be dressed neatly in appropriate uniform and wear an identification badge at all times when servicing at the VA facility.

3. Contractor shall provide details of what training their employees undergo. Contractor shall be available for consultation and education to Medical Center's staff on the proper use of reusable sharps containers.

4. The contractor shall provide all training necessary to perform the work as defined in this contract. Training shall not hamper the quantity, quality, or timeliness of work requirements of the contract.

c. PERSONNEL POLICY:

The Contractor shall assume full responsibility for protection of the personnel furnishing services under this contract. To carry out this responsibility, the Contractor shall provide the following for these personnel:

· Workers compensation

· General liability insurance in a minimum amount of $500,000.00.

· Income tax withholding, and

· Social security payments

16. PROTECTION OF GOVERNMENT PROPERTY:

During work execution, the Contractor shall take special care to protect Government property including interior and exterior buildings, furniture, walls, baseboards, and other surfaces. Damage resulting from Contractor operations shall be repaired by the Contractor, including painting, refinishing, or replacement (if necessary), at no additional cost to the Government. Contractor shall be responsible to meet all OSHA/Safety requirements in the performance of the work. This shall include but not be limited to taking all the necessary precautions to protect the patients, visitors and/or staff at each location. Contractor shall be held responsible for any injuries and/or damage, which may be caused as a result of the Contractors failure to adhere to these requirements.

17. PRE-AWARD SURVEY:

Prior to the beginning of the performance of this contract, the VA may conduct a pre-award survey to assess the Contractor on the following conditions:

Failure of adequate performance of any of the above pre-award aspects may be taken into consideration during the Technical Evaluation process in determining the offeror’s ability to successfully perform the services.

18. PERMITS AND RESPONSIBILITIES:

The Contractor shall, without additional expense to the Government, be responsible for obtaining any necessary licenses and permits, and for complying with any applicable Federal, State, and Municipal laws, codes, and regulations in connection with the prosecution of the work. This includes acquiring any installation listed in this contract. He shall be similarly responsible for all damages to persons or property. He shall take proper safety and health precautions to protect the work, the workers, the public and the property of others. He shall also be responsible for all materials delivered and work per-formed until completion and acceptance of the entire work.

19. QUALITY ASSURANCE PLAN:

The ability to successfully provide the number and types of services required on a daily basis over an extended period of time requires a good Quality Assurance Plan. The required services shall be delivered within the normal working hours (7A-4:30P), while meeting the quality standards required. The Contractor shall identify the methods and procedures to be used to ensure that the quality standards are met for Solid waste, solid waste, recycling, and scrap metal. The Contractor shall focus on delivering the primary services of collections, consolidation, transportation, shipping and disposal in a manner the meets the requirements. The Contractor shall identify the key staff members who will carry out the requirements.

20. COMMUNICATION:

The contractor shall explain the communication plan for employees and subcontractors. Highly functional and efficient data and voice communications are critical for successfully performing the contract requirements. The Contractor must be capable of sending and receiving e-mails and faxes, communicate with the Project Manager, communicate with service vehicles regularly to determine locations and relay service-related messages, and send/receive electronic data files. Communication shall be critical in ensuring no interruption of services. Communication shall include how waste will be collected, manifested, and treated. The communication shall be very important to ensure compliance.

21. PROJECT MANAGEMENT:

Contractor shall provide a highly qualified project manager with strong support from corporate management as this shall be essential to successfully performing these requirements day to day over an extended period of time. This plan shall identify the organizational structure proposed to direct these operations. The management team members shall be identified along with a description of qualifications and relative experience. The methods and procedures used to carry out this plan shall be specified, including the problem resolution procedures to be used in the event of service related or personnel problems. The Contractor shall identify the types of employee incentives used to encourage quality performance by Contractor staff. The plan shall specify the manager that shall be designated to meet with the Contracting Officer, at the Government’s convenience, for scheduled and impromptu meetings to discuss contractual issues. Resumes shall be provided for all members of the project management team and other key personnel requiring special skills. Contractors should not view this as simply a trash disposal service. This requirement is broad and diverse and requires an integrated, involved management approach to deliver these services successfully.

22. HEALTH & SAFETY:

Due to the health and safety risks (especially Bloodborne Pathogens) associated with this requirement, the Contractor’s methods, procedures, training and other controls that are proposed must allow the performance of the tasks with no adverse effects from the risk factors. The Health and Safety plan shall demonstrate a good working knowledge of the US DOT, US Occupational Health and Safety (OSHA), State of New York Department of Health and other applicable regulations that govern the health and safety risks involved in the handling and shipping of regulated medical waste. All tasks with potential health and safety risks shall be identified along with the proposed control measures to ensure minimal exposure to minimize risk. The Contractor agrees that his personnel and equipment are subject to safety inspections by Government personnel while on Federal property. The Contractor shall ensure that all personnel involved in the handling, repackaging, and transportation of the items listed herein shall be trained in the areas of spills, and general first aid procedures.

23. REPORTS:

The Contractor must demonstrate the reports that shall be provided to measure the reductions that are achieved in the volumes of waste. The Contractor shall provide this/these report(s) monthly. The report(s) must demonstrate the objectives that are being met, and action plans for the objectives that have not been achieved. The Contractor must explain how this shall be measured to ensure tracking that is consistent and accurate. The contractor shall be required to provide a waste audit report at least once per year. This report shall identify opportunities for reduction, health & safety risks, equipment reviews, and training requirements to achieve opportunities identified in the audit. The Contractor must demonstrate the training records and reporting that shall be provided. This must comply with the regulations as defined in the “Training” section.

24. CAPABILITIES AND RELEVANT CORPORATE EXPERIENCE:

The contractor shall describe the abilities of the contractor and any subcontractors to perform this work plus relevant experience. References to current or previous clients to whom similar services were or are being provided shall be included. Experience most relevant to this solicitation would be managing and providing a comprehensive waste and services program, including the required training and compliance services, similar to this requirement. Experience providing a comprehensive waste management program for an industrial generator or a residential area is less relevant; the services should be specific to a Hospital due to the unique needs and training requirements that face these facilities.

Capabilities shall be described in terms of equipment, management experience, qualified personnel, knowledge of the business and an organizational structure that is flexible and responsive enough to direct and support the services required herein. Strong capabilities would consist of demonstrating the available corporate financial resources, equipment, experienced management team and demonstrated experience of successfully managing a contract with complexities of service.

25. Emergency contingency

a. In the event the contractor fails to make the scheduled pick-up they will make arrangements to make the pick-up with-in 12 hours of being contacted.

b. In the even the contractor can not make the scheduled pick-up as scheduled or within the 12 hour contingency they shall make arrangements up to and including contracting another service to make the pick-up at no additional charge to the government.

26. ADMINISTRATION

a. Facility Orientation: An initial orientation of the facilities will be conducted by the COR at the start of the contract. The contractor shall be responsible for conducting orientation for new employees thereafter.

b. Accident Reporting: In the event an accident occurs on the Department of Veterans Affairs property or involving Government personnel or property, the contractor shall contact the VA Police immediately. A report shall be provided to the Contracting Officer and COR in writing that shall include the following: (1) the time and date of occurrence; (2) the place of occurrence; (3) a list of personnel directly involved; and (4) a narrative or description of the accident to include chronological order of the accident and circumstances; (5) corrective action to prevent future occurrences.

c. Locations: The government reserves the right to modify the contract as needed to add or delete VA Locations.

d. Federal Holidays:

New Year’s Martin Luther King Jr. Day President’s Day Memorial Day Fourth of July Labor Day Columbus Day Veteran’s Day Thanksgiving Christmas

e. Invoice: Payment will be made upon receipt of a properly prepared, itemized invoice, validated by the COR, and submitted through the Tungstun System.

(1) A properly prepared invoice will contain:

1. Invoice Number and Date

1. Contractor’s Name and Address

1. Accurate Purchase Order Number

1. Itemization of pounds recycled and disposed

1. Price per pound

1. Dates service performed

1. Location of service performed

1. Total amount due

(2) A separate invoice will be prepared for each facility.