SOW solid waste updated for correction.pdf

1.0 INTRODUCTION

The contractor shall furnish all labor, material, equipment (except for those specifically stated to be Government-Furnished), supplies, transportation, management, and supervision necessary to perform all Solid Waste, Garbage, and Recycling Collection and Disposal Services at the Richmond VA Medical Center (VAMC), 1201 Broad Rock Blvd., Richmond, VA 23249. This includes services necessary to eliminate, reduce, re-use, and recycle materials as well as dispose of all waste (not medical or hazardous) generated at the Richmond VA Medical Center.

The Contractor is responsible for the comprehensive management of the waste and recyclable materials to include program development and tracking, and marketing of the recyclable commodities to ensure the program objectives are met. This contract will not cover hazardous chemical waste disposal or radioactive materials

2.0 PROGRAM OBJECTIVES

This initiative is a strategic sourcing partnership in which the Richmond VAMC wishes to collaborate closely with the selected contractor to meet goals while creating value for both parties through savings from improved resource efficiency. It is intended that the service provider will increase diversion, working in partnership with Richmond VAMC, its employees and contractors.

Solid Waste Diversion. The Richmond VAMC embraces and is bound by Executive Order 13101, Greening the Government through Waste Prevention, Recycling, and Federal Acquisition. Solid waste diversion is a major focus of this contract, and the Contractor is expected to work to improve the installation’s diversion rate by improving techniques and methods and researching new markets for items not currently recycled.

Pursue continuous improvement in resource efficiency (increased diversion through reuse, recycling, composting, waste to energy conversion) to support Executive Orders Federal Leadership in Environmental, Energy, and Economic Performance as well as Greening the Government through Waste Prevention, Recycling, and Federal Acquisition.

In collaboration with the Richmond VAMC identify, design, and implement innovative, cost-effective means to increase diversion and increase recycling with the additional benefits of reducing refuse collection and disposal costs. The diversion rate of 60% must be met by FY2027, and diversion rate of 90% by FY2030.

Optimize current hauling with the first option using a local material recovery facility/ material recycling facility. The second preferred option will be to haul to a power production plant. The last resort will be a landfill.

Develop a detailed tracking, reporting, and billing/invoicing system to support the goal setting, performance tracking, and decision-making ability. Separating solid waste tonnage as a total, then recycling tonnage as a total and then total revenue generated.

3.0 SOLID WASTE DISPOSAL AND RECYCLING SERVICES

The RICHMOND solid waste service is a critical support service for the Hospital. 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 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 appearance 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.

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 Contractor shall provide Richmond VAMC with 34 cubic yard self-contained compactor, 8 and 30 cubic yard open top for solid waste services.

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. Units 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 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 RICHMOND 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.

The pick-up frequency of the compactor and open top will be identified at the time of the site visit.

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

The contractor shall provide the Richmond VAMC vertical/horizontal balers. The balers shall produce bales that are 60 inches by 30 inches to assure maximum value of the baled materials.

The Contractor is responsible for the removal and transporting of all baled items from the facility. The baled items shall generate a rebate to the VA. The rebate shall be applied to the invoice for comprehensive waste management.

Contractor shall maintain a log of recycling shipments. The log shall identify the quantities of recyclables shipped and the rebates generated as a result.

Contractor shall design a recycling program to institute recycling of items not currently captured by the RICHMOND VAMC to meet the VA Directive. The recycling program shall be identified as part of the waste audit. Contractor shall consider single stream based on the size and location of facilities.

4.0. UNIVERSAL WASTE

Universal waste is hazardous waste that is generated by a wide variety of people that contains mercury, lead, cadmium, copper and other substances hazardous to human and environmental health. In general, universal waste may not be discarded in solid waste landfills. Examples of these wastes are batteries, fluorescent tubes, and some electronic devices. The best way to reduce the harmful effects of waste on human health and the environment is to reduce consumption.

Batteries--Includes all batteries, AAA, AA, C, D, button cell, 9-volt, and all others, both rechargeable and single use --Cadmium, Copper and (In older batteries) Mercury.

Fluorescent bulbs include mercury vapor bulbs, metal halide and high-pressure sodium bulbs, and are used for streetlights, floodlights, parking lots, and industrial lighting. Other mercury-containing bulbs include neon/argon lamps commonly used in the electric sign industry.

Contractor shall provide comprehensive Universal Waste Management which includes training, packaging and labeling in accordance with all local, state and federal requirements.

BATTERY PACKING

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VHARICColesD Sticky Note Universal waste includes specific subsets of hazardous waste that are subject to streamlined management and recycling rules under the HYPERLINK "https://www.google.com/url?sa=i&source=web&rct=j&url=https://www.deq.virginia.gov/land-waste/solid-hazardous-waste/hazardous-waste/universal-waste-requirements&ved=2ahUKEwiG9oKbwMaXAxWaK1kFHZLeM1gQy_kOegoIAggACAAIChAC&opi=89978449&cd&psig=AOvVaw2Xu3n1AsBNU9qtvnqxD8Cg&ust=1792513748245000"Virginia Department of Environmental Quality (VA DEQ).

Core Categories of Universal Waste in Virginia Virginia incorporates all federal universal waste categories outlined in 40 CFR Part 273 (via HYPERLINK "https://www.google.com/url?sa=i&source=web&rct=j&url=https://law.lis.virginia.gov/admincode/title9/agency20/chapter60/section1505/&ved=2ahUKEwiG9oKbwMaXAxWaK1kFHZLeM1gQy_kOegoIAggACAAIExAC&opi=89978449&cd&psig=AOvVaw2Xu3n1AsBNU9qtvnqxD8Cg&ust=1792513748245000"9VAC20-60-273) Batteries: Includes nickel-cadmium (Ni-Cd), nickel-metal hydride (NiMH), small sealed lead-acid, lithium, mercuric oxide, zinc-air, and silver-oxide button batteries. (Note: Standard vehicle lead-acid batteries are managed through separate battery deposit systems or hazardous waste rules if leaking).

Lamps (Bulbs): Includes fluorescent bulbs (linear, U-tube, circline, compact fluorescent/CFLs, bug zappers, tanning bulbs, black lights, and germicidal bulbs), high-intensity discharge (HID) bulbs (metal halide, ceramic metal halide, high-pressure sodium, mercury vapor), and mercury short-arc bulbs.

Mercury-Containing Equipment: Devices or items containing elemental mercury (such as thermostats, switches, barometers, or thermometers) that are intact and sealed.

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All batteries shall be packaged for transportation in a manner which prevents short circuiting and damage to the battery or its terminals. This may be achieved by the following measures listed below:

Each battery must be placed in a separate plastic “baggie” or the terminal ends must be taped securely.

All other batteries must be in accordance with all local, state and federal regulations. All containers shall be visibly labeled before any batteries are placed into the containers.

Battery containers must be properly labeled and sorted by type.

Large, vented batteries (lead acid, vented ni-cad, etc.) which are palletized shall have a heavy cardboard or non – conductive divider between the battery terminals if stacked on the pallet.

Batteries must be securely packaged on the pallet in a way which prevents shifting during transportation.

b. BULB PACKING

All bulbs shall be packaged for transportation in a manner which prevents breaking and or damage.

Lamps are to be shipped in original container or equal. Boxes and drums are available for purchase or rental. Containers shall be labeled Universal Waste prior to any bulbs being placed back into the container.

Boxes of lamps can be placed on the same pallets that the originals came on. If they are unavailable, attach two pallets together to accommodate the eight-foot lamps.

Shrink-wrap the pallets for transport

Pack the boxes full of lights, they travel better this way.

Tape the end of the box when full.

Remove the dividers from the box.

Arrange the boxes neatly on the pallet.

Keep lamps dry.

5.0. 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 RICHMOND

VAMC.

VA Warehouse personnel shall call the COR as needed for delivery of various size scrap metal containers including 10 cubic yards, 20 cubic yards, 30 cubic yards and/or 40 cubic yards. The contractor shall deliver and drop the container in an area designated by VA Warehouse 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 weekends and holidays). Container requests may be issued for any combination of containers. Once the container is full or ready to 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 with receipt.

6.0 WASTE AUDIT

The Contractor shall provide to the Richmond VAMC 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 Richmond 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 shall provide a monthly tracking reporting system that shall allow for the Richmond 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 waste and opportunities for reduction. The report shall track all waste streams-solid waste, medical waste, sharps wastes, 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

7.0 TECHNICAL REQUIREMENTS

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The contractor shall schedule and perform all solid waste, garbage and recycling collection and disposal services for the Richmond VAMC in accordance with the schedule of supplies and services and all terms and conditions herein.

Collections shall be made in contractor provided containers which must be fully enclosed, rat-proof, leak proof, fire retarding, kept clean and sanitized by the vendor. Any trash or garbage scattered by the contractor on the Medical Center grounds shall be recovered and removed by the contractor. The pick-up areas shall be left in a neat, clean, uniform, and safe condition always.

Vendor shall dispose of any trash or refuse around the receptacles that have been laid on the ground due to overflow of the containers.

In addition to contractor furnished equipment, contractor shall be responsible for removal/reattachment and haul of Government owned 35-yard San-I-Pak compactor roll-off container for disposal of compacted waste.

Contractor shall dispose of solid waste, garbage, and recycling in such a manner as not to cause conditions detrimental to public health or to constitute a public nuisance. The contractor shall assume full responsibility for compliance with all Federal, State, City and County laws, rules and regulations governing the removal and disposal of waste materials.

Pick-Up Schedules: The Contractor shall furnish and maintain, always, containers at pickup stations designated for trash and recyclables and at the frequency outlined in the schedule of supplies and services. All containers shall be accomplished Monday through Friday between the hours of 7:00 am and 3:30 pm. The Contracting Officer’s Representative (COR) shall be notified in advance of any deviations from the regular schedule.

Unscheduled Pickups, Additional Pickups, and Special Events: In addition to the scheduled collections, the COR may request the contractor to make unscheduled collections and disposals.

Only within the limitations of the current Task Order obligation. In the event the pick-up exceeds the Unscheduled CLIN, direction must come from a warranted Contracting Officer. For unscheduled events, the contractor shall respond within one business day of notification from the COR. For special events, the contractor shall also provide (or re-position as directed) containers.

These containers shall be placed in locations for a length of time designated by the COR. The contractor will be compensated at the same price as stated in the price schedule.

The contractor shall be responsible for all spills or leaks that occur during the performance of this contract. The contractor shall clean up such spills or leaks in a timely manner to the satisfaction of all federal, state, local agencies, or other authorities having jurisdiction at no additional cost to the Department of Veterans Affairs, Richmond VAMC.

The contractor shall comply with all VA, Federal, State, local, environmental, and hazardous laws, regulations, directives, and applicable instructions pertaining to the services required herein and to the conduct and qualifications of personnel in performance of this contract. The contractor shall utilize safe products and equipment and qualified personnel to ensure the health and safety of all in compliance with the Environmental Protection Agency (EPA) and the Occupational and Safety Hazard Administration (OSHA). All solid waste recyclable items shall be taken to a permitted Material Recovery Processing Facility.

The Contractor shall have in place and maintain a valid contingency plan to meet the requirements of the contract whenever trash cannot be handled by or at the primary transportation or processing facilities due to interruption of service or failure of equipment. The Contractor shall incur all costs associated with fulfilling this contingency plan as well as alternate contingency plans at no additional expense to the Government. Written documentation shall be made available to the Government that the contingency plan is in accordance with all Federal, State, Municipal and local specifications and regulations for storage, transportation, and disposal of trash.

Additionally, the Contractor shall be liable for all expenses incurred by the Government due to Contractor inability to perform all terms of the contract.

8.0 SPECIAL CONTRACT REQUIREMENTS

a. QUALIFICATIONS:

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

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: regulated medical waste disposal services, reusable sharps container exchange services, solid waste disposal services, and recycling services.

Contractors 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.

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

Contractor shall have in place and maintain a valid contingency plan to meet the requirements of the contract. Contractor shall incur all costs 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.

Contractors are 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 relative to transport, storage, and/or disposal of regulated medical waste shall be borne by the contractor.

b. CONTRACTOR PERSONNEL

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.

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.

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.

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.

The contractor shall ensure that all employees understand the risks involved with regulated medical waste and are trained in specific procedures to handle spills on the VAMC premises, and enroute to a treatment facility.

Contractor employees who pick up regulated medical waste from the VAMC are identified as being susceptible and/or occupationally at risk to certain biological hazards. The contractor shall provide these employees with the required immunizations.

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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

9.0 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.

10.0 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.

11.0 DISPOSAL

Refuse Disposal: All refuse, bulk items and debris shall be disposed of to a location licensed by the State of Virginia following all Federal, State and local licenses and regulations for such purposes.

The Contractor shall obtain all necessary permits for disposing of refuse; and copies of these permits shall be submitted to the COR for approval. If the contractor changes the location of the site, a new permit shall be obtained, and a copy again shall be submitted to the COR for approval after concurrence of the Contracting Officer (CO). All payments for the permit shall be at the Contractor’s own expense.

Recycling Disposal: All items shall be taken to a permitted Material Recovery Processing Facility.

The Contractor shall comply with all Federal, State, and local licenses and regulations for such purposes. The Contractor shall monitor and evaluate disposal practices to ensure that the receptacles are reaching their intended recycling destinations. The contractor shall obtain all necessary permits for handling recyclables and copies shall be submitted to the COR for approval.

All payments for the permits shall be at the Contractor’s own expense. The reimbursable tipping fees shall not exceed the approved landfill rates.

12.0 RECYCLABLE MATERIALS PROCESSING

The contractor shall provide a detailed account of recyclable commodities collected. The accounting will be by type (plastic, metal, etc.), per ton. The Contractor shall conduct direct sales of recyclable commodities, with 100 percent of the revenues generated by the resale of recyclable commodities to be submitted to the government.

Materials. The following items shall be recycled: Scrap metal, metal beverage containers, glass (clear, brown, green), mixed paper, cardboard/pressboard, plastics, scrap wood (including pallets), rags/textile wastes, grease, tires, and C&D material (electrical wire, wood, windows, concrete, rebar, inert materials, scrap metal). Contractors may recycle materials not listed above with prior approval of the CO/COR. All recyclable items shall be stored, shipped, and disposed of in accordance with federal and local environmental regulations.

13.0 REPORTS AND RECORDS

The Contractor shall provide a monthly Solid Waste and Recycling Report by the 15th of each month to the COR detailing total tonnage of refuse collected, disposal location, landfill/steam plant tipping fees and weight tickets, materials collected and recycled by commodity, proceeds from recyclable sales by commodity and buyers. Metals shall be identified by the type of metal, i.e., steel or copper.

Solid waste reports shall show the total daily tonnage of refuse collected and disposed of and the specific place of disposal (e.g., incinerator, sanitary landfill, or other disposal area). If specific areas of county landfills are designated, this shall also be noted.

Recycling reports shall show the total weight of each type of recyclable material collected, the percentage recycled, and the name of the permitted Material Recovery Processing Facility utilized.

Sales Receipts and Proceeds: The Contractor shall submit all recyclable materials, sales receipts and proceeds to a designated Richmond VAMC government representative. The sales receipts shall contain the weight, type, price of the recycled item and the buyer.

SPECIAL COLLECTION SITUATIONS

Hazardous Materials: The Contractor shall inform the COR of any hazardous materials (i.e., batteries, tires) found in the performance of this project and ensure they are not disposed of until coordinated by the COR through the CO. The contractor shall comply with all Federal, State and Local environmental laws and regulations when handling hazardous materials.

Large/Bulky Items: The contractor is not required to pick up bulk items left near the containers.

Bulk items could be trees, appliances, metal items, construction material, scrap equipment, etc.

or any item that is larger than 1 cubic yard (cy). The contractor shall provide one 30-cy container near the Engineering Shop entrance where the VA may dispose of construction debris and bulk items. Contractor shall also provide one 30-cy container in the back of the hospital for collection and recycling of scrap metal. This would include appliances, metal items, shelving, scrap equipment, etc.

DEFINITIONS:

Solid Waste/Garbage: Any discarded material that is no longer required by its owner or user and is subject to collection, treatment, or disposal.

Miscellaneous Waste: Combustible and non-combustible materials such as paper, wrapping, cartons, metal, glass, floor sweepings, grass cutting, tree trimming, street sweepings, waste products, wastepaper, lumber, animal bedding, and all other non-classifiable waste.

Non-edible Garbage: Coffee grounds, tealeaves, banana peels, citrus fruit rinds, and similar materials left over from meals and or their preparation.

Recyclable Material: Scrap metal, metal beverage containers, glass (clear, brown, green), mixed paper, cardboard/pressboard, plastics, scrap wood (including pallets), rags/textile wastes, grease, tires, and C&D material (electrical wire, wood, windows, rebar, inert materials, scrap metal).

16.0 REFERENCE/REQUIREMENTS: The requirements of the following agencies must be met at all times:

Environmental Protection Agency (EPA) 40 CFR.

Food and Drug Administration (FDA) Quality System Regulation as stated in 21 CFR Part 820 Department of Transportation (DOT) 49 CFR.

Occupational Safety and Health Administration (OSHA) ISC/GSA security standards for access control, screening, and protection of critical areas.