Performance Work Statement (Revision 2).pdf

36C24822Q0102

PERFORMANCE WORK STATEMENT (PWS)

1. General Requirements: Contractor shall provide all required labor, materials, equipment, and supervision to provide collection, transporting, and disposition services for non-hazardous Solid Waste at the VA Caribbean Healthcare System (VACHS). These services will be provided at the VACHS main facility, the Mayaguez Out-patient Clinic (MOPC), and the VA Carolina Warehouse.

2. Period of Performance: The Period of performance for this service contract is from January 1, 2022 to December 31, 2022, plus four 12-month option periods.

3. Waste Collection Locations:

3.1 VA Caribbean Healthcare System (VACHS) Main Facility: 10 Casia Street, San Juan

PR, 00921-3201.

3.2 Mayaguez Out-patient Clinic (MOPC): State Road PR #2 Km. 149.9, Ave. Algarrobo #175 Bo. Sabanetas, Mayagüez, PR 00681-1507.

3.3 VA Carolina Warehouse: Ave. José Santana 10, Carolina PR 00979.

3.4 VA Old Carolina Warehouse: La Cerámica Industrial Park; Lorencita St., Lote 1C Carolina, PR 00983.

4. Description of Services: The following equipment shall be placed at the identified locations.

Waste collection services shall be provided accordingly. As part of the collection services, the Contractor shall pick-up each container, dispose of the waste in such container at either their waste collection site or the landfill, and provide a clean and empty container.

4.1 VACHS Loading Dock Compactor: One (1) forty (40) cubic yard electronic waste compactor, which is designed to compact and collect waste, shall be located at the VACHS main building’s loading dock. Contractor shall provide an empty (40) cubic yard electric waste compactor at the time the main container is being emptied or serviced.

Compactor shall be fully automatic, shall contain all safety features as required by any applicable federal and state codes and regulations. It requires a lock and key switch in order to operate it, and the compactor’s waste disposal area is to be enclosed. The installation of a “Dead Man Switch” on the compactor is required. This type of safety switch will disable the compactor when it is released. Compactor must be approved by the VACHS Safety Officer prior to its installation. Loading platform of the compactor and its operating controls shall be at the same level with of the facility’s loading dock and shall not leave a gap between the loading dock and the compactor.

Pick-Up Frequency: Three (3) pick-ups per week, performed each Monday, Wednesday, and Friday.

4.2 VACHS CLC Compactor: One (1) forty (40) cubic yard electronic waste compactor, which is designed to compact and collect waste, shall be located at the VACHS Community Living

Center (CLC) loading dock. Contractor shall provide an empty (40) cubic yard electric waste compactor at the time the main container is being emptied or serviced.

Compactor shall have the same specifications as the one described in section 4.1.

Pick-Up Frequency: One (1) pick-up per week, performed each Tuesday.

4.3 Construction & Debris (C&D) Dumpster: One (1) forty (40) cubic yard open-top dumpster, designated to collect Construction Debris, to be located at the VACHS main facility, next to the New Parking Garage.

Pick-Up Frequency: One (1) pick-up per week, performed each Wednesday.

4.4 Plastic and Aluminum Dumpster: One (1) twenty (20) cubic yard open-top dumpster, designated to collect plastic, aluminum, and tin items, to be located at the VACHS main facility, next to the New Parking Garage.

4.5 Vegetative Waste Dumpster: One (1) twenty (20) cubic yard open-top dumpster, designated to collect vegetative waste such as tree branches, tree trimmings and pallets, to be located at the VACHS main facility, next to the New Parking Garage.

4.6 Metal Waste Dumpster: One (1) twenty (20) cubic yard open-top dumpster, designated to collect metals, to be located at the VACHS main facility, next to the New Parking Garage.

Pick-Up Frequency: One (1) pick-up per week, performed each Tuesday.

4.7 Carolina Warehouse Solid Waste Dumpster: One (1) forty (40) cubic yard open-top dumpster, designated to collect solid waste, to be located at the VA Carolina Warehouse.

Pick-Up Frequency: To be picked-up on an on-call basis. Approximately one pick-up per week.

4.8 Carolina Warehouse Wooden Pallets Dumpster: One (1) forty (40) cubic yard open-top dumpster, designated to collect wooden pallets, to be located at the VA Carolina Warehouse.

4.9 Old Carolina Warehouse Solid Waste Dumpster: One (1) forty (40) cubic yard open-top dumpster, designated to collect solid waste, to be located at the VA Old Carolina Warehouse.

4.10 Mayaguez Out-patient Clinic (MOPC) Compactor: One (1) eight (8) cubic yard vertical electric waste compactor which is designed to compact and collect waste shall be located at the VA Mayaguez Out-patient Clinic (MOPC). Contractor shall provide an empty eight (8) cubic yard vertical electric waste compactor at the time the main container is being emptied or serviced.

Compactor shall have the same switch and safety requirements as the one described in section 4.1.

Pick-Up Frequency: Two (2) pick-ups per week, to be performed each Wednesday and Friday.

4.11 Additive Alternate Site Locations: Due to the multiple ongoing construction projects being held at the VACHS, the government may need to add, remove, or transfer waste containers within VACHS, and its outlying facilities. In the case(s) that these services increase, the vendor shall submit a quote for the additional services, and the Government will evaluate such to determine price fair and reasonableness. If the CO determines such price to be fair and reasonable to the Government, then the services will be added to the contract via supplemental agreement and shall be performed by the Contractor.

4.12 Pick-up Frequency Changes: Pick-up frequencies may also need to be increased or decreased, due to the conditions mentioned in Section 4.11. In the case that the frequencies increase, the same procedure in Section 4.11 shall be followed.

4.13 Waste Disposition Additional Fees: In the case where there are additional charges to dispose of the collected waste due to its contamination on behalf of the Government (e.g.

waste from another stream), the Contractor may charge an additional disposition fee to the Government, equal to the amount the Contractor is charged by the waste disposition site, provided that supporting documentation of such charge is given to the Government.

5. Federal Holidays: VACHS regular working hours will be Monday through Friday, 7:30 am to 4:00 pm, except for Federal Holidays. A substantial part of the VACHS is occupied 24 hrs. per day, 7 days a week. Contractor will be required to provide pick-up services outside of normal business hours. Recommended time for pick-ups are between 5:00 AM and 8:00 AM for all containers. The final schedule to be coordinated with Contracting Officer Representative (COR).

The Contractor shall schedule and arrange work so as to cause the least interference with the normal occurrence of Government business and mission. In those cases where some interference may be essentially unavoidable, the Contractor shall make every effort to minimize the impact of the interference. Pick-up schedules shall be submitted 10 days after award. In the case that pick-up services for any compactor or dumpster coincide with a Federal Holiday, then the services shall either be provided on the day prior or the day after such holiday, in the case where they cannot be provided on the holiday itself.

5.1 List of Federal Holidays: Legal holidays recognized by the Federal Government in accordance with 5 U.S.C. 6103, Executive Order 11582 and Public Law 94-97 or any other by the President of the United States to be a national holiday, the following national holidays are observed and for the purpose of this contract is defined as "Legal Federal, official holidays" as follows:

New Year’s Day January 1 Martin Luther King Day Third Monday in January Presidents’ Day Third Monday in February Good Friday Last Friday in March Memorial Day Last Monday in May

Juneteenth June 19 Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans’ Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25

Or any other day specifically declared by the President of the United States to be a national holiday.

6. Commencement of Services: A Contractor representative shall visit VACHS and meet the Contracting Officer (CO) and/or the COR before the start of the contract’s period of performance in order to view where the dumpsters shall be placed, and where the compactors will be installed.

7. Compactor and Dumpster Locations: The locations for the compactors and dumpsters can be seen in section D2 of the Contract Documents, Exhibits or Attachments section.

8. Applicable Regulations: Contractor shall comply and conform to Federal, Commonwealth of Puerto Rico, and local ordinances and regulations.

Applicable laws and regulations:

• “Reglamento para el Manejo de los Desperdicios Sólidos no peligrosos” (Junta de Calidad Ambiental, JCA). Law Number 9, dated: December 17, 1997.

• “Reglamento para la reducción, reutilización y el reciclaje de los Desperdicios Sólidos en Puerto Rico” Law Number 70, dated September 18, 1992.

• Occupational Safety and Health Administration (OSHA) Act of 1970.

9. Response Time:

9.1 Correction of Issues: The Contractor shall correct any issue reported regarding a compactor or dumpster, within 6-hours of the issue being reported, at no additional cost to the Government. These issues include but are not limited to leachate, soiled containers, container maintenance, among others.

9.2 Additional Pick-ups: The Contractor shall provide a pick-up requested, greater than that compactor’s or dumpster’s frequency within 24-hours of request submission, and at the same rate, as per the Contract’s Price/Cost Schedule.

9.3 Pick-up Schedule: The contractor shall establish vehicle routes and collection schedules, based on the frequencies established in Section 4 of this PWS. They shall submit such schedules to the CO and COR five (5) calendar days prior to start of contract performance, for approval. Once approved, changes to this schedule must be re-submitted for approval.

9.4 Inclement Weather: The contractor shall continue to provide services during periods of inclement weather. In cases of severe weather, exceptions may be authorized by the CO or COR. When exceptions are granted, the contractor shall make up all missed collections within 24 hours after the severe weather has terminated, unless the CO authorizes additional time.

9.5 Hurricanes or Disasters: During hurricane season, disasters or emergencies, upon notifications by CO or COR, the Contractor shall take any necessary precautionary measures to prevent damage to the Government facility, and shall consolidate upon request any or all compactor(s) and dumpster(s) and temporarily relocate them to a position adjacent to any building or structure, as instructed. The Contractor shall also provide any tie downs as directed by the CO or COR. All containers shall be returned to normal positions when weather conditions have diminished. All these actions shall be at no additional cost to the Government, as these do not constitute a pick-up.

10. Additional Requirements:

10.1 Services shall be performed in accordance with applicable federal and local laws, rules, and regulations, as well commonly accepted commercial practices. The Contractor shall assume full responsibility for compliance with all applicable federal and local laws, rules, and regulations governing the collection and disposal of solid and recyclable waste.

10.2 Five (5) calendar days prior to start of contract performance, the Contractor shall submit a Waste Management Plan addressing the removal and disposition of all solid waste from VACHS to the CO and COR, for approval. In addition, the plan shall make recommendations for reduction and re-use opportunities, in order to meet Federal guidelines. Furthermore, the plan must address recyclable waste, tracking of such waste, and its revenue.

10.3 Waste collection services and disposal shall be performed in such a manner that it shall not create conditions detrimental to public health or constitute a public health concern. These services shall also encourage recycling and waste minimization to the greatest extent possible.

10.4 The Contractor’s personnel conducing the pick-ups shall identify himself directly to the VA Police Officer or designated responsible person located at the gate or entrance of each facility, prior to entering such. Once the pick-up has been conducted, the personnel performing such shall provide a service report to a VA representative, therefore confirming that the pick-up was performed. These VA representatives consist of the following:

10.4.1 VACHS: COR, Mrs. Wildalie Cruz Marrero (located in office number KB102 of the main building), or a Housekeeping Aide Supervisors (located in office number CH5 of the main building).

Phone: 787-641-7582, ext. 110295 and 110296.

10.4.2 Carolina Warehouse: Mr. Carlos Hernández, Warehouse Supervisor Storage and Distribution.

Phone: 787-221-3944.

10.4.3 Old Carolina Warehouse: Same POC as for the main Carolina Warehouse.

10.4.4 MOPC: Mrs. Ruth Arocho-Ramírez, Secretary of the Director.

Phone: 787-641-7582, ext. 248137

10.5 A copy of each service report shall be sent to the COR and his/her assigned designee at the conclusion of each service. The service report must have the name and signature of an authorized VA representative, who is certifying that the service was performed.

10.6 Five (5) calendar days prior to start of contract performance, the Contractor shall submit a roster of all the employees who shall be entering each facility, in order to perform the services of this contract. This roster shall have the name, telephone number, and address of these employees.

10.7 All solid waste disposals shall be in accordance with the applicable federal and local laws, rules, and regulations, as well as Puerto Rico’s Environmental Quality Board.

10.8 The Contractor shall properly dispose all collected waste only in transfer sites or waste disposal facilities authorized by federal and local laws and regulations. Waste shall not be discarded in drains, open lands, rivers, or other locations not authorized. Arrangements for disposal at a local landfill, recycling or composting facility shall be the Contractor’s responsibility.

10.9 Fifteen (15) calendar days after contract award, the Contractor shall submit copies of waste disposal permits and other written documentation that authorizes them to collect and dispose waste. All fees associated with waste disposal shall be paid by the Contractor.

11. Sanitary Condition:

11.1 Waste collection shall be made in the Contractor’s containers, which will be free of dents and leaks, and shall be clean and free of any residue waste or debris. Any waste or debris that may fall from these containers or the truck onto VA grounds shall be recovered and removed by the Contractor.

11.2 The Contractor shall remove all hydraulic fluid and oil spilled onto VA grounds, caused either by the waste collection vehicles or the compactors. Spill residue and clean-up materials shall be disposed in accordance with the Environmental Protection Agency, and state and local regulatory requirements. The spill area shall be left in a clean and sanitary condition.

11.3 All utilities (electrical and water) will be furnished by VACHS for the Contractor's use to operate such equipment, as necessary during the performance of the work.

12. Safety Requirements:

12.1 In performance of this contract, the Contractor shall take such safety precautions to protect both the lives and safety of the occupants of the building and property. The CO or his designee will notify the Contractor of any non-compliance of any VA safety standards or procedures. The Contractor shall, after receipt of such notice, immediately correct the condition to which attention has been directed.

12.2 The Contractor shall be liable for all personal and property damage at each installation upon removal and delivery of each container. Contractor personnel shall not drag containers over electronic gate railings or floor. Any safety related discrepancies or hazardous conditions noted by the Contractor when providing services shall be corrected immediately or reported to the CO for correction.

12.3 The Contractor shall provide Personal Protective Equipment (PPE) to its personnel and require them to use it during the performance of their duties as necessary. The Contractor shall conform to any applicable safety standards and regulations, federal and local.

13. Uniforms: The contractor shall require all his employees, including supervisors to wear distinctive uniform clothing or ID badges for identification purpose. In addition, 100% ID check is performed to all persons entering to the VA facilities. Therefore, truck drivers and assistants must have a valid license at all items.

14. Supervision: The Contractor shall arrange for satisfactory supervision of the services to be provided. The Contractor or his designee shall always be available, when the contract work is in progress, to receive notices, reports or request from the COR or his representative.

15. Competency Requirement:

15.1 The contractor shall comply with The Joint Commission (TJC) requirements. To comply with JCAHO requirement the contractor shall provide written confirmation that employees are competent to perform the task as described in this PWS. This written confirmation shall specify in which areas each contract employees are competent, and shall be submitted NLT 10 days after award.

15.2 Contractor shall provide to the CO and/or COR any necessary documentation pertaining to contract employees as requested NLT 10 days after the requested date.

16. Recycling and Waste Reduction:

16.1 The Contractor shall assist VACHS in applying innovative and cost-effective recycling and waste reduction techniques and technology, technologies. The Government’s ongoing goal is to increase waste recycling, reduce generated solid waste, and to develop an award-winning recycling program.

16.2 The Contractor shall provide monthly weight reports to the COR indicating the amount of solid waste disposed, and the among of waste recycled. The Contractor shall provide a credit to VACHS each month when recycling of one or more waste streams results in net income/profit (from material sale, use, or related benefits). The Contractor shall provide the credit to VACHS by certified check, money order, or wire transfer of Fund Control Point 572, and indicate on monthly reports the waste stream(s) that resulted in a credit and the amount of credit generated by the waste stream. Recycling proceeds shall be sent with a monthly report not later than 5th working day of the following month.

16.3 All costs associated with the handling, transportation and sale of recyclable materials shall be included in the base price for the initial year and all option periods of the contract.

16.4 The Contractor must submit a plan for approval for the marketing and education of the benefits of reducing/reusing/recycling waste, as per “Reglamento Reducción/Reutilización/Reciclaje” from the PR Solid Waste Authority, Chapter V.

17. Solid Waste/Recycling Waste Items Records and Reports:

17.1 Monthly Reports: The Contractor shall submit by the 5th working day of each month, individual net weight tickets denoting the pick-up date, type of truck (roll off, front loader, or container), and tonnage disposed, per each service conducted on such month. The individual service tickets are to be submitted each month with Contractor’s invoice for each load disposed of during the preceding month.

17.2 Also, to be included is the total tabulated tonnage disposed of during the month for each of the containers. The contractor shall provide a monthly report for collection and processing of all wastes and recyclables detailing total tonnage of refuse collected. The contractor must report on material volume and weight of waste by location of containers. If estimates are used, the contractor must document assumptions regarding estimated volume of material serviced.

17.3 Quarterly Reports: The Contractor shall submit a quarterly report listing the types and weights, including commingled items, of each material recycled. The Contractor shall maintain information and receipts indicating the items, including those commingled, that are recycled, and their weight, for review by the COR. This report shall be submitted 10 days after the end of a yearly quarter.

17.4 Annual Report: The Contractor shall submit a listing of the types and weights, including commingled items, of materials recycled for a 12-month period covering October through September. If full year data is not available, the COR may request partial year data. This report shall be submitted 10 days after the end of the year.

17.5 These reports, prepared by the Contractor, shall be submitted to the Government electronically. When electronic submittals are not available, hard copy reports shall be hand carried to the COR.

17.6 A sample of these reports can be seen on section D3 of the Contract Documents, Exhibits or Attachments section.

18. Equipment, Dumpsters and Compactors:

18.1 Except where otherwise noted, all dumpsters and compactors shall be standard commercial-industrial type, of heavy gauge metal construction, leak proof, and designed for mechanized handling. Dumpsters and compactors, which are mounted on wheels, shall have a positive breaking/locking device to prevent inadvertent movement.

18.2 Dumpsters shall be freshly painted at the start of the contract, and periodically during the term of the contract to maintain a pleasing appearance. All doors, lids, hinges, rollers, breaking devices, and other moving parts shall be maintained to keep containers serviceable. Bent, damaged, leaking, rusting, and unsightly dumpsters and compactors shall be repaired and repainted or replaced at the Contractor's option within one week of notification by the

CO/COR.

18.3 Dumpsters and compactors shall be labeled appropriately so as to identify the content.

18.4 Dumpsters and compactors must remain in good, workable condition. Equipment used for hauling and collecting shall be washed as required to ensure they are free odor, dirt, debris, and pests.

18.5 Non-functioning equipment or equipment requiring major repairs shall be repaired or replaced within twelve (12) hours of notification with similar equipment.

18.6 The Contractor shall use vehicles specifically designed for refuse collection that have watertight bodies and that are sufficiently secured so as to prevent any spilling, littering or leakage of fluid. Open box trucks, with or without canvas cover, shall not be used except for the collection of debris or bulky items. Collection vehicles shall be operated in accordance with the Department of Transportation (DOT) rules and regulations, and shall be kept closed when moving or when not actually engaged in collecting waste. All vehicular equipment shall be maintained in good repair and in a safe, clean, and well painted condition. No vehicles shall be willfully overloaded. The Contractor’s name shall be painted or otherwise displayed prominently on each Contractor-owned vehicle. Vehicles that are identified as unserviceable or unsightly by the CO/COR shall be repaired or replaced at no additional cost to the Government. The Contractor shall have enough equipment to serve as backup of regularly assigned vehicles to insure completion of contract requirements in the event of maintenance, breakdowns, or other equipment problems.

18.7 The Contractor shall provide all dumpsters and compactors, in accordance with the specifications of section 4. The CO and/or his/her designee will approve all dumpsters and compactors prior to placement. The Contractor shall be responsible for the delivery, maintenance, security and removal of dumpsters, compactors and equipment throughout the contract period. The Contractor shall provide all facilities, equipment, materials, and services to perform the requirements of this contract. All equipment shall be subject to the inspection and approval of the CO/COR prior to and during the life of the contract.

18.8 The Contractor shall provide manufacturer's descriptive data and installation requirements for the CO/COR approval for all furnished compactor within ten (10) calendar days after award of the contract. All compactors shall be installed and fully operational beginning the start date of the contract. Compactor containers provided by the Contractor shall be of the capacities specified in section 4 and shall be specifically designed to handle non-hazardous solid waste. Compactors shall be easily loaded from either ground level or dock level. Power units shall be located within the confines of the compactor’s frame. Electrical connections to compactors shall be made by the Contractor, in accordance with the National Electric Code, from existing Government furnished connection points. Information on the location and capacity of existing electrical connection points may be obtained from the CO/COR. Compactor foundations or platforms shall be provided by the Contractor in accordance with the manufacturer's recommendations. Foundations and platforms shall be removed immediately upon expiration of the contract if directed by the CO/COR.

18.9 The Contractor shall perform all cleaning, painting, repair and other maintenance tasks off-site.

18.10 The contractor shall provide preventive maintenance and repairs to the compactors, in accordance with the manufacturer specifications (hydraulic and electrical system associated with the compactor included).

18.11 If refuse is dumped on the ground during the pick-up and disposal process, the Contractor shall be responsible to pick-up the refuse at his own expense. The pick-up area shall be left clean and in good sanitary condition.

18.12 Contractor shall ensure all safety requirements are followed when servicing the containers.

19. Meetings: During the term of the contract, it may be necessary to schedule a meeting between the Contractor and the VA to address areas of concern and provide additional exchange information. Such meetings shall require attendance by the Contractor at no additional charge to the VA. A meeting would only be required if issues could not be resolved via telephone (conference calls) or in writing. Location of meeting would be at the VACHS main facility.

Attendees should include, but may not be limited to, the CO, COR, and a Contractor representative.

20. Conflict of Interest: The Contractor shall not employ any person who is an employee of the VA or if the employment of that person would create a conflict of interest, or perceived conflict of interest. Contractors and their employees shall not participate in any procurement actions, which would violate Federal Procurement Ethics. Contractors and employees shall not participate in any way in private business enterprise at a Government facility. Contract personnel shall not accept or solicit gratuities from VA patients, employees, or commercial companies. Any uncertainties of propriety should be discussed with the CO or the Contractor. If the impropriety or conflict of interest is deemed sufficiently significant, the person may be removed from service under this contract and may face prosecution under the law.

21. Inspection of Offeror’s Facilities: The Government reserves the right to thoroughly inspect and conduct unannounced visits at the facilities of any offeror, and to reject and offer regardless of price, if it should be administratively determined as lacking in any of the essentials necessary to assure acceptable standards of performance. Such inspections and investigations shall include a determination as to the offeror's conformance with terms and conditions of this contract.

22. PERFORMANCE REQUIREMENT SUMMARY (PRS)

Performance Objective (Task)

Performan ce

Standard Monitoring

Method Performance Threshold Incentive (Positive or Negative)

Collect and dispose of recyclable materials in accordance with the established schedule.

Section 4 Inspection of the dumpsters/compa ctors/ service tickets

No more than 2 customer complaints per month.

Immediate corrective action taken at no additional cost to the Government

Perform unscheduled collections

Section 4 Validated through service tickets/invoices

No more than 2 customer complaints per year.

Immediate corrective action taken at no additional cost to the Government

Response time Section 9 Validated through

CO/COR

No more than 2 customer complaints per year.

Immediate corrective action taken at no additional cost to the Government

Area is left in a clean and sanitary condition

Section 11 Inspection of the area

No more than 2 customer complaints per year.

Immediate corrective action taken at no

23. Deliverables: The following items must be delivered by the contract, within the specified timeframe:

additional cost to the Government

Maintain equipment in good workable condition. Equipment shall be free of odors.

Section 18 Inspection of the equipment

No more than 1 customer complaints per month.

Immediate corrective action taken at no additional cost to the Government

Deliverable Reference Submission Date Submit Pick-up schedule Section 5, 9.3 Ten (10) days after award Submit Waste Management Plan Section 10.2 Five (5) days after award Employees Roster Section 10.6 Five (5) days after award

Waste Disposal Permits Section 10.9 Fifteen (15) days after award, and fifteen days (15) after the renovation of each permit Employee Competencies Section 15.2 Ten (10) days after award Monthly Waste Reports Section 17.2 Five (5) days after month end Quarterly Waste Reports Section 17.3 Ten (10) days after quarter end Annual Waste Reports Section 17.4 Ten (10) days after year end Provide Compactor’s descriptive data and installation requirements

Section 18.8 Ten (10) days after award

PERFORMANCE WORK STATEMENT (PWS)