SOW Waste and Refuse.docx

STATEMENT OF WORK

REFUSE COLLECTION AND DISPOSAL

1. DESCRIPTION OF SERVICES. The contractor shall provide all personnel, tools, material, equipment, supplies, vehicles, and other items and services necessary to perform collection and disposal of refuse, to include bulk waste, at the following locations:

Gulf Coast Veterans Health Care System (GCVHCS) 400 Veterans Avenue, Biloxi, MS 39531

Mobile Outpatient Clinic (MOPC) 4444 Demetropolis Road, Mobile, AL 36619

Joint Ambulatory Care Center (JACC) Facility 790 Veterans Way, Pensacola, FL 32507

Panama City Outpatient CLINIC (PCOPC) 2600 Veterans Way, Panama City Beach, FL 32408

This work shall be performed using commercial industry practices in accordance with all applicable federal, state, and local laws, in addition to the contract requirements addressed in this Statement of Work (SOW) and Performance Requirements Summary (PRS). Furthermore, all work shall comply with all applicable OSHA and EPA regulations and guidelines. The Contractor is encouraged and expected to use innovative approaches to efficiently and effectively accomplish all contract work.

The Government reserves the right to add/decrease locations for refuse collection and disposal for all Gulf Coast Veterans Health Care System locations and/or as new facilities within the GCVHCS are opened or relocated as the Department of Veteran Affairs mission dictates.

1.1. Collection Requirements:

1.1.1. The contractor shall be responsible for the collection and disposal of waste in dumpsters; and bulk waste in roll-off dumpsters located as required. The Contractor will not be responsible for the removal of waste located at construction and renovation projects performed by other contractors.

1.1.2. Dumpsters. The Contractor shall furnish, and service dumpsters as required by the schedule at Attachment 1, or as directed by the Contracting Officer (CO) or Contracting Officer’s Representative (COR). Additionally, all trash and debris located outside and around the dumpster shall be picked up, including all trash and debris that falls out of the truck while emptying a dumpster. During pickups, any residual debris in and around the dumpster enclosure shall be immediately swept up and removed by the Contractor.

1.1.5 VA Owned Portable Containers. The Contractor shall service six VA owned 4-yard portable trash receptacles. Receptacles will be staged on the north side of Building 9 and deployed by VA employees to various locations throughout the Biloxi campus as needed, then returned to the staging area. Contractor will empty these receptacles from the staging area at the north side of Building 9 on an on-call basis only. These receptacles shall be cleaned on an as needed basis. After cleaning, the contractor will return the receptacles to the north side of Building 9.

1.2. Delays & Inclement Weather Schedule:

1.2.1. The Contractor shall make all scheduled refuse and recycling pickups during periods of inclement weather. In cases of severe weather where the risk to personnel and equipment safety are too high, or access to waste containers is impossible, the Contracting Officer or COR may authorize the suspension of services. Severe weather is defined as any weather advisory/warning issued by the VA facility. The Contractor shall submit all requests for suspension of services to the COR, who will validate the request and if needed, ask the CO for a final ruling. When suspensions are granted, the Contractor shall make up all missed collections within 24 hours after severe weather has terminated, unless additional time is specifically authorized. Rescheduling to provide make up collections shall not be a basis for a claim for additional compensation or permission to defer other regularly scheduled collections by the Contractor. Additionally, the Contractor may encounter delays due to but not limited to, security measures; accidents; road construction; exercises; blocked access to containers, etc. If the Contractor cannot maintain the normal pickup schedule due to a valid delay, the COR shall be immediately notified. In cases of extreme delays, the CO may grant the scheduled services be performed the next workday.

1.3. Additional Collections and Support:

1.3.1. Contingency Support. During periods of contingency, specific dumpsters may need to be relocated or removed. Typical contingencies may arise from, but not limited to, severe storm preparations; security measures, or temporary project support. The contractor will be notified by the CO or COR and provided with the list of dumpsters to be relocated and their temporary locations. All efforts to provide maps of the contingency requirements will be made but may not be possible in some instances. The contractor must begin contingency taskings within four (4) hours of notification (or longer if authorized by the contracting officer or COR). If the Contractor cannot provide support within the short time suspense, the government reserves the right to move dumpsters itself.

1.3.2. Special Events. The Contractor shall be required to place or relocate dumpsters to support special events. Specific dates will be determined, and support scheduled by the CO or the COR, however, short notice requirements may arise. The Contractor and COR will coordinate support of special events to determine whether dumpsters from nearby facilities can be temporarily moved or additional dumpsters need to be delivered. The COR will make the final determination. Additional work required for special events shall not relieve the contractor of the responsibility to perform existing scheduled required services.

1.3.3. Abnormal Quantities of Refuse. The Contractor shall dispose of excess refuse beyond the normal quantity resulting from special events. This shall be accomplished with minimal interference to regular collection schedules at no additional cost to the Government.

1.4. Disposal:

1.4.1. Off-Facility Disposal. The Contractor shall bear full responsibility for the transport and disposal of all waste and recyclables to licensed off-facility sites. Disposal shall be in accordance with existing local, state, and federal regulations. The Contractor shall be responsible for any permit and/or fees associated with the use of off-facility disposal locations.

1.5. Required Documents, Reports and Records:

1.5.1. Landfills. The contractor shall provide a list of waste reception sites (landfills and recycling centers, etc.) that are used for this contract. This list shall include the site’s name; address and county; type of refuse and waste delivered there, and a contact number. Anytime this list changes, a new list shall be submitted to the COR/CO.

1.5.3. Listing of Employees. The contractor shall maintain and provide a current listing of employees to the COR/CO prior to the contract start date. Updated listings shall be provided when an employee's status or information changes.

1.5.4. Monthly Reports. With the monthly invoice, the Contractor shall submit the following reports and documents to the COR no later than the 10th workday of the following month:

- Invoice; broken down by individually priced items (monthly service, additional pulls, container rental. Please designate service location (Biloxi, Mobile, Pensacola) on individual line items or submit separate invoice for each location. etc.).

- Original haul, weight/scale, and landfill tickets for each load removed from the facility

- Quarterly Tonnage Report; broken down by month, building number and tonnage disposed.

Note: The contractor shall be monetarily responsible for all fines levied upon the government, by any federal or state agency for any required information that is late, or not submitted, due to the required reports listed in paragraph 1.5.4. not being provided, or by the required date

2. GENERAL INFORMATION

2.1. Hours of Operation. Contractor will be required to perform the refuse collection and disposal services as indicated in Attachment 1, List of Containers Requiring Scheduled Services. All work is to be performed between the hours of 5:00 AM and 12 NOON. No work will be required on off days, including weekends, except in case of emergency. The contractor will be on site in accordance with the predetermined schedule detailing their weekly and monthly hours of onsite work. If a designated trash removal day is a legal Federal holiday (see below), cleaning will automatically be performed the following workday.

2.1.1 Federal Holidays: The 11 holidays observed by the Federal Government are: New Year’s Day (January 1st), Martin Luther King’s Birthday (3rd Monday in January), Presidents’ Day (3rd Monday in February), Memorial Day (last Monday in May), Juneteenth (June 19th), Independence Day (July 4th), Labor Day (1st Monday in September), Columbus Day (2nd Monday in October), Veterans Day (November 11), Thanksgiving Day (4th Thursday in November), Christmas Day (December 25th) and any other day specifically declared by the President of the United States to be a national holiday.

2.2. Contract Manager. The contractor shall provide a contract manager and alternate(s) responsible for the performance of work. The name of this person, and an alternate(s), shall be designated in writing to the contracting officer. The contract manager and alternate(s) must be fluent in English.

2.3. Contractor Availability. During business hours the contractor shall provide the COR telephone number(s) or pager number(s) through which the contract manager or alternate(s) can be contacted to report service calls and complaints during collection hours including weekends and holidays. The contract manager or alternate shall be available during normal duty hours within 30 minutes between the hours of 7:00 AM to 5:00 PM to meet on the facility with government personnel to discuss problem areas. After normal duty hours, the manager or alternate shall be available within 1 hour.

2.4. Traffic Laws. The contractor and its employees shall comply with all traffic regulations while on the VA facility.

2.5. Contractor Employees. The contractor shall ensure employees have a current and valid driver’s license, and commercial permits/licenses for the type of vehicle being operated, before allowing the employee to operate a contractor-owned vehicle on the VA facility. The contractor shall not employ persons for work on this contract if such employee is identified to the contractor by the contracting officer as a potential threat to the health, safety, security, general well being or operational mission of the facility and its population. The contractor shall not employ any person who is an employee of the US Government if employing that person would create a conflict of interest. Additionally, the contractor shall not employ any person who is an employee of the Department of the Veterans Affairs, unless such person seeks and receives approval according to the appropriate ethics regulations.

2.6. Environmental Controls. The contractor shall be knowledgeable of and comply with all applicable Federal, State, and local laws, regulations, and requirements regarding environmental protection. In the event environmental laws, regulations, and/or requirements change during the term of this contract, the contractor shall comply with such law/regulation as changed. If there is an increase or decrease in cost as a result of the change, the contractor shall immediately inform the Contracting Officer for possible modification of the contract. Prior to use on VA Property, the Contractor shall submit Material Safety Data Sheets (MSDSs) for all hazardous chemicals, materials, and solutions, necessary to perform services for this contract, for approval. Only those approved items may be used on the premises.

2.7. Environmental Spills. If the contractor spills or releases any substance listed in 40 CFR 302 into the environment, the contractor shall immediately report the incident to the COR. Each contractor vehicle shall have some form of spill containment device to immediately contain any spill, preventing/minimizing any release into the environment and down storm drains. The contractor shall be liable for the spill or release of such substances and costs associated with clean up of any spill.

2.8. Vehicles. The Contractor shall provide all vehicles to perform the requirements of the contract. All vehicles shall be in operable condition and meet local, state and federal safety requirements, and be specifically designed for the purpose intended for use. Vehicles shall have, clearly visible on each side, the contractor’s name, a unique vehicle identification number, in addition to all required Department of Transportation (DOT) markings and information.

2.9 Bio Based Hydraulic Fluid. The Contractor shall use only bio-based hydraulic fluid in any compactors provided in conjunction with this contract.

2.10. Training. The Contractor shall provide initial training on the safe operation of equipment provided in conjunction with this contract, and additional training if required due to personnel turnover or equipment replacements.

3. QUALITY CONTROL/QUALITY ASSURANCE

3.1 Quality Control. The contractor shall develop and maintain a quality control program to ensure the required services are performed in accordance with commonly accepted commercial practices and procedures identified in this SOW. The contractor shall develop and implement procedures to identify, prevent, and ensure non-performance and continual repeat of defective service does not occur.

3.2 Quality Assurance. The government will periodically evaluate the contractor’s performance. The COR will evaluate the contractor’s performance through periodic surveillance using the government’s Quality Assurance Surveillance Plan (QASP). The COR will also monitor this contract by documenting customer complaints, and inspecting other requirements not listed in the Performance Requirements Summary (PRS). The COR will inspect contract performance primarily using the PRS, but all requirements of the contract may be inspected. The government may inspect each task as completed or increase the number of quality control inspections for failed reperformances or repeated customer complaints. Likewise, the government may decrease the number of quality control inspections if performance dictates. The COR will also receive and investigate all customer complaints and will make an initial validation of each complaint. If the contractor disagrees on the validity of a complaint, it may be presented to the Contracting Officer for a ruling. Discrepancies shall be corrected within 24 hours, unless coordinated with the COR.

4. PERFORMANCE REQUIREMENTS SUMMARY

The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These minimums do not relieve the contractor from performing 100% of all work requirements, nor all other SOW requirements. These thresholds are critical to mission success. Work must be accomplished according to the terms, conditions and specifications stated in the contract.

PARAGRAPH(S)

PERFORMANCE THRESHOLD

No more than 2 unsatisfactory inspections per month.

No more than 2 unsatisfactory inspections per month

No more than 2 unsatisfactory inspections per month.

Attachment 1

LIST OF CONTAINERS REQUIRING SCHEDULED SERVICES

Waste Frequency Serviced

Loading Dock

8 Yd. Open Flip Top Dumpster

BILOXI Building 25

30 Yd. Open Top Dumpster

BILOXI Building 52/9

30 Yd. Open Top Dumpster

NE side

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