36C25718Q9897-0003002.docx

STATEMENT OF WORK

Solid Waste Pickup and Disposal Environmental Management Service South Texas Veterans Health Care System (STVHS)

1. GENERAL. This is a non-personnel services contract to provide materials, solid waste collection and disposal from the designated locations. The proposed containers shall minimize spills and the exposure of waste to the environment during collection. The goal is to improve cleanliness, maximize recycling efforts/revenues, improve aesthetics, reduce infestation and promote healthier surroundings. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1. DESCRIPTION OF SERVICES/INTRODUCTION. The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform solid waste collection and disposal services as defined in this Statement of Work (SOW). The Contractor shall perform to the standards in this contract.

1.1.2. OBJECTIVES. The contractor shall collect and dispose of municipal solid waste (MSW) and recyclable commodities (RC) compiled by historical values as an average. The VA shall not be held responsible to any quantity of waste that is generated during the contract period.

1.1.3. SCOPE. The contractor shall collect and dispose of solid waste including municipal solid waste (MSW) and recyclable commodities (RC).

1.1.3.1. The collection locations shall have a front load dumpster/container(s) with a variety of volume/weights of solid waste per container generated per week. Additionally, collection locations shall have MSW & RC compactors and open top roll-off containers with lockable hard covers affixed. The pickup areas shall remain clean, neat, and free of infestation as a result of solid waste disposal. When the Contractor completes service at a location there shall be no litter, waste, or recyclable material on the ground within a 10-foot radius of the container, all compactors/containers are required to be self-contained. The historical MSW and RC tonnage is provided in table 1.

Table 1.

1.1.3.2. Historical collection frequency data is provided in table 2. However, the Contractor shall establish initial vehicle routes and collection schedules upon contract award and submitted to the Contracting Officer (CO) five (5) calendar days prior to start of contract performance. The Contractor shall submit suggested adjustments to the initial pickup schedule and any required dumpster capacity (size and number of dumpsters) to ensure all MSW and recyclable materials are collected and disposed, while avoiding dumpster/receptacle overflow utilizing the minimum amount of required pickups. The Contractor may propose adjustments to the schedule at any time but as a minimum the Contracting Officer Representative (COR) and Contractor shall monitor fill capacities during the first 30-days of performance and during one other period to be agreed upon during the same performance period. No changes allowed to the schedule or haul route without CO or COR coordination.

2x/Week

Table 2.

Note: In the event collection schedule/date falls on a holiday, the contractor shall provide service the next day.

1.1.3.3. Unscheduled Pickup (IDIQ). In addition to the established scheduled collections, the CO or COR may request the Contractor make unscheduled additional collections and disposals using the Container Price List for MSW or RC. The Contractor maybe requested to survey the circumstances or situation and provide recommendation on quantity and capacity of the container(s) needed. The Contractor shall provide requested service within 2-hrs upon notification from the CO or COR.

1.1.3.4. Cardboard Recycling Proceeds. The Contractor shall remit a credit payment for sale of cardboard (OCC) only based on the Southwest Pulp and Paper Index high-side pricing. For instance, monthly pricing range $90 - $100 and total processed tonnage equals 20 tons = $100 X 20 tons = $2,000.00.

1.1.3.4.1. Processing Recycling Proceeds. The contractor shall provide the credit payment to STVHCS by certified check, money order, or wire transfer to Fund Control Point 8032 and indicate on monthly reports the waste stream(s) that resulted in a credit and the amount of credit generated by the sale of OCC.

1.1.3.5. All Other Recycled Commodity Sales Proceeds. All other recycling commodity sales proceeds shall be retained by the Contractor to offset contract costs.

1.2. PERSONNEL

1.2.1. CONTRACT MANAGER. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name 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.

1.2.1.1. AUTHORITY. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract.

1.2.1.2. AVAILABILITY. The contract manager or alternate shall be available within 3 hours to meet on the installation with government personnel designated by the Contracting Officer to discuss problem areas.

1.2.1.3. EMPLOYEES. Contractor personnel will present a neat appearance and be easily recognized. This may be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges which contain the company name and employee name. All employees and representatives of the Contractor must be fluent enough in the English language to read and understand chemical labels/signs and to converse intelligibly with the COR.

1.2.2. ACCESS LIMITATION. Only authorized Contractor employees are allowed inside the VA complexes. Contractor employees are not to be accompanied in the work area by acquaintances, family members, assistants, or any other person unless said person is an authorized Contractor employee.

1.3. QUALITY CONTROL

1.3.1. ESTABLISH AND MAINTAIN. The contractor shall establish and maintain a complete Quality Control Plan to ensure the requirements of the contract are provided as specified. One copy of the contractor's Quality Control Plan shall be provided to the Contracting Officer with the contractor's proposal. An updated copy shall be provided to the Contracting Officer as changes occur.

1.3.2. CONTENT. The plan shall comply with the requirements of FAR 52.246.4, Inspection of Services—Fixed Price, which is incorporated in section C-1 of the contract. The plan shall include the following:

1.3.2.1. INSPECTION SYSTEM. An inspection system covering all the services specified in this PWS; must specify the areas to be inspected on a scheduled or unscheduled basis, how often inspection will be accomplished, and the title of the individual (s) who will perform the inspections.

1.3.2.2. IDENTIFICATION AND PREVENTION. The methods for identifying and preventing defectives in the quality of service performed before performance becomes unacceptable.

1.3.2.3. RECORDS. On-site records of all inspections conducted by the contractor and necessary corrective action taken. This documentation shall be made available to the government during the term of the contract.

1.3.3. GOVERNMENT REVIEW. The government will review the Contractor Quality Control Plan (QCP) to determine if it is adequate. If the plan is adequate, the government will accept the plan. If the plan is not adequate as submitted, the deficiencies will be identified to the contractor in writing. The contractor shall correct all identified deficiencies and submit a corrected Contractor Quality Control Plan within ten working days or contract start date, whichever is sooner. The government will also periodically review the manner in which the contractor is conducting the quality control program by either reviewing the contractor's records, observing actual performance or both.

1.4. QUALITY ASSURANCE (QA).

1.4.1. CONTRACTING OFFICER'S REPRESENTATIVE (COR), PROJECT INSPECTOR (PI). Government personnel, with titles such as shown above shall be appointed to monitor contractor performance and to inspect and accept or reject the services as required by the contract. The name and telephone number of each such person under the contract will be furnished to the contractor in writing by the Contracting Officer.

1.4.2. GOVERNMENT EVALUATION. The government will evaluate the contractor's performance under this contract using the method of surveillance deemed appropriate. If the government QA reveals that any contract provision has not been met, a Contract Discrepancy Report (CDR) shall be prepared. The contractor shall respond to CDRs by completing the appropriate blocks explaining: (1) why performance was unacceptable, (2) how performance will be returned to acceptable levels, and (3) how recurrence of the problem will be prevented in the future.

1.4.3. PERFORMANCE EVALUATION MEETINGS. The contract manager may be required to meet periodically with the COR and the Contracting Officer during the contract. Meetings shall be as often as necessary as determined by the Contracting Officer. However, if the contractor requests, a meeting will be held whenever a Contract Discrepancy Report is issued. The meetings shall focus on performance and actual or potential problems. A mutual good faith effort shall be made by all parties to resolve all issues. The written minutes of these meeting shall be signed by the contract manager, Contracting Officer, and COR. If the contractor does not concur with the minutes, notice of non-concurrence shall be provided to the Contracting Officer. This notice shall be in writing and provided within seven work days of receipt of the minutes.

1.5. HOURS OF OPERATION

1.5.1. DAILY WORK HOURS. Services are expected to be performed between the hours of 6:00 AM and 10:00 AM, except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. In the event the scheduled pick-up falls on a holiday the contractor shall provide service the next business day.

1.5.2. RECOGNIZED HOLIDAYS. The Contractor shall ensure holidays are reflected in the schedules. The Contractor is not required to provide routine services on the following approved holidays:

New Year’s Day - 1 January Martin Luther King Day - 3rd Monday in January Washington’s Birthday - 3rd Monday in February Memorial Day - last Monday in May Independence Day - 4 July Labor Day - 1st Monday in September Columbus Day - 2nd Monday in October Veteran’s Day - 11 November Thanksgiving Day - 4th Thursday in November Christmas Day - 25 December

If a holiday falls on a Saturday, the preceding Friday will be observed. If a holiday falls on Sunday, the following Monday will be observed. If a holiday falls on a scheduled service day, the Contractor will be responsible for rescheduling services for the first day after the holiday observance.

1.6. PLACES OF PERFORMANCE. Work under this contract shall be performed at the following locations:

Audie L. Murphy VA Medical Center (ALMC) 7400 Merton Minter Blvd, San Antonio, TX 78229 Polytrauma Transitional Rehabilitation Program (PTRP) 4949 Gus Eckhert Road, San Antonio, Texas 78240 Fisher House (FH) 7485 Wurzbach Road, San Antonio, Texas 78229 Villa Serena (VS) Clinic 4455 Horizon Hill Blvd, San Antonio, Texas 78229 Kerrville VA Medical Center (KC) 3600 Memorial Blvd, Kerrville, TX 78028

1.7. SECURITY REQUIREMENTS. There are no specific security requirements for this contract.

1.7.1. CONFIDENTIALITY AND NONDISCLOSURE

It is agreed that:

1. The preliminary and final deliverables and all associated working papers, electronic files, course materials and reports, and other material deemed relevant by the Government which has been generated by the Contractor in the performance of this service are the exclusive property of the U.S. Government and shall be submitted to the Contracting Officer at the conclusion of the contract.

1. The Contracting Officer will be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the final deliverables, or any other written or printed materials pertaining to this service. There shall be no information released by the Contractor. Any request for information relating to this contract presented to the Contractor shall be submitted to the Contracting Officer for response.

1. Press releases, marketing material or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the Contracting Officer.

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS.

2.1.1. CONTRACTOR: A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER: A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the Government. Note: The only individual who can legally bind the Government.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR): An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. DEFECTIVE SERVICE: A service output that does not meet the standard of performance associated with the SOW.

2.1.5. DELIVERABLE: Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.6. KEY PERSONNEL: Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the SOW. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7. PHYSICAL SECURITY: Actions that prevent the loss or damage of Government property.

2.1.8. QUALITY ASSURANCE: The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9. QUALITY ASSURANCE Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of Contractor performance.

2.1.10. QUALITY CONTROL: All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11. SUBCONTRACTOR: One that enters into a contract with a prime Contractor. The Government does not have privy of contract with the subcontractor.

2.1.12. WORK DAY: The number of hours per day the Contractor provides services in accordance with the contract.

2.1.12. WORK WEEK: Monday through Friday, unless specified otherwise.

2.2. ACRONYMS:

3. GOVERNMENT FURNISHED ITEMS AND SERVICES. The government will not furnish or provide equipment, personnel, supplies or services during the duration of this contract.

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES

4.1. GENERAL. The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract in accordance with this SOW. The contractor must provide solutions/containers for each location which will maximize our ability to divert as much waste from the landfill as possible, maximizing our recycling efforts and revenues. Potential recycling efforts include Single Stream Recycling, Cardboard Baling, Metal Recycling, etc.

4.2. EQUIPMENT/MATERIALS. The Contractor shall provide the appropriate containers and personnel to dispose of solid waste in accordance with this SOW.

4.2.1. CONTAINER MAINTENANCE. Container should be steam cleaned, and disinfected before being place at the medical center. The government will allow the contractor about 1-hour and 30 minutes travel time or a reasonable amount of time required to collect and haul compactors and roll-offs to landfill for disposal. It shall be the Contractor’s responsibility to ensure that all equipment/supplies and/or materials required during the performance of the work will comply with all Conformance Standards in the industry. All self-contained roll off compactors shall be designed for dock usage. The contractor also has the responsibility for maintaining/repairing the equipment/materials, supplies required at no cost to the VA. The containers shall be kept neat in appearance, repaired, painted when warranted (i.e. appearance of rust spots, stains, excessively chipped areas, etc.) and replaced immediately if broken or non-functional. Contractor must coordinate with the COR or his designated representative prior to performing any maintenance/repair work at this Facility and again upon completion of work prior to leaving the Facility. Contractor shall comply with all applicable Federal, State and local laws, Veterans Affairs rules and regulations and obtain all required permits applicable to its performance under this contract. Within 4 hours of notification of unserviceable contractor furnished equipment, any maintenance or repairs, the contractor must provide an alternate container(s) sufficient to maintain normal refuse disposal operations at no additional cost to the government. Contractor must obtain a hot permit from Engineering Service located in Building 9 for any welding work. The contractor shall provide a self-contained unit.

4.2.1.1 REPAIR AND BACKUP COMPACTOR SERVICE. Should Contractor provided compacting equipment become inoperable, the Contractor shall be given notification that repair is needed. The Contractor shall respond within two (2) hours after receiving the notification. If repair is estimated to take more than four (4) hours (from arrival of the service technician on site) to bring the compactor back to “full performance”, then the Contractor shall, at no additional charge to the Government, provide sufficient containers to maintain normal refuse disposal operations until the compactor is placed back into service.

4.3. FEDERAL, STATE, AND LOCAL REPORTING. The contractor is responsible for supplying, completing and submitting all reports required or requested by Federal, State or local ordinances, which pertain to any duties contained in the contract.

4.4. CONSERVATION OF UTILITIES. The contractor shall instruct employees in utilities' conservation practices and be responsible for operating under conditions which preclude the waste of utilities, which shall include:

4.4.1. LIGHTING. n/a

4.4.2. MECHANICAL EQUIPMENT. n/a

4.4.3. WATER USAGE. Water faucets or valves shall be turned off after the required usage has been accomplished.

4.5. DOCUMENTATION AND RECORDS. All documentation, records and schedules as described in this SOW that is the responsibility of the contractor, are the property of the government and shall be turned over to the government upon completion or termination of the contract. All records are subject to the Freedom of Information and Privacy Acts and any requests for release of any records shall be handled accordingly.

4.6. BUSINESS ASSOCIATES AGREEMENT (BAA). In accordance with the requirements of the Health Insurance Portability and Accountability Act of 1996 (HIPAA), this contract will require a Business Associate Agreement. The contractor will enter into a Business Associates Agreement (BAA) with the Department of Veterans Affairs, unless a previously executed BAA is on file. The BAA is an instrument that will hold the contractor liable for any release of confidential medical information by any of its employees. A copy of a BAA is provided in the Contract Documents, Exhibits, Or Attachments section.

4.7. POST AWARD CONFERENCE/PERIODIC PROGRESS MEETINGS. The Contractor shall attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the contracting officer will apprise the Contractor of how the Government views the Contractor's performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

4.8. KEY PERSONNEL. The following personnel are considered key personnel by the Government:

The Contractor Representative’s name and telephone number must be provided by the contractor with the proposal. The Contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the Contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 7:00 a.m. to 3:30p.m., Monday thru Friday except Federal holidays or when the Government facility is closed for administrative reasons. Please submit a resume of related jobs performed for all key personnel.

4.9. IDENTIFICATION OF CONTRACTOR EMPLOYEES. All contract personnel attending meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed. Third parties must be able to identify that contractor personnel are employed by the contractor.

5.0. DOCUMENTATION. The contractor shall submit the following reports or documentation.

5.1.1. Weight Tickets. The Contractor shall submit a monthly report by the 10th of each month that includes weight tickets that reflect the disposed tonnage, date of disposal, and type of vehicle and cost of landfill tipping fees. The Contractor shall be reimbursed for tipping fees according to submitted invoices. The Contractor shall submit recycling weight tickets in monthly report broken out by date, commodity, weights, and sales proceeds.

5.1.2. Pulp and Paper Index (PPI). The Contractor shall submit the PPI by the 15th of each month identifying the cardboard (OCC) price for the Southwest region.