Sample NCHCS Hazardous Waste SOW 082826.docx
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- Solicitation number
- 36C26127Q0141
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This is a Sample Statement of Work for hazardous waste pick-up, disposal, and management services for the Department of Veterans Affairs Northern California Health Care System (VANCHCS). The contractor shall provide inspection, packaging/repackaging, loading, unloading, containerization, removal, transportation, storage, recycling, reuse, recovery, treatment, and disposal of hazardous wastes from multiple VANCHCS facilities including Sacramento Medical Center at Mather, Martinez Outpatient Clinic, McClellan OPC, Redding OPC, Chico OPC, Mare Island OPC, Yuba City OPC, and other sites. Pick-ups occur at varying frequencies: monthly at Mather, Stockton, and Martinez; quarterly at McClellan and Redding; and twice yearly at remaining sites, subject to change at the Contracting Officer Representative's discretion. The contractor must furnish all labor, equipment, supplies, materials, permits, and transportation, and perform emergency spill response within four hours of notification. The estimated annual hazardous waste generation totals approximately 26,988 pounds across all sites, including waste streams such as flammable liquids, aerosols, corrosive liquids, hazardous waste liquids, medicines, and lead-containing materials requiring lab-packing or specialized disposal methods.
The contractor must comply with Title 40 and 49 Code of Federal Regulations, Title 22 California Code of Regulations, and all applicable federal, state, and local regulations. The contract manager must have at least 10 years of hazardous waste management experience; crew supervisors require five years; and crew members require two years, all with current 40-hour OSHA HAZWOPER training, eight-hour refresher training, and DOT Hazardous Materials Training. The contractor and all crew must be located within 150 miles of Mather, California. Treatment, Storage, and Disposal Facilities (TSDFs) must be pre-approved by the COR and located within 500 miles of Mather unless waived, with temporary 10-day TSDFs within 100 miles. The contractor shall prepare manifests, provide monthly waste reports in Microsoft Excel format, conduct inventories at each site, obtain waste analysis when required, and submit final manifest copies within 30 days of waste removal. All deliverables including reports, manifests, bills of lading, and inventory documentation must be provided by specified deadlines, with no invoices paid until final manifest copies are received. The period of performance is July 1, 2026 through June 30, 2027, with four one-year options.
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SAMPLE STATEMENT OF WORK
A. GENERAL INFORMATION
| A.1 | Title of Project: Hazardous Waste Pick-Up Disposal and Management | |
| A.2 | Overview: This contract covers the services for inspection, packaging/repackaging, loading, unloading, containerization, removal, transportation, storage, recycling, reuse, recovery, treatment, and disposal of hazardous wastes from the Department of Veterans Affairs Northern California Health Care System (VANCHCS) facilities. It will also include certain recyclable waste streams such as petroleum-based oils and latex paint. Sites include the Sacramento Medical Center at Mather, Martinez Outpatient Clinic (OPC), McClellan OPC, Redding OPC, Chico OPC, Mare Island OPC, Yuba City OPC, and other VANCHCS sites. The contractor shall pick-up hazardous waste containers at least on a monthly basis from the VANCHCS main accumulation areas as scheduled by the Contracting Officer Representative (COR). Generally, the pick-up will occur at the following frequency: Mather, Stockton, and Martinez sites monthly, McClellen and Redding quarterly, and the remaining sites average twice per year or as necessary. These frequencies are not guaranteed and are subject to change. Additional services include inventories, as-needed expedited removals; sampling-analysis for unknown waste streams, waste segregation, reports, forms, manifest preparation and tracking, waste data sheets within 2-weeks of the waste pick up, container labeling, providing appropriate waste containers for on-site accumulation and transport to Treatment Storage and Disposal Facility (TSDF), and mailing manifests to required agencies. Regulated medical waste, radioactive wastes, mixtures of radioactive waste with hazardous waste, or universal waste shall not be included under this contract. Waste disposed of under this contract may possibly be contaminated with one or more substances not specifically identified. See Table 1 for the list and estimated quantity of Hazardous Waste generation. This list is based on known data but shall not be considered inclusive. | |
| A.3 | Contractor Furnished: The contractor shall furnish all labor, supervision, supplies, materials, services, equipment (to include but not limited to the following: drums, shipping containers, labels, manifests, waste removal equipment, trucks, portable scales for weighing drums and other containers, sampling equipment, cleaning equipment, incidental spill cleanup supplies, forklifts and waste collection containers), transportation, permits and authorization to accomplish the work in a timely and efficient manner. The US Government shall not furnish any personnel or equipment to assist the contractor in the performance of the contract. The contractor understands that any other offers of assistance or use of Government equipment made by US Government personnel other than the Contracting Officer are unauthorized and the contractor shall not accept any such offers. | |
| A.4 | Regulatory Compliance: The removal, transportation, storage, treatment, and disposal of hazardous wastes and recyclable wastes offered under this contract are to be performed in accordance with Title 40 and Title 49 of the Code of Federal Regulations (40CFR), Title 22, of the California Code of Regulations, and any other applicable regulations. The contractor shall be in compliance with accepted industry standards and practices that minimize risks to human health and the environment. All containers, labels, manifests, vehicles deliverable under this contract shall comply with applicable Federal, State and Local regulations. | |
| A.5 | Performance: Work is based on the amount of hazardous waste generated at the VANCHCS facilities. Pick-ups will occur at designated sites scheduled by the COR. Work at a site shall not take place on Federal holidays or weekends unless directed by the COR. The contractor or designee must be available via telephone on a 24 hour/seven days a week basis. An answering service is acceptable as long as communication by a person who can take action and authorize funds can be made with the COR or designated person within 1 hour of the initial call. Emergency response for spill clean-up must be started within 4 hours of notification by the COR. This task will be performed and invoiced separately. | |
| A.6 | VA Observed Federal Holidays: | |
| New Year’s Day | Martin Luther King Jr. Holiday | |
| Presidents’ Day | Memorial Day | |
| Independence Day | Labor Day | |
| Columbus Day | Veterans’ Day | |
| Thanksgiving Day | Christmas Day |
Juneteenth Holiday Any other day designated by the President of the United States as a Federal Holiday.
When a holiday falls on a Sunday, the following Monday will be observed as the legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed as the legal holiday.
B. CONTRACT AWARD MEETING
B.1 The contractor shall not commence performance on the tasks in this SOW until the Contracting Officer (CO) or designee has conducted a kick off meeting at the Mather or Martinez site or has advised the contractor that a kick off meeting is waived. Travel costs for any meetings and initial visits to the sites will be at the contractor’s expense.
C. CONTRACTOR PERSONNEL
| C.1 | The primary contractor must demonstrate that the contract manager has at least 10 years of experience with hazardous waste management. Sub-Contractors have the same requirement. The names, telephone numbers and addresses of the contract manager and sub-contractor managers shall be provided. At least 10 verifiable references shall be provided by the contractor and each sub-contractor. The contractor and each sub-contractor must have also attended the 40-Hour Occupational Safety and Health Administration (OSHA) Hazardous Waste Operator Training (HAZWOPER) at least once and be current with the OSHA HAZWOPER 8-Hour Refresher and Department of Transportation (DOT) Hazardous Materials Training A resume and copies of training certificates for the contractor and each subcontractor personnel must be provided. A summary of the contractor’s and sub-contractors’ Notices of Violations from inspection agencies for the prior 3 years shall be submitted. That summary shall include the violations and corrective actions. The use of any sub-contractors must be pre-approved by the CO and the COR. This information must be provided to the COR as part of the bid proposal, and annually thereafter in the first month of each option year. |
| C.2 | Crew supervisors must have 5 years of experience with hazardous waste packaging and manifesting. The name(s) of the initial onsite crew supervisor performing the site work shall be provided. Proof of chemistry knowledge, current 40-Hour OSHA HAZWOPER, current 8-Hour OSHA HAZWOPER Refresher training, current DOT Hazardous Materials Training, and a resume must be provided. This information must be provided to the COR as part of the bid proposal, and annually thereafter in the first month of each optional year. |
| C.3 | Crew members must have 2 years of experience with hazardous waste packaging. The names of the initial onsite crew members performing the site work shall be provided. Proof of current 40-Hour OSHA HAZWOPER Training, current 8-Hour OSHA HAZWOPER Refresher, current DOT Hazardous Materials Training, and a resume must be provided. This information must be provided to the COR as part of the bid proposal, and annually thereafter in the first month of each optional year. |
| C.4 | The contractor shall ensure that all operations conducted under this contract are supervised by individuals that have been appropriately trained in the technical aspect of hazardous waste management. Contractor and sub-contractor personnel shall be trained in accordance with the contract requirements and all regulatory-required training. All new personnel will be approved by the COR. Additional training information will be provided to the COR upon request. |
| C.5 | The bid proposal must include the names and addresses of all sub-contractors, including the proposed Treatment Storage and Disposal Facilities sites. The use of any sub-contractors must be pre-approved by the CO and the COR. Each TSDF must be within 500 miles of Mather, California, unless waived by the COR. Any temporary 10-day TSDF must be within 100 miles of Mather. The contractor shall submit the names and Environmental Protection Agency (EPA) ID numbers to the COR of all proposed TSDFs prior to using any TSDF on this contract. This includes disposal sites and transfer stations. The COR shall be the final approval authority to use any proposed TSDF. The contractor shall provide the COR all requested information deemed necessary by the COR to evaluate a TSDF. At a minimum, it will include a summary of the TSDF’s capabilities, copies of the TSDF’s permits, TSDF contact information, and a summary of the TSDF’s Notices of Violations from inspection agencies for the prior 3 years. That summary shall include the violations and corrective actions. At least 10 references shall be provided for each proposed TSDF. This information must be provided to the COR as part of the bid proposal, and annually thereafter in the first month of each optional year. |
| C.6 | The contract manager and the alternate shall have full authority to act for the contractor on all contract matters relating to the operation of this contract, i.e., all contract arrangements and required coordination. The contractor agrees that notice by the VANCHCS COR to designated contract manager or alternate contract manager shall constitute notice to the contractor and agrees to be bound by any commitments or representations made by the employee so designated. |
| C.7 | Due to the extremely regulated nature of the scope of work, and the requirement that onsite emergency services may be required, the contractor shall be located no more than 150 miles from the VANCHCS Medical Center located in Mather, California. This includes the crew and vehicles. |
| C.8 | Contractor personnel shall present a neat appearance and be easily recognized as contractor’s employees. This may be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges that display the company’s name. The contractor and sub-contractor personnel must have the ability to communicate by cellular telephone with the VANCHCS COR. The primary contractor must be able to be contacted within 2 hours in the event that an emergency has occurred at a site and must be demonstrated in the bid proposal |
| C.9 | Any mention of “Contractor” in this document shall include: sub-contractor, employee, or designee assigned by the Contractor. Within 5 days after award, the primary contractor shall submit the names and telephone numbers of the contract manager and an alternate contract manager, and the information outlined in this section. |
D. PERMITS AND RESPONSIBILITES
| D.1 | Required Permits and Licenses - The contractor shall, without additional expense to VANCHCS, be responsible for obtaining any necessary licenses, permits, notification, and documentation, complying with all applicable laws, codes and regulations in connection with execution of the work including California State laws, codes, and regulations. |
| D.2 | Insurance and Liability - The contractor shall be responsible for all damages to persons or property that occurs as a result of the contractor’s or subcontractors’ employees fault or negligence. Certificates of insurance for all required insurances shall be provided to the COR as part of the bid proposal, and annually thereafter in the first month of each optional year. |
| D.3 | TSDF Approvals - The contractor shall use only TSDF approved by the COR for this contract. Each TSDF must be within 500 miles of Mather, California, unless waived by the COR. Any temporary 10-day TSDF must be within 100 miles of Mather. The COR shall be the final approval authority to use any submitted TSDF. This includes disposal sites and transfer stations. The contractor shall provide the COR all requested information deemed necessary by the COR to evaluate a TSDF. |
| D.4 | Pick-Ups - The contractor shall pick-up hazardous waste containers at least monthly from the VANCHCS storage locations as scheduled by the COR. Generally, the pick-up will occur at the following frequency: Mather, Stockton, and Martinez site monthly, Redding and McClellan quarterly, and the remaining sites average twice per year or as necessary. These frequencies are not guaranteed and are subject to change. |
| D.5 | Manifests - The contractor shall prepare, complete, and return signed copies of hazardous waste manifests that are required by Federal and State regulations. Before leaving any site, the contractor will provide the generator’s copy of the properly completed and signed hazardous waste manifest and a copy of the TSDF’s Land Disposal Restrictions (LDR) for each manifest. The contractor shall not leave the site unless an authorized VANCHCS representative has signed the manifest and the generator’s copy of the signed manifest is readable. A copy of the completed bill of lading will be provided for recyclable wastes. If the COR is not onsite, scanned copies of these documents will be emailed to the COR within 2 business days. On behalf of VANCHCS, the contractor shall mail the required copy of each hazardous waste manifest to the State immediately after transporting the waste. |
| D.6 | Manifest Final Copy - The final copy of all manifests signed by the TSDFs shall be submitted to the COR within 30 days of removal of hazardous waste from any VANCHCS site. This requirement also applies to a Bill of Lading used to transport waste materials sent to a recycler, such as oil compressors and latex paint. Copies will also be submitted with contractor’s invoice. No invoice shall be paid without the final copies of the hazardous waste manifests and completed bills of lading. |
| D.7 | Inventory - The contractor shall perform an inventory of all hazardous wastes that were not requested to be removed by the COR whenever a site pick-up is performed. This is necessary to inform the COR of the remaining waste levels. At a minimum, it shall include the type of waste; the PSN, contents, container size, number of containers, and Accumulation Start Date. It shall be provided to the COR electronically by the 15th day of the following month. |
| D.8 | Permitted Vehicles - All vehicles used for the transportation of hazardous waste and materials shall be permitted and licensed in accordance with all applicable Federal and State regulations. Copies will be provided to the COR after the contract is awarded and annually thereafter. |
| D.9 | DOT Pre-Transportation Function - The contractor is responsible for performing the specific requirements under “Pre-Transportation Function” found in 49 CFR 171.8 as required to assure the safe transportation of a hazardous material. This includes proper shipping documents, packaging, labeling, placarding, inspection and other requirements. |
| D.10 | Regulatory Penalties - The contractor shall comply with all applicable hazardous waste regulations as it applies to work performed under this contract. If the contractor’s, including any of its subcontractors, failure to comply with any applicable regulation results in a Notice of Violation (NOV) to VANCHCS from a Federal, State, or Local regulatory agency the contractor shall be liable for all costs associated with the NOV. This includes any fines and other penalties assessed to VANCHCS, and clean-up costs that are required to be performed. A reduction in the payment of task orders may occur to off-set these costs. If this occurs, the contractor shall provide copies of related documentation to the COR within 5 days of the demand. The contractor shall not be held liable for any violations committed solely by VANCHCS. The intent of this clause is to help ensure that hazardous waste is properly packaged, labeled and transported to a TSDF site for disposal in a manner that meets the requirements of all applicable regulations. |
E. WASTE PACKAGING
| E.1 | Hazardous Waste Characterization - The contractor, or the sub-contractors, may be called upon to provide guidance and assistance to the COR for the identification and characterization of hazardous wastes. The final decision on waste classification resides with the COR. However, the contractor shall inform the COR of any hazardous waste that they believe is not properly characterized and can challenge a waste description made by NCHCS. The contractor shall provide to the COR valid proof (certified lab analysis) and the regulatory citation when challenging a VANCHCS waste classification. |
| E.2 | Waste Analysis - Hazardous waste may be required to be sampled and analyzed for proper waste identification under the guidance of the COR. The COR may request the contractor to have two (2) different wastes per contract year be analyzed by a laboratory to assist with waste characterization. Only laboratories having the proper State laboratory certifications and approval by the COR shall be used to perform waste analysis under this contract. The contractor shall provide documentation that each laboratory proposed to be used under this contract is certified to perform hazardous waste analysis in accordance with the State of California laboratory accreditation program. Contractor shall provide to the COR analytical laboratory’s current certification in State of California. Contractor shall provide to the COR, a copy of the sample chain of custody, a copy of the sample analysis report, and a copy of the resulting waste stream characterization. |
| E.3 | VANCHCS Containers - Types and sizes of original VANCHCS containers may vary greatly but are normally commercial packaging sizes, ranging from small bottles/cans to 85-gallon over-pack drums. The integrity of the containers is not guaranteed by VANCHCS. Therefore, the contractor shall, as needed, inspect the containers for damage or leaks, and perform repackaging as needed to properly contain materials from leaking or escaping during shipment. Government-owned containers shall not be reused by the contractor. If compressed gas cylinders are not destroyed in the treatment process, they must be rendered to scrap and unable to hold a positive pressure. |
| E.4 | DOT Approved Shipping Containers - The contractor shall provide the appropriate size waste containers for each waste stream as needed for transportation to a TSDF. The contractor shall also provide up to eight 8-gallon DOT-rated HDPE plastic waste containers per month, up to eight 2-gallon DOT rated HDPE plastic waste containers per month, and up to ten 1-quart DOT rated HDPE plastic waste containers per month as requested by the COR. All containers provided by the contractor for packaging/repackaging of wastes for transportation shall meet Department of Transportation (DOT) specifications for packaging and labeling as stipulated in Title 49 of the Federal Code of Regulations. |
E.5 Waste Segregation – The contractor is required to properly segregate all waste that is improperly packaged, deemed incompatible with the container, or may pose a hazard in reaction with other materials in the container.
| E.6 | Equipment - The contractor is required to have available all the proper tools and attachments necessary for packaging of wastes. Most packaging is expected to be lab-packs. Waste oil can be poured manually into open-top drums. The contractor will need to have the tools and equipment needed to occasionally remove/pump waste from tanks, totes, drums, etc. and to prevent spills from occurring during such transfers. |
| E.7 | Labels - The contractor shall provide and use the appropriate EPA hazardous waste labels and markers on the waste containers. The contractor shall fill-in completely all labels in accordance with US EPA, California EPA, and US DOT requirements. |
| E.8 | Container Weights - The contractor shall determine the weight of waste in each shipping container in the presence of the COR, or the COR’s designee, prior to departure from each site. The contractor shall use contractor-provided portable scales, unless waived by the COR. The annual calibration certificate must be provided to the COR for all portable scales that are used. An uncalibrated bathroom scale in good condition is acceptable to weigh small containers being lab-packed. The COR may allow the average weight of similar containers to be used in a calculation versus weighing each container. The scale must be +- 1 pound for weighing P-Listed waste. A larger scale will be required for larger quantities. Alternative methods can be approved by the COR. Verification of container weights by the TSDF is required. Any discrepancies will be annotated by the TSDF on the final copy of the manifests. The weight of waste shall not include the weight of drums, pallets and strapping. The contractor shall ensure that no more than 2,200 pounds of hazardous waste or 2.2 pounds of P-Listed waste is picked up and disposed of from any site in a given month without prior authorization from the COR. |
F. TRANSPORTATION, STORAGE AND DISPOSAL
| F.1 | Regulatory Compliance - The contractor and the subcontractors shall transport waste in accordance with DOT regulations, 49 CFR, governing identification, packaging, labeling, and placarding of dangerous goods containers and vehicles transportation. Department of Homeland Security regulations regarding vehicle security shall also be followed. |
| F.2 | Safe Transportation - The contractor shall handle and transport hazardous wastes and recyclable materials in a manner that effectively mitigates hazards to human health and the environment. Incompatible chemicals shall be segregated properly. All containers shall be non-leaking, in good condition and properly labeled. |
| F.3 | TSDF Storage and Disposal - All hazardous waste that leaves an NCHCS site shall go directly to an approved TSDF facility that is properly permitted for the waste. Contractor shall not store hazardous waste at a 10-Day TSDF facility for a time that exceeds the TSDF’s permit restrictions. |
| F.4 | Contingencies - The contractor’s and sub-contractor’s drivers must have the appropriate emergency action instruction and any other documentation in the vehicle’s cab as required by DOT. All vehicles shall be equipped with appropriate emergency response equipment and spill clean-up materials to include an adequate amount of absorbents, broom, shovel and container for collecting spill residue. Drivers must have appropriate training to perform spill clean-up and notification. The driver must have a functioning cellular telephone at all times. |
G. SPILL AND CONTINGENCY RESPONSIBILITES
| G.1 | Liability – The contractor shall make every effort to prevent spills during the performance of this contract. The liability for spills or releases resulting from the performance of this contract rests solely with the contractor and its agent(s). This includes spills occurring as the result of handling, packaging, or transporting hazardous wastes and recyclable materials. It is incumbent upon the contractor to immediately notify the COR if there is any issue that could create a significant risk for a spill or release. |
| G.2 | Spill Clean-Up Responsibility - The contractor agrees to clean-up all spills and releases that occur as a result of contract waste handling activities to the satisfaction of the COR and in compliance with all applicable Federal, State, and Local regulations. Contractor shall dispose of all spill residue and debris at no additional cost to VANCHCS. The contractor shall not be held liable if the primary root-cause is determined to be caused exclusively by VANCHCS. |
| G.3 | Notification - The contractor shall notify immediately (within 15 minutes) the COR of any spill or release resulting from the performance of this contract. Any notification that is required to be made to a regulatory agency will also be performed immediately by the contractor. A written report shall be provided to the CO and COR no later than 24 hours after the spill or release. The report shall include the location, task details, root-cause, corrective action(s) and recommended preventive action(s). |
| G.4 | Non-Emergency Spill Clean-Ups - The contractor may be directed by the CO or COR to clean-up accumulated drips or a spill, resulting from work performed by government employees inside the hazardous waste storage lockers. This work will require a written estimate to be provided prior to the COR and will be charged to VANCHCS on a separate invoice. |
H. REPORTS AND MEETINGS
| H.1 | Waste Report - The contractor shall provide the COR a report for each month that summarizes the hazardous waste/material movement from the points of generation to the TSDFs. The report format must be approved by the COR prior to the first required report. The report shall be in a Microsoft Excel format with all columns capable of being sorted by the user (i.e. drop-down lists for each column). At a minimum, it shall include the pick-up date, pick-up site, proper shipping name, contents, container size, container weight, TSDF, manifest number, and any other information required by the COR. The report shall have 1 sheet per month, a sheet that summarizes the information for each calendar year, and a sheet that summarizes the information for each fiscal year. The report shall be provided electronically to the COR by the 15th day of each month. |
| H.2 | Waste Characterization List - The contractor shall provide updates to the COR of the waste characterization list. This document will be provided upon award of the contract. Any change to the format will be approved by the COR. At a minimum it will include, Product Type or Name, Hazardous Components, Proper Shipping Name, EPA Waste #, California Waste #, Hazard Category, Physical State, Flash Point, Boiling Point, Packing Container, Special Requirements. |
| H.3 | Meetings – The contractor, and its’ subcontractors will meet with the CO and/or COR when scheduled. These meetings will be conducted by telephone and/or Microsoft Teams. Connections will be arranged by the COR. Attendance at an onsite meeting, with all costs paid by the contractor, will only be required in the event that the contractor is unable to perform waste services, a contractor-caused NOV has been issued to VANCHCS, or a significant contractor-caused spill has occurred. (See also section B.1 for the initial award meeting.) |
I. GOVERNMENT DELAY OF WORK
I.1 Stop-Work Order - The CO may, at any time, by written order to the contractor, require the contractor to stop all, or part, of the work called for by this contract for a period of 90 days after the order is delivered to the contractor, and for any further period to which the parties agree.
J. CONTRACT EFFECTIVE PERIOD
J.1 The Period of Performance for this contract will be effective from 01 July 2026 through June 31, 2027 with four one-year options from July through June of succeeding fiscal years.
K. EVALUATED OPTIONAL TASKS AND ASSOCIATED DELIVERABLES
K.1 Contractor shall not be allowed to miss the reporting periods unless authorized by the contracting Officer.
L. SCHEDULE FOR DELIVERABLES
| L.1 | Hazardous waste shall be picked up at least monthly as scheduled by the COR. Hazardous waste manifests shall be delivered at the time of disposal pick-up. Reports shall be delivered as previously stipulated. |
| L.2 | If for any reason any deliverable cannot be delivered within the scheduled time frame, the contractor is required to explain why in writing to the Contracting Officer, including a firm commitment of when the work shall be completed. This notice to the Contracting Officer shall cite the reasons for the delay, and the impact on the overall project. The Contracting Officer will then review the facts and issue a response in accordance with applicable regulations. |
| L.3 | See summary Schedule of Deliverables in Table 2. This is a summary and shall not be considered inclusive. |
M. CHANGES TO STATEMENT OF WORK
M.1 Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor.
N. REPORTING REQUIREMENTS
N.1 The contractor will notify the COR at least 2 working days prior to any scheduling conflict or any other issue related to the performance of this contract. The contractor must report any spills, release or injuries immediately to the COR or in case of emergency to the VA Police at 916-366-5401.
O. TRAVEL
O.1 Travel may be needed for the kick-off and closing meetings and will be at the contractor’s expense.
P. GOVERNMENT RESPONSIBILITIES
| P.1 | The Contracting Officer (CO), Contracting Officer Representative (COR) or designated person will provide point-of-contact information to the contractor. A COR will be designated to represent the Contracting Officer in furnishing technical guidance and advice under this contract. The foregoing is not to be construed as authorization to interpret or furnish advice and information to Contractor relative to the financial or legal aspects of the contract. Those matters are the responsibility of the Contracting Officer and shall not be delegated. |
| P.2 | Provide Contractor working space for the work performed at each site. |
R. RECORDS MANAGEMENT FOR CONTRACT
RECORDS MANAGEMENT OBLIGATIONS
A. Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.
B. Definitions “Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.
The term Federal record:
| 1. | includes VHA records. |
| 2. | does not include personal materials. |
| 3. | applies to records created, received, or maintained by Contractors pursuant to their VHA contract. |
| 4. | may include deliverables and documentation associated with deliverables. |
C. Requirements
| 1. | Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. |
| 2. | In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. |
| 3. | In accordance with 36 CFR 1222.32, the Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. |
| 4. | VHA and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VHA or destroyed except in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage, or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, the Contractor must report to VHA. The agency must report promptly to NARA in accordance with 36 CFR 1230. |
| 5. | The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records, and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records, and/or equipment is no longer required, it shall be returned to VHA control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). |
| 6. | The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material, and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VHA guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. |
| 7. | The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VHA policy. |
| 8. | The Contractor shall not create or maintain any records containing any non-public VHA information that is not specifically tied to or authorized by the contract. |
| 9. | The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act. |
| 10. | The VHA owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VHA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20. |
| 11. | Training. All Contractor employees assigned to this contract who create, work with or otherwise handle records are required to take VHA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. |
[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.] D. Flow down of requirements to subcontractors
| 1. | The Contractor shall incorporate the substance of this clause, its terms, and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same. |
| 2. | Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor. |
Table 1 - NCHCS HAZARDOUS WASTE DISPOSAL ESTIMATES
| Item Description (Mather) |
| Drum (Gal) |
| Qty/ Year |
| Wt./Drum |
(lbs) Total HW/Year (lbs)
UN1993 Waste Flammable Liquids, NOS, 3, PGIII, (Alcohols, Xylenes, Others) Note: Lab Pack, avg. 23 1-gallon bottles/drum
| 55 |
| 30 |
| 400 |
| 12,000 |
UN1950 Waste Aerosols, 2.1, PGIII, (Alcohols, Paints, Others) Note: Lab Pack of standard canisters.
| 30 |
| 10 |
| 50 |
| 500 |
NA3082 Hazardous Waste Liquids, NOS, 9, PGIII (Trace Formaldehyde, Alcohol) Note: Lab Pack, avg. 23 1-gallon bottles/drum
| 55 |
| 6 |
| 200 |
| 1,200 |
UN3264 Waste Corrosive Liquid, Acidic, Inorganic, NOS, 8, PGIII Note: Lab Pack, avg. 4 1-liter bottles/drum
| 5 |
| 6 |
| 25 |
| 150 |
UN3265 Waste Corrosive Liquid, Acidic, Organic, NOS, 8, PGIII Note: Lab Pack, avg. 4 1-liter bottles/drum
| 5 |
| 12 |
| 25 |
| 300 |
| UN3266 Waste Corrosive Liquid, Basic, Inorganic, NOS, 8, PGIII Note: Lab Pack, avg. 4 1-liter bottles/drum |
| 30 |
| 12 |
| 68 |
| 816 |
| UN3249 Waste Medicine, Solid, Toxic, NOS, 6.1, PGII (Warfarin pills and bottle) |
| 5 |
| 12 |
| 2 |
| 24 |
UN1851, Waste Medicines Liquid Toxic, 6.1, PGIII (Chemotherapy Solutions) Note: Lab Pack of various size containers.
| 15 |
| 12 |
| 50 |
| 600 |
UN1493, Waste Silver Nitrate, 5.1, PGII (Silver Nitrate Solution) Note: Lab Pack, avg. 2 1-gallon bottles/drum
| 5 |
| 6 |
| 5 |
| 30 |
UN1950 Waste Aerosols, Poison,2.1 (6.1), PGIII, (Pesticides) Note: Lab Pack of standard canisters.
| 15 |
| 6 |
| 5 |
| 30 |
Non-RCRA Hazardous Waste Liquids (various) Note: Lab Pack, avg. 4 1-liter bottles/drum
| 30 |
| 3 |
| 50 |
| 150 |
Non-RCRA Hazardous Waste Liquid (Oil) Note: Contractor pours 5-gallon containers into open-top drum.
| 30 |
| 3 |
| 100 |
| 300 |
Non-RCRA Hazardous Waste Solid (lab debris) Note: Lab Pack of empty debris.
| Yard |
| 12 |
| 350 |
| 4,200 |
Non-RCRA Hazardous Waste Solid (Filters, Absorbent) Note: Lab Pack of filters, absorbent, other material.
| 30 |
| 4 |
| 50 |
| 200 |
| Estimated Site Total (lbs) |
| 20,500 |
| Item Description (Martinez) |
| Drum (Gal) |
| Qty/ Year |
| Wt./Drum |
(lbs) Total HW/Year (lbs)
UN1950 Waste Aerosols, 2.1, PGIII, (Alcohols, Paints, Others) Note: Lab Pack of standard canisters.
| 5 |
| 4 |
| 10 |
| 40 |
UN1993 Waste Flammable Liquids, NOS, 3, PGIII, (Alcohols, Xylenes, Others) Note: Lab Pack, avg. 23 1-gallon bottles/drum
| 15 |
| 6 |
| 50 |
| 300 |
NA3082 Hazardous Waste Liquids, NOS, 9, PGIII (Trace Formaldehyde, Alcohol) Note: Lab Pack, avg. 23 1-gallon bottles/drum
| 5 |
| 4 |
| 5 |
| 20 |
| UN3266 Waste Corrosive Liquid, Basic, Inorganic, NOS, 8, PGIII Note: Lab Pack, avg. 4 1-liter bottles/drum |
| 5 |
| 6 |
| 5 |
| 30 |
UN3265 Waste Corrosive Liquid, Acidic, Organic, NOS, 8, PGIII Note: Lab Pack, avg. 4 1-liter bottles/drum
| 15 |
| 12 |
| 20 |
| 240 |
| UN3249 Waste Medicine, Solid, Toxic, NOS, 6.1, PGII (Warfarin pills and bottle) |
| 5 |
| 6 |
| 2 |
| 12 |
UN1851, Waste Medicines Liquid Toxic, 6.1, PGIII (Chemotherapy Solutions) Note: Lab Pack of various size containers.
| 15 |
| 20 |
| 30 |
| 600 |
Non-RCRA Hazardous Waste Liquid (Oil) Note: Contractor pours 5-gallon containers into open-top drum.
| 15 |
| 2 |
| 69 |
| 138 |
Non-RCRA Hazardous Waste Solid (Filters, Absorbent) Note: Lab Pack of filters, absorbent, other material.
| 5 |
| 6 |
| 10 |
| 60 |
Non-RCRA Hazardous Waste Solid (lab debris) Note: Lab Pack of empty debris.
| 55 |
| 20 |
| 75 |
| 1,500 |
Lead, Solid and Lead Aprons Note: Dispose Through a Lead Recycler
| 30 |
| 4 |
| 75 |
| 300 |
| Estimated Site Total (lbs) |
| 3,240 |
| Item Description (McClellan) |
| Drum (Gal) |
| Qty/ Year |
| Wt./Drum |
(lbs) Total HW/Year (lbs)
UN1950 Waste Aerosols, 2.1, PGIII, (Alcohols, Paints, Others) Note: Lab Pack of standard canisters.
| 5 |
| 2 |
| 10 |
| 20 |
| UN3249 Waste Medicine, Solid, Toxic, NOS, 6.1, PGII (Warfarin pills and bottle) |
| 5 |
| 4 |
| 2 |
| 8 |
UN1851, Waste Medicines Liquid Toxic, 6.1, PGIII Note: Lab Pack of various size containers.
| 5 |
| 10 |
| 13 |
| 130 |
Non-RCRA Hazardous Waste Solid (Filters, Absorbent) Note: Lab Pack of filters, absorbent, other material.
| 15 |
| 5 |
| 30 |
| 150 |
| Estimated Site Total (lbs) |
| 308 |
| Item Description (Mare Island) |
| Drum (Gal) |
| Qty/ Year |
| Wt./Drum |
(lbs) Total HW/Year (lbs)
UN1950 Waste Aerosols, 2.1, PGIII, (Alcohols, Paints, Others) Note: Lab Pack of standard canisters.
| 5 |
| 2 |
| 15 |
| 30 |
NA3082 Hazardous Waste Liquids, NOS, 9, PGIII (Trace Formaldehyde, Alcohol)
| 5 |
| 2 |
| 30 |
| 60 |
Non-RCRA Hazardous Waste Solid (Filters, Absorbent) Note: Lab Pack of filters, absorbent, other material.
| 15 |
| 2 |
| 30 |
| 60 |
| Estimated Site Total (lbs) |
| 150 |
| Item Description (Redding) |
| Drum (Gal) |
| Qty/ Year |
| Wt./Drum |
(lbs) Total HW/Year (lbs)
| UN3266 Waste Corrosive Liquid, Basic, Inorganic, NOS, 8, PGIII Note: Lab Pack, avg. 4 1-liter bottles/drum |
| 5 |
| 4 |
| 5 |
| 20 |
UN3265 Waste Corrosive Liquid, Acidic, Organic, NOS, 8, PGIII Note: Lab Pack, avg. 4 1-liter bottles/drum
| 15 |
| 4 |
| 20 |
| 80 |
| UN3249 Waste Medicine, Solid, Toxic, NOS, 6.1, PGII (Warfarin pills and bottle) |
| 5 |
| 4 |
| 2 |
| 12 |
UN1851, Waste Medicines Liquid Toxic, 6.1, PGIII (Chemotherapy Solutions) Note: Lab Pack of various size containers.
| 15 |
| 4 |
| 5 |
| 20 |
Non-RCRA Hazardous Waste Solid (lab debris) Note: Lab Pack of empty debris.
| 30 |
| 4 |
| 47 |
| 188 |
NA3082 Hazardous Waste Liquids, NOS, 9, PGIII (Trace Formaldehyde, Alcohol) Note: Lab Pack, avg. 23 1-gallon bottles/drum
| 5 |
| 4 |
| 30 |
| 120 |
| Estimated Site Total (lbs) |
| 400 |
| Item Description (Stockton) |
| Drum (Gal) |
| Qty/ Year |
| Wt./Drum |
(lbs) Total HW/Year (lbs)
| UN3249 Waste Medicine, Solid, Toxic, NOS, 6.1, PGII (Warfarin pills and bottle) |
| 5 |
| 6 |
| 2 |
| 12 |
UN1851, Waste Medicines Liquid Toxic, 6.1, PGIII (Chemotherapy Solutions) Note: Lab Pack of various size containers.
| 15 |
| 20 |
| 30 |
| 600 |
NA3082 Hazardous Waste Liquids, NOS, 9, PGIII (Trace Formaldehyde, Alcohol) Note: Lab Pack, avg. 23 1-gallon bottles/drum
| 5 |
| 20 |
| 40 |
| 800 |
Lead, Solid and Lead Aprons Note: Dispose Through a Lead Recycler
| 30 |
| 2 |
| 64 |
| 128 |
UN1950 Waste Aerosols, 2.1, PGIII, (Alcohols, Paints, Others) Note: Lab Pack of standard canisters.
| 5 |
| 10 |
| 10 |
| 100 |
| Estimated Site Total (lbs) |
| 1,640 |
| Item Description (Sonora) |
| Drum (Gal) |
| Qty/ Year |
| Wt./Drum |
(lbs) Total HW/Year (lbs)
UN1950 Waste Aerosols, 2.1, PGIII, (Alcohols, Paints, Others) Note: Lab Pack of standard canisters.
| 5 |
| 2 |
| 15 |
| 30 |
NA3082 Hazardous Waste Liquids, NOS, 9, PGIII (Trace Formaldehyde, Alcohol)
| 5 |
| 2 |
| 30 |
| 60 |
Non-RCRA Hazardous Waste Solid (Filters, Absorbent) Note: Lab Pack of filters, absorbent, other material.
| 15 |
| 2 |
| 30 |
| 60 |
| Estimated Site Total (lbs) |
| 150 |
| Item Description (Modesto) |
| Drum (Gal) |
| Qty/ Year |
| Wt./Drum |
(lbs) Total HW/Year (lbs)
UN1950 Waste Aerosols, 2.1, PGIII, (Alcohols, Paints, Others) Note: Lab Pack of standard canisters.
| 5 |
| 2 |
| 15 |
| 30 |
NA3082 Hazardous Waste Liquids, NOS, 9, PGIII (Trace Formaldehyde, Alcohol)
| 5 |
| 2 |
| 30 |
| 60 |
Non-RCRA Hazardous Waste Solid (Filters, Absorbent) Note: Lab Pack of filters, absorbent, other material.
| 15 |
| 2 |
| 30 |
| 60 |
| Estimated Site Total (lbs) |
| 150 |
| Item Description (Chico) |
| Drum (Gal) |
| Qty/ Year |
| Wt./Drum |
(lbs) Total HW/Year (lbs)
UN1950 Waste Aerosols, 2.1, PGIII, (Alcohols, Paints, Others) Note: Lab Pack of standard canisters.
| 5 |
| 2 |
| 15 |
| 30 |
NA3082 Hazardous Waste Liquids, NOS, 9, PGIII (Trace Formaldehyde, Alcohol)
| 5 |
| 2 |
| 30 |
| 60 |
Non-RCRA Hazardous Waste Solid (Filters, Absorbent) Note: Lab Pack of filters, absorbent, other material.
| 15 |
| 2 |
| 30 |
| 60 |
| Estimated Site Total (lbs) |
| 150 |
| Item Description (Yuba City) |
| Drum (Gal) |
| Qty/ Year |
| Wt./Drum |
(lbs) Total HW/Year (lbs)
UN1950 Waste Aerosols, 2.1, PGIII, (Alcohols, Paints, Others) Note: Lab Pack of standard canisters.
| 5 |
| 2 |
| 15 |
| 30 |
NA3082 Hazardous Waste Liquids, NOS, 9, PGIII (Trace Formaldehyde, Alcohol)
| 5 |
| 2 |
| 30 |
| 60 |
Non-RCRA Hazardous Waste Solid (Filters, Absorbent) Note: Lab Pack of filters, absorbent, other material.
| 15 |
| 2 |
| 30 |
| 60 |
| Estimated Site Total (lbs) |
| 150 |
| Item Description (Auburn) |
| Drum (Gal) |
| Qty/ Year |
| Wt./Drum |
(lbs) Total HW/Year (lbs)
UN1950 Waste Aerosols, 2.1, PGIII, (Alcohols, Paints, Others) Note: Lab Pack of standard canisters.
| 5 |
| 2 |
| 15 |
| 30 |
NA3082 Hazardous Waste Liquids, NOS, 9, PGIII (Trace Formaldehyde, Alcohol)
| 5 |
| 2 |
| 30 |
| 60 |
Non-RCRA Hazardous Waste Solid (Filters, Absorbent) Note: Lab Pack of filters, absorbent, other material.
| 15 |
| 2 |
| 30 |
| 60 |
| Estimated Site Total (lbs) |
| 150 |
| GRAND TOTAL (lbs) |
| 26,988 |
Table 1 - SCHEDULE OF DELIVERABLES
| Deliverable |
| Item |
| Details Found In This Section |
| Delivery Date |
| One |
| Contract manager information, sub-contractors information, and initial crew information. |
| C.1 |
C.2 C.3 With bid proposal, when changes occur, and annually thereafter in the first month of each optional year.
| Two |
| Certificates of insurance. |
| D.2 |
| With bid proposal, when changes occur, and annually thereafter in the first month of each optional year. |
| Three |
| Sub-Contractors and TSDFs information for approval by the COR. |
| C.5 |
D.3 With bid proposal, when changes occur, and annually thereafter in the first month of each optional year.
| Four |
| Hazardous waste pick-up and disposal. |
| A.2 |
D.4 D.9 Monthly
| Five |
| Hazardous waste manifests, land disposal restriction forms, and bills of lading, and specified handling of these documents. |
| D.5 |
D.6 Each pick-up.
| Six |
| Inventory of remaining hazardous waste at each site that is visited. |
| D.7 |
| Provided to the COR electronically by the 15th day of the following month. |
| Seven |
| Waste characterization and analysis. |
| E.1 |
E.2 As required by the contract and COR.
| Eight |
| DOT containers and EPA labels for shipping. |
| E.3 |
E.4 E.6 E.7 Each pick-up.
| Nine |
| The contractor shall provide a monthly and annual report summarizing hazardous waste pick-up and disposal. |
| H.1 |
| The report shall be provided electronically by the 15th day of the previous month. |
File details come from the government source that posted it. Updated .