A P09 MWD-915-Trash Services-SOW.pdf

TRASH AND RECYCLING SERVICES

ABRAHAM LINCOLN NATIONAL CEMETERY

Performance of Work Statement

1. General Scope

Abraham Lincoln National Cemetery has a requirement for refuse and recycling collection services, to be provided in accordance with the terms and conditions outlined in this Performance Work Statement (PWS).

2. Goals

The primary objective of this contract is to obtain the services of a qualified and experienced Contractor to perform the required services, which include the collection, transportation, and disposal of solid waste, as well as the proper handling and recycling of designated recyclable materials, in accordance with the requirements set forth in this Performance Work Statement (PWS). The Contractor shall perform all services in a safe, timely, environmentally responsible, and compliant manner, ensuring adherence to all applicable federal, state, and local regulations.

3. Observance of Federal Government Holidays

No service shall be performed on the following federal holidays, or on days designated by the Government as observed holidays in lieu thereof:

New Year’s Day 1st day of January

Martin Luther King Jr.'s Birthday 3rd Monday of January

Presidents Day 3rd Monday of February

Memorial Day Last Monday of May

Juneteenth 19th day of June

Independence Day 4th day of July

Labor Day 1st Monday of September

Columbus Day 2nd Monday of October

Veterans Day 11th day of November

Thanksgiving Day 4th Thursday of November

Christmas Day 25th day of December

When a designated pickup date falls on a holiday, the service shall be performed on either the preceding or following business day, as coordinated with the Contracting Officer (CO) or the Contracting Officer’s

Representative (COR), unless otherwise specified in writing by the Government.

4. General Requirements

The Contractor shall furnish, deliver, maintain, and remove refuse and recycling containers as requested by the Government. Delivery and removal shall be performed at the direction of the Contracting Officer (CO) or the Contracting Officer’s Representative (COR). The Contractor shall provide all management, labor, equipment, tools, supplies, vehicles, transportation, and any required licenses or permits necessary to ensure the timely and proper pickup, removal, and disposal of refuse and recyclable materials at all designated active sites.

SPECIFICATIONS

This is an indefinite-quantity indefinite-delivery contract for the supplies or services specified, and effective for the period stated, in the Schedule. The quantities of supplies and services specified in the Schedule are intended to allow flexibility when ordering. The container type and size ordered will be dependent on the needs of the cemetery and are subject to change during the life of the contract.

The following list, with subsequent corresponding descriptions of services, covers the types and delivery frequencies of waste and recycling containers that may be required for fulfillment of this contract. The

Contractor shall coordinate with the CO or COR as appropriate to determine site-specific container requirements, delivery schedules, and container placement locations.

Base

Year

Line-

Item

Number

Section Description **Pricing is to be all inclusive**

0001 A.1.1 6-yard General waste containers emptied weekly.

0002 A.1.2 4-yard Mixed recycling containers emptied weekly.

0003 A.1.3 20-yard general waste, headstones, and construction materials container (on-call).

0004 A.1.3 30-yard general waste, headstones, and construction materials container (on-call).

0005 A.1.4 Overage fee per ton beyond 2 tons for on-call general waste, headstones, and construction materials containers.

A.1.1 General waste containers (emptied weekly):

The contractor shall provide the required size and quantity of containers at each active site for the collection and disposal of general (non-hazardous) waste, as determined by the Government. The Contractor shall perform weekly pickup and servicing of each container. The CO/COR, as appropriate, will determine and designate the exact locations for all containers at each site. The Contractor shall place containers in these specified areas and shall not relocate containers without prior approval. Scheduled services shall be invoiced monthly.

A.1.2 Mixed recycling containers (emptied weekly):

The contractor shall provide the required size and quantity of containers at each active site for the collection and disposal of mixed recycling, as determined by the Government. The Contractor shall perform weekly pickup and servicing of each container. The CO/COR, as appropriate, will determine and designate the exact locations for all containers at each site. The Contractor shall place containers in these specified areas and shall not relocate containers without prior approval. Scheduled services shall be invoiced monthly.

A.1.3 Containers for general waste, headstones, and construction materials (on-call):

The contractor shall provide delivery and pick up of the required size and quantity of containers at each active site for the collection and disposal of general waste, headstones, and construction materials on an on-call, as needed basis. Container delivery and pickup shall be within 3 business days of notification. The

CO/COR, as appropriate, will determine and designate the exact locations for all containers at each site. The

Contractor shall place containers in these specified areas and shall not relocate containers without prior approval. The price for on-call containers will be all inclusive (delivery, pickup, trip charges, disposal.), excluding overage charges. On-call services shall be invoiced after completion of the service.

A.1.4 Overage fees for on-call containers:

In the event that there is a weight overage (beyond 2 tons) for an on-call container, the Contractor shall include documentation (e.g., weight tickets or disposal receipts) to support invoice.

5. Containers/Dumpsters

a. Delivery of Containers/Dumpsters Following submission of the Contractor’s proposed container delivery schedule to the Contracting Officer, the Contractor shall coordinate with the COR to finalize the schedule. If the COR is unavailable to be onsite during delivery, the COR may designate appropriate Cemetery Staff to collaborate with the Contractor on delivery logistics. The COR or designated representative shall provide the Contractor with the exact placement locations and approve all container styles and types prior to delivery. The Contractor shall promptly notify the COR or designated inspector of any issues related to container or dumpster delivery to resolve any logistical challenges or discrepancies.

b. Contractor’s Responsibility for Containers

1. The Contractor shall be fully responsible for the delivery, maintenance, and removal of all containers, dumpsters, and related equipment throughout the contract period. Containers shall be pre-approved by the Contracting Officer’s Representative (COR) prior to use.

2. Containers and dumpsters shall be kept in proper repair. All containers and dumpsters shall be painted in a single uniform color distinguishing waste from recycling. The exterior surfaces, including paint, lettering, and decals, shall be maintained in good condition without fading, missing components, or damage. Containers shall be free of graffiti; any graffiti containing profanity or offensive material is unacceptable.

3. Containers shall be washable, and maintained free of holes, vermin, or any foreign matter that could cause personal injury or damage to property. Containers must not emit unpleasant odors as determined by the Contracting Officer’s Representative (COR) or designated Cemetery representative. Any such odors shall be corrected on the next scheduled trash removal service by the Contractor at the Contractor’s expense. The Contractor must obtain prior written approval from the COR before applying or using any chemical or biological agents on Government land or facilities. The Contractor shall provide the COR, in advance, with a Safety Data Sheet (SDS) for any proposed agent. Failure to remedy defective container conditions upon notification may result in a determination of Contractor default and could lead to contract termination.

4. Containers and dumpsters shall be emptied, picked up, and returned/replaced empty on the same day. All lids must be securely closed after emptying. Containers with designated landing pads shall be returned substantially on the landing pad.

5. The Contractor shall provide substitute containers or dumpsters within one (1) business day of notification of a defective container/dumpster in critical areas, where waste accumulation presents a public health concern, including weekends and holidays.

6. The Government shall not be held responsible for damage to the Contractor’s equipment. The

Contractor shall maintain all equipment to minimize mechanical failures. The Contractor is responsible for the immediate cleanup, proper disposal, and reporting of all hazardous waste spills within Cemetery service areas. All spills shall be reported promptly to the COR and

Cemetery Director for documentation and action. Failure to comply may result in criminal or civil penalties, and grounds for Contractor default and possible contract termination.

7. Upon contract expiration or termination, the Contractor shall remove all Contractor-owned containers from Government sites within 7 Days.

6. Contractor Requirements

a. Contractor Qualifications

The Contractor shall possess the necessary knowledge, skills, abilities, and resources to perform all work described herein in accordance with best industry standards and practices. The

Contractor must have a minimum of one (1) year of prior experience in providing recycling and waste management services.

Furthermore, by submitting an offer and entering this contract, the Contractor represents and warrants that it is fully familiar with the scope and nature of the work required at all National

Cemetery sites participating under this agreement and understands the operational conditions and requirements under which the services must be performed.

Must be Licensed to provide services in accordance with https://epa.illinois.gov/topics/forms/land-permits.html

b. Personnel Qualifications

i. The Contractor acknowledges that qualified personnel are essential to the successful performance of this contract. All Contractor personnel performing services shall communicate effectively in English to ensure prompt, responsive, and safe service delivery.

ii. The Contractor employees shall be fully trained and have completed organizational training applicable to their duties and Occupational Safety and Health Administration (OSHA) required safety programs. All drivers operating vehicles requiring a Commercial Driver’s

License (CDL) must possess current and valid CDL with appropriate endorsements.

iii. Operators of equipment or vehicles within any National Cemetery shall comply with all applicable traffic rules and regulations, including but not limited to posted speed limits and weight restrictions.

c. Contractor Uniforms

All Contractor personnel performing work on-site shall be readily identifiable as employees of the Contractor. This shall be accomplished by wearing distinctive clothing clearly bearing the

Contractor’s company name that includes both the Contractor’s company name and the employee’s name. The uniform shall be maintained in a clean and professional condition at all times while on Government property.

d. Contractor Vehicles

i. The Contractor shall provide a list of vehicles intended for use in the performance of the contract. The vehicles intended for use must be designed for the container types they will be servicing.

ii. Vehicles must present a neat and clean appearance and be in a state of good repair.

Vehicles and equipment must function properly and be free of damage and fluid leaks of any kind.

iii. The name or logo of the contractor providing service shall be clearly and prominently displayed on all vehicles used in performance of work under this contract.

iv. Vehicles used for transporting recyclables, waste, or fluid/gray water shall be designed and maintained to prevent loss or spillage of materials during transport. All vehicles shall be covered or enclosed to prevent contents from escaping.

https://epa.illinois.gov/topics/forms/land-permits.html

v. If any material is thrown from or falls off a vehicle, the Contractor is responsible for immediate collection and return of such material to the vehicle. Any property damage resulting from unsecured loads or material spillage shall be the sole responsibility of the

Contractor and must be reported promptly to the Contracting Officer’s Representative

(COR).

vi. The COR reserves the right to inspect Contractor vehicles, containers, and adjacent areas to verify compliance with quality and performance standards outlined in this contract.

vii. All vehicles shall be equipped with required standard safety equipment, spill containment kits, and maintain current and valid state inspections, Department of Transportation (DOT) certifications, and other applicable endorsements or permits.

7. General Conditions

a. Maintaining the Container/Dumpster Sites.

i. The Contractor shall leave the service/loading area clean and orderly after each pickup.

ii. All container/dumpster lids shall be closed after emptying, where applicable.

b. In Case of Damage.

i. The Contractor shall be responsible for any damage to persons or property caused by its fault or negligence.

ii. The Contractor shall take all necessary safety and health precautions to protect worksites, workers, the public, and Government property.

iii. Any incidents or accidents involving Contractor vehicles or equipment must be reported immediately to the COR and Cemetery Staff. Failure to report may result in criminal or civil actions and grounds for contract default or termination.

iv. The Contractor shall repair or replace any loading docks, building structures, or landscape features damaged during contract performance.

v. Substantial damage to historic docks or buildings may require compliance with the

National Historic Preservation Act (NHPA), documentation, and repair using historic methods. All repairs shall restore damaged areas to original condition and meet the satisfaction of the Contracting Officer at no cost to the Government.

vi. The Government reserves the right to perform any historic repairs itself and charge the

Contractor accordingly.

c. Access to Government Facilities.

i. The Contractor shall have rights of ingress and egress to Government facilities Monday through Friday, between 8:30 a.m. and 3:00 p.m., excluding Federal Government holidays outlined in Section 4.

ii. The Government reserves the right to require Contractor employees to sign in and out upon entering and leaving Government facilities.

iii. Keys to Government facilities will not be issued to the Contractor for security reasons.

iv. The Contractor shall use only the main entrance (see cemetery map below) to access the cemetery for performance of duties. Attempts to enter through the incorrect entrance will not be an acceptable reason for non-performance of services, and service will be rescheduled within 2 business days.

8. Quality Assurance:

a. The Government shall conduct surveillance activities and evaluate the Contractor’s performance to ensure services are received in accordance with requirements set forth in this contract. These surveillance activities shall be accomplished in a manner which is timely to ensure no defects are initiated after Contractor has provided the services. The CO/COR as appropriate, will utilize the

Contractor’s work schedule to plan their inspections and surveillance activities. The CO/COR as appropriate, will record inspection and surveillance results which then become the official National

Cemetery Administration record of the Contractor’s performance.

b. ACTIONS:

i. Normally, the CO/COR as appropriate, will verbally advise or give a written inspection report to the Contractor of discrepancies the first time they occur and ask the Contractor to correct the problem. A notation will be made of the date and the time the deficiency was discovered and the date and time the Contractor was notified.

ii. If the Government created any of the discrepancies, these will not be counted against the

Contractor's performance. When the Government has caused the Contractor to perform in an unsatisfactory manner, the COR will forward a written notice to the responsible organizational element requesting corrective action be taken.

iii. When the Contractor is not meeting the acceptable limits of satisfactory performance, a

Contract Discrepancy Report (CDR) will be issued to the Contractor. The seriousness of the failures should govern whether to issue CDR at the end of the period, or as soon as work performance is less than satisfactory.

iv. When a CDR is issued for a service, the Contracting Officer and/or the COR may exercise any contractual remedy available for non-performance, in accordance with FAR 52.212-4, “Inspection and Acceptance”.

9. Contractor’s Representative

Upon contract award, the Contractor shall promptly provide the Contracting Officer (CO) with the name and contact information of the individual designated as the Contractor’s Representative for this contract.

The Contractor’s Representative shall have overall management responsibility for the execution of all contract requirements and shall serve as the primary point of contact for day-to-day operations, receiving technical directions, and addressing issues that arise under the contract. This individual shall also be responsible for coordinating and communicating matters of mutual concern with Government representatives. The Contractor’s Representative may appoint a designated inspector or liaison to work directly with the Government on operational matters such as extra pickups or minor issues, subject to the approval of the CO.

10. Supervision

a. The Contractor shall provide adequate supervision to ensure that the removal, transportation, and disposal of solid waste and recyclable materials are performed in full compliance with all terms and conditions of this contract.

b. The Contractor shall maintain satisfactory standards of employee competency, conduct, appearance, and integrity. The Contractor is responsible for taking all necessary disciplinary actions regarding its employees to maintain these standards.

c. The Contracting Officer (CO) reserves the right to require the immediate removal from the job site of any Contractor employee who is deemed unsuitable, objectionable, or whose continued employment is contrary to the public interest or inconsistent with the best interests of the Government.

11. Regulatory Compliance, Permits, Licenses.

a. The Contractor shall obtain and maintain all applicable licenses, permits, and certifications necessary to perform the work required under this contract prior to the commencement of performance. All such licenses and permits shall be current and valid throughout the contract term. Upon request, the

Contractor shall provide the Contracting Officer with copies of all licenses and permits, including but not limited to a base county license, Will County operating license, state and local permits, and evidence of participation in organizational driver training and safety programs. Additionally, the

Contractor shall provide proof that every driver operating vehicles under this contract holds a current and valid Commercial Driver’s License (CDL) with the appropriate endorsements, where applicable.

b. The Contractor shall, at no expense to the Government, be responsible for obtaining and maintaining all necessary licenses and permits and for complying with all applicable Federal, State, and municipal laws, codes, and regulations governing the performance of the contract.

c. All operations under this contract shall comply with all current Federal and State environmental protection regulations applicable to the handling, management, and disposal of recycled materials and solid waste.

12. Billing

a. The Contractor shall submit a monthly itemized invoice (payment terms: net 30) via the Tungsten e-Invoice Network (http://www.tungsten-network.com/customer-campaigns/veterans-affairs/).

Each invoice shall include the following information:

i. Contractor’s name and address.

ii. Invoice date.

iii. Contract order number and associated line item(s).

iv. Detailed description of services performed, including quantity, unit of measure, unit price, and extended price.

v. Pick-up date(s).

vi. Container pick-up location(s).

vii. Name, title, phone number, and mailing address of the person to be notified in the event of a defective invoice.

b. The Government will accept invoices only after the services have been performed. Any invoice submitted prior to the completion of services will be rejected and returned to the Contractor.

c. Payment will be made only for actual services approved by the Contracting Officer and successfully performed by the Contractor.

End of Scope http://www.tungsten-network.com/customer-campaigns/veterans-affairs/