A04 Statement of Work.docx

Solid Waste Removal Hawaii Volcanoes National Park Statement of Work

1.0 General

This is a non-personal services contract to provide collection for 9-10 Cubic Yards (CY) of solid waste (rubbish) per week from the Rain-shed area of Hawaii Volcanoes National Park (HAVO or “Park”). The National Park Service shall not exercise any supervision or control over the contract service providers performing the services herein except to observe and schedule such services as provided in this contract. Such contract service providers shall be accountable solely to the contractor who, in turn, will be accountable to the National Park Service.

Description of Services/Introduction Contractor shall provide all personnel, equipment, supplies, dumpsters, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to collect 9-10 CY of general waste each week. Collection and removal of waste may be accomplished by utilizing either a 3 CY container that must be emptied 3 times a week, a 10 CY container to be emptied once a week, or a 30 CY container to be emptied once every two weeks, from the park’s Rain-shed area. Contractor will also be responsible for reporting the weight of the solid waste removed each week and transported to the land fill for NPS accountability and recording purposes. This will be a firm fixed-price contract for one base year, with the option to renew annually each year, for four additional years, not to exceed five years total. Contractor shall perform to the standards in this contract and per the general industry standards for solid waste management according to United States Environmental Protection Agency guidelines and local governmental regulations. Contractor will also be responsible for procuring all required state and/or county solid waste disposal permits and for all the associated permit and dumping fees. Contractor will be responsible for keeping the collection containers and associated removal equipment and vehicles maintained in a manner that will prevent injury to personnel, leakage or spillage, and which will not reflect negatively upon the National Park Service or the contractor.

Background Hawaii Volcanoes National Park has approximately fifty large volume trash bins used to collect solid waste produced by park visitors and staff. This usually amounts to around 9-10 CY of solid waste produced each week in the park. Currently, the park staff collects and consolidates the trash to a vendor provided dumpster located at our Rain-shed area to the Northwest of the Volcano Art Center and Kilauea Visitor Center. The Park would like to formalize a contract to ensure consistent services for the desired performance period of one year, with the option to extend the contract for four additional years. Such extensions of this contract are to be performed on an annual basis, not to exceed five years of total service.

2.0 Scope

2.1 Scope of Services

The collection of solid waste from Hawaii Volcanoes National Park Rain-shed Area

Contractor is to provide the following services and materials to safely and efficiently collect solid waste from a centralized location at the HAVO Rain-shed Area.

A. Obtain all necessary state and/or county permits for the disposal of Solid waste.

1. Permits shall be the responsibility of Contractor. NPS will not procure any of the required permits for use of the landfill.

2. All associated permit and dumping fees will be the responsibility of Contractor.

B. Provide the park with one solid waste container.

1. Container must be either 3 CY, 10 CY, or 30 CY and have a lid/lids or other way of covering waste to discourage rodent or animal infestation and to prevent wind redistribution.

a) If a 3 CY container is provided, it shall be collected 3 times per week.

b) If a 10 CY container is provided, it shall be collected once per week.

c) If a 30 CY container is provided, it shall be collected once every two weeks. Rubbish will not be allowed to remain longer than two weeks as it becomes an attractant for rodents and a health hazard.

2. Container must be in good working condition with no defects that would endanger the nearby potable water collection system, staff, visitors, or affect collection activities.

a) The container must be maintained in a manner that will not reflect negatively upon the National Park Service (NPS) or upon the contractor.

· All Holes or other defacements will be repaired in compliance with all applicable sanitation codes immediately and repainted, if needed, to prevent further damage.

· Covers, lids, handles and hinges shall be repaired promptly as needed.

b) If at any time during the performance of this contract the waste container is found to be defective, it shall be repaired or replaced by Contractor at no cost to the government (e.g., wheel is missing, metal is damaged or rotted, or container is excessively soiled).

c) Contractor is responsible for the delivery and removal of waste containers during the performance period of this contract.

3. Container must have identifying features that clearly indicate that it is the property of Contractor and not the park, as well as it’s intended purpose to include:

a) Company name and/or Logo

b) Company phone number

c) Sign identifying the purpose of the dumpster (i.e. Rubbish Only, Household Waste, or other appropriate designation).

C. Government Furnished Property

1. No government equipment will be provided

D. Service Schedule

1. If providing a 3 CY container:

a) Waste collection via truck or other industry approved method of the above container shall occur three days a week, every week, during the performance period of this contract.

b) Days for collection will be Monday, Wednesday, and Friday.

c) Hours of collection must be between 6 A.M. and 4 P.M.

d) If a holiday falls on a regular collection day, Contractor shall empty the container on the next available work day.

2. If providing a 10 CY container

a) Waste collection via truck or other industry approved method of the above container shall occur once per week, every week, during the performance period of this contract.

b) The day of the week for collection will be agreed upon by the contractor and the parks Contracting Officer Representative (COR) and/or the parks Point of Contact (POC) at the start of the contract and shall remain the scheduled collection day throughout the contract.

c) Hours of collection must be between 6 A.M. and 4 P.M.

d) If a holiday falls on a scheduled collection day, Contractor shall empty the container on the next available work day.

3. If providing a 30 CY container:

a) Waste collection via truck or other industry approved method of the above container shall occur once every two weeks during the performance period of this contract.

b) The day of the week for collection will be agreed upon by the contractor and the parks COR and/or POC at the start of the contract and shall remain the scheduled collection day throughout the contract.

c) Hours of collection must be between 6 A.M. and 4 P.M.

d) If a holiday falls on a scheduled collection day, Contractor shall empty the container on the next available work day.

Scope of Services Service location/bin location is at the Hawaii Volcanoes National Park Rain-shed Area. Please see attached photo:

Kilauea Visitor Center

Rain-shed Area

A site visit is highly recommended. Contractor is responsible for field checking site conditions prior to submitting a bid.

3.0 General Information

Recognized Holidays No work shall be performed on holidays. Contractor shall make every effort to schedule work on days immediately before or after those holidays noted below.

Method of Proposal and Payment Schedule

A. Proposal shall be lump sum for the above mentioned services and goods either quarterly or monthly.

B. Invoices shall contain the following information to be deemed “actionable”.

1. Date of Invoice

2. Contractor Address

3. Contractor DUNS number

4. An original signature from the contractor’s representative or accounting official

5. Contract number

6. Line item charges

7. Period of performance covered

8. Weight of solid waste transported to the land fill during each period of performance.

9. Amount charged in US dollars ($) C. All invoices shall be subject to the terms noted in the statement of work.

1. All invoices shall be submitted into the Invoice Processing Platform (IPP).

2. All payments shall be processed via an Electronic Funds Transfer (EFT).

3. A “courtesy copy” or company invoice shall be emailed in PDF format to the park COR for reference and processing.

4. Contractor must still submit the standard invoice through IPP even though the conditions for 3C have been met.

4.0 Contracting Officer Representative (COR)

The COR will be identified to the contractor in writing and possibly under separate cover from the actual contract. The COR monitors all technical aspects of the contract and assists in contract administration.

The COR is authorized to perform the following functions:

1. Assure that the contractor performs the technical requirements of the contract;

2. Perform inspections necessary in connection with the contract performance;

3. Maintain written and oral communications with Contractor concerning technical aspects of the contract;

4. Issue written interpretations of technical requirements, including Government drawings, designs, specifications;

5. Monitor Contractor’s performance and notifies both the contracting officer and Contractor of any deficiencies;

6. Coordinate site entry to Contractor personnel.

A letter of designation issued to the COR, a copy of which is sent to Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

5.0 Pre-Award Submittals and Notice to Proceed (NTP)

Pre-NTP Requirements After contract has been awarded, Contractor shall furnish the following to the park contracting officer and the contracting officer’s representative prior to notice-to-proceed:

A. Proposed method for waste collection B. Solid waste container specifications C. Contact info for payments and waste collection

Clarification of Contract Documents Contractor shall submit a request for information (RFI) to the contracting officer if there are clarifications needed for interpreting contract documents. Failure to provide adequate time to review and respond to RFI’s may result in delays in the completion of the contract.

Issuance of Notice to Proceed Upon receipt and park approvals, the contracting officer will issue a Notice-to-Proceed, and Contractor shall be permitted to order all parts and materials to execute the service.

6.0 Performance Period

Contractor will be awarded a base contract of one year to complete the terms and conditions of this contract. The park will then have the option of extending the contract at the end of each year for an additional year. Such an extension may not exceed a cumulative total of five years.

7.0 Post Award Conference/Periodic Progress Meetings

Contractor agrees to 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 officer’s representative (COR), and other government personnel, as appropriate, may meet periodically with Contractor to review the contractor's performance. At these meetings the contracting officer will apprise Contractor of how the government views the contractor's performance and the contractor will apprise the government representative 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.

Modifications

The general provisions reserve the contracting officer the right to make modifications to the contract within its scope if such modifications become necessary. It is essential to formalize the proposed modifications with minimum delay. The contracting officer will provide a request for modification to Contractor to include revised specifications, drawings, and other administrative requests. If any monetary adjustment and/or contract time is involved, a detailed cost proposal will be requested for submission within a period of time, usually not more than 10 days. In order to permit the contracting officer to determine quickly whether or not a proposal is acceptable, it is essential that any proposal comply with the following basic requirements:

1. The proposals must be in detail, itemizing material, equipment, labor, overhead, profit, and bond markup. Each item must be listed at its estimated cost to the contractor. Labor must be itemized by craft and the hourly rate paid. If the cost of fringe benefits and labor burden is not itemized, it is assumed that there is none or that it is included in the hourly rate shown.

1. In the event that it becomes necessary to delete work from the contract, Contractor may be required to separately justify all costs for work performed on the deleted item (if any) as well as any cancellation costs for materials ordered but not used in the work.

1. All contract time extensions required as a result of the proposed modification must be justified and supported in detail at the time of proposal

Acceptance/Rejection of Work

Contractor shall monitor all operations to ensure compliance with all requirements of the contract documents. In instances of noncompliance the government shall inform Contractor in writing of the deficiencies, and Contractor shall correct the deficiencies as soon as possible and before proceeding on with any more work associated with that issue. Quality assurance is the responsibility of Contractor including any work performed by a subcontractor. The COR or delegated day-to-day inspector will perform inspections during trash collection. These inspections will be conducted in order to verify the progress of the work being performed; ensure adherence to the delivery schedule; ensure compliance with the requirements of the contract documents; and ensure the various work plans are being followed.

Park Main Points of Contact

Primary POC:

Hawaii Volcanoes National Park Darren J. Parsons Buildings Utilities Facilities & Grounds Supervisor 1-808-985-6059 darren_parsons@nps.gov

Secondary POCs:

Hawaii Volcanoes National Park Edward L. Jones Facilities and Grounds Work Leader 1-808-985-6062 Edward_jones@nps.gov

Hawaii Volcanoes National Park James Sutton Facilities Manager 1-808-985-6055 james_sutton@nps.gov

Contractor Main Points of Contact (POC)

Contractor shall designate a primary POC for the following areas:

1. Scheduling of work. This person will be the primary POC for the contractor and will work directly with the COR to schedule the delivery and installation of the container as well as the collection schedule. Contractor must provide the office phone, mobile phone numbers and email address of this POC upon award.

2. Accounting. This person will be the primary POC for the contractor and will deal with any financial or contract related issues. Ideally, this person would have signatory authority as the contractor’s representative in all matters related to the execution of the contract and will work closely or supervise directly, the actions of the primary POC for scheduling. Contractor must provide the office phone number, mobile phone number, and email address for this POC upon award.

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