Attachment 1 - Regulated Garbage Incinerator SOW.docx

Aircraft Regulated Garbage Incinerator Statement of Work (SOW) 21 January 2026

1.0. SCOPE OF WORK:

1.1. The Contractor shall provide all personnel, equipment, materials, supervision, and other items and services necessary to perform regulated garbage incineration for Minot Air Force Base (AFB), as defined in this Statement of Work (SOW). The Contractor shall perform in accordance with all terms and conditions of this SOW and all applicable federal, state, and local regulations.

2.0. BACKGROUND:

Minot AFB is a point of entry for aircraft that have traveled internationally. Waste generated from these aircraft is considered "Regulated Garbage" by the U.S. Department of Agriculture's (USDA) Animal and Plant Health Inspection Service (APHIS) to prevent the introduction of foreign pests and diseases. This contract secures the services of a qualified facility to dispose of this regulated garbage in accordance with federal law.

3.0 DEFINITIONS:

3.1 Definition and Examples of Garbage: For the purposes of this contract, "Garbage" is defined as all waste material derived in whole or in part from fruits, vegetables, meat, or other plant and animal material. This includes, but is not limited to:

· Food scraps, table refuse, and galley refuse.

· Food wrappers and packaging materials.

· Waste from stores, food preparation areas, crew quarters, and dining rooms; and

· Unconsumed meals or food that were available for consumption.

3.2. Definition of Regulated Garbage: Garbage becomes "Regulated Garbage" subject to Animal and Plant Health Inspection Service (APHIS) regulations when it is on or removed from a conveyance that has been in:

· Any port outside the United States and Canada within the previous two-year period; or

· Any port in Hawaii or any United States territory or possession within the previous one-year period.

4.0 CONTRACTOR RESPONSIBILITIES:

4.1 The Contractor shall incinerate all regulated garbage provided by the Government in accordance with the standards set forth by USDA APHIS.

4.2 The Contractor shall operate and maintain a facility approved for the disposal of regulated garbage.

4.3 The Contractor shall provide a primary and alternate point of contact and a contact phone number at time of award. The Contractor shall be available to receive calls during normal hours of operation after award.

4.4 The Contractor shall submit all invoices for services rendered in accordance with the procedures outlined in Section 9.0 of this SOW and in the Contract.

5.0 GOVERNMENT RESPONSIBILITIES:

5.1 General Responsibility: The Government is responsible for all actions related to the collection of regulated garbage from aircraft, as well as the safe and compliant containment and transportation of that garbage from Minot Air Force Base to the Contractor's designated facility.

5.2 Containment: Prior to transport, the Government shall ensure that all regulated garbage is securely contained. This requires, at a minimum:

Placing the garbage in sealed, leak-proof bags to prevent any spillage or leakage during handling and transit.

Ensuring containers are robust enough to withstand transportation without being compromised.

5.3 Labeling: All bags or containers holding regulated garbage must be clearly and conspicuously marked with the words "REGULATED GARBAGE" to ensure proper handling and prevent accidental diversion.

5.4 Transportation Vehicle: The Government shall use a covered or fully enclosed vehicle to transport the regulated garbage. This is to protect the containers from weather, prevent access by pests or other animals, and ensure full containment during transit.

5.5 Direct Transit: The Government vehicle shall proceed directly from the point of collection on Minot AFB to the Contractor’s approved facility. Deviations from this route or unscheduled stops while carrying regulated garbage are not permitted.

5.6 Scheduling and Delivery:

The Government shall contact the Contractor by phone within 24 hours of an aircraft’s arrival to schedule an appropriate drop-off time.

Delivery of the regulated garbage to the Contractor's facility will occur within 48 hours of the aircraft’s landing and must take place during the Contractor’s normal hours of operation as defined in this SOW.

5.7 Documentation of Delivery and Weight:

5.7.1 Certified Scale: The Contractor shall use a state-certified and calibrated scale to weigh all regulated garbage delivered by the Government. The Contractor is responsible for maintaining the scale's certification and calibration records and shall make them available to the Government upon request.

5.7.2 Weight Ticket Requirement: For each delivery, the Contractor shall provide the Government representative (driver) with a serialized Weight Ticket at the time of service. This ticket serves as the official record of delivery and quantity.

5.7.3 Required Information: At a minimum, each Weight Ticket must be legible and include the following information:

· Contractor's Name and Facility Address

· Unique, sequential Ticket Number

· Contract Number

· Date and Time of Arrival

· Net Weight (in pounds)

· Printed name and signature of the Contractor's scale operator

· Printed name and signature of the Government's representative (driver)

5.7.4 Record for Payment: The Government's signed copy of the Weight Ticket will serve as the primary source document for verifying the contractor's monthly invoices. Discrepancies between invoices and the sum of weight tickets for a given period may result in invoice rejection. The Government representative (driver) is responsible for digitally transmitting a legible copy of the signed Weight Ticket to the Squadron’s Resource Advisor and to the designated office for official program records. This transmission must be completed within eight (8) business hours of delivery.

6.0 PLACE OF PERFORMANCE:

All services required by this SOW shall be performed at the Contractor's approved facility located in Minot ND. The awardee will provide the Government with the full facility address prior to award.

7.0 HOURS OF OPERATION:

7.1 Normal hours of operation for scheduling and receiving garbage shall be from 7:30 AM to 4:30 PM CST, Monday through Friday.

7.2 Services are not required on Saturdays, Sundays, or Federal holidays.

8.0 PAYMENT AND INVOICING:

8.1 Compensation: The Government shall pay the Contractor on a per-pound basis for the complete and satisfactory performance of the services described in this SOW.

Example: Unit Price: [$XX.XX per pound] of regulated garbage incinerated.

8.2 Invoicing Procedures: The Contractor shall submit invoices as needed and statements at least quarterly.

8.3 Wide Area Workflow (WAWF) Submission: In accordance with DFARS 252.232-7003, the Contractor shall submit all payment requests electronically via the Procurement Integrated Enterprise Environment (PIEE), using the Wide Area Workflow (WAWF) module. Paper invoices will not be accepted.

8.3.1 The Contractor is responsible for registering and maintaining an active account in the PIEE system.

8.3.2 The Contractor shall submit invoices using the ‘2-in-1 (Services Only)' document type in WAWF.

8.3.3 Each invoice submitted in WAWF must include the following information at a minimum:

Contract Number and Delivery Order Number

Contract Line-Item Number (CLIN)

Invoice Date and a unique Invoice Number

Period of Performance for services being billed

Total pounds incinerated for the billing period

Unit price and total invoice amount

Payment will not be processed until acceptance is officially recorded in the system. A WAWF invoice can be legitimately rejected if it is considered "improper," meaning it contains inaccuracies, lacks required information, or fails to comply with contract terms, thus preventing the government from verifying the accuracy and legitimacy of the payment request. The rejection of an invoice in WAWF for any reason does not release the Contractor from their obligation to continue performance. Furthermore, any failure by the Contractor to submit invoices in a timely manner shall not be considered a valid reason to suspend or cease services.

10.0 APPLICABLE DOCUMENTS AND REGULATIONS:

The Contractor shall comply with all applicable federal, state, and local laws, including but not limited to the regulations set forth by the Animal and Plant Health Inspection Service (APHIS) concerning the handling and disposal of regulated garbage (e.g., 7 CFR § 330 and 9 CFR § 94).