DRAFT Performance Work Statement Refuse and Recycle SJPR.pdf

PERFORMANCE WORK STATEMENT (PWS) FOR REFUSE AND RECYCLING

COLLECTION AND DISPOSAL SERVICES AT COAST GUARD SECTOR SAN JUAN, PR

1.0. INTRODUCTION

The United States Coast Guard (USCG), Logistics Command (LOGCOMM), is acquiring Refuse and Recycling Collection and Disposal Services for the USCG Sector San Juan, Puerto Rico. The purpose of this Performance Work Statement (PWS) is to describe the needs and outcome anticipated by the USCG for the full and complete provision of these services to ensure consistent performance both at Sector San Juan (SSJ) and Rio Bayamón Housing (RBH). The contractor shall ensure that these services are performed in a manner that provides superior customer service and that presents a comfortable, healthy and safe environment ensuring the health and safety of federal employees and members of the public and all federal buildings and property in accordance with the PWS.

2.0. BACKGROUND

2.1. The table below identifies the Location, Size and Number of Refuse Containers:

SECTOR SAN JUAN

Refuse Container Size Location of Container Qty 40-cy Closed Top

Container Vicinity of Bldg 110 (Eng Shops) 2

6-cy Open Top Container Adjacent to Bldg 127 (UPH South) and Bldg 128 (UPH North)

Total Sector San Juan 4

RIO BAYAMON HOUSING

Refuse Container Size Location of Container Qty 40 cy Open Top Container Vicinity of Child Development Center

(CDC)

32 gal Plastic w/cover Each housing unit adjacent to carport 123 45 gal Plastic w/cover Swimming Pool Area 2 32 gal Plastic w/cover Community Center by entrances 2 45 gal Plastic w/cover Playground & Swing Areas 2 32 gal Plastic w/cover Gate House 1 45 gal Plastic w/cover Dog Park 1 Total Rio Bayamon Housing 132

TOTAL 136

NOTES applicable to Table 2.1 above:

a. Each house collection point for container pick up is accessible adjacent to the carport.

b. The 40-cubic yard (cy) container at RBH shall be for collection of bulky household waste, including old appliances, vehicle parts (containing no refrigerants, oil, or other hazardous materials) and bulk scrap metals.

c. Service for all refuse containers located at Rio Bayamon Housing, with the exception of the housing units, should include trash liner replacement.

2.2. The table below identifies the Location, Size and Number of Recycling Containers:

SECTOR SAN JUAN

Recycling Container Size Location of Container Qty 32-gal Plastic Container

(Paper Only) Sector San Juan Offices 16

30-cy Closed Top container

Vicinity of Bldg 110 1

30-cy open vegetative waste container

Vicinity of Bldg 110 1

Total Sector San Juan 18

RIO BAYAMON HOUSING

Recycling Container Size Location of Container Qty 30-cy Container for

Recyclables Vicinity of CDC 1

32 gal plastic container w/cover (Paper Only)

CDC & Community Center by entrances 2

30-cy open vegetative waste container

Vicinity of CDC 1

Total Rio Bayamon Housing 4

TOTAL 22

NOTES applicable to Table 2.2 above:

a. The 32 gallon plastic containers at Sector San Juan Offices shall be collected from inside offices.

2.3. Definitions

2.3.1. Refuse. Includes all garbage, debris, rubbish and other similar waste material. Not included are explosive, incendiary waste materials and contaminated wastes from medical and radiological process.

2.3.2. Garbage. Animal and vegetable waste (and containers thereof) resulting from the handling, preparation, cooking, and consumption of foods. Edible, or hog feed garbage, is the portion of waste food that has been segregated for salvage.

2.3.3. Debris. Street sweepings, roofing and construction wastes, and similar waste material.

2.3.4. Rubbish. A variety of unsalvageable waste materials such as metal, glass, crockery, floor sweepings, paper, wrappings, containers, cartons, and similar articles not used in preparing or dispensing food. Rubbish is further subdivided:

a. Combustible Rubbish. Can be burned readily in an incinerator or burning pit.

b. Noncombustible Rubbish. Cannot be burned at ordinary incinerator temperatures (800 to 1800 degrees Fahrenheit).

2.3.5. Receptacles or Containers. Cans, drums, bins or similar receptacles, which can be handled easily, and multiple containers that are handled by mechanical truck mounted hoists.

2.3.6. Refuse Collection. Collection of cans, drums, bins or similar receptacles, which can be handled easily, and multiple containers that are handled by mechanical truck mounted hoists.

2.3.7. Collection. Pickup and disposal of accumulated refuse from any one unit at any time, regardless of the number of cartons or bundles.

2.3.8. Pickup Stations. Designated locations where refuse may be conveniently and efficiently assembled and stored in containers for collection.

2.3.9. Vegetative Waste. Waste that consists of grass, leaves, tree limbs, weeds, clean wood, wood chips, green plants, garden trimmings and stumps.

3.0. SCOPE OF WORK

The contractor shall furnish all labor, equipment, material, supplies, transportation, management and supervision, necessary to perform all Refuse and Recycling Collection and Disposal Services for all areas listed in the PWS. The service requirements and performance objectives relate directly to mission essential items as identified in the PWS, the Contractor Quality Control Plan and the Government Quality Assurance Plan providing for the highest level of service delivery performance critical to mission success.

4.0. APPLICABLE DOCUMENTS

4.1. Compliance - The contractor shall comply with all applicable Federal, State, local, municipal, environmental and hazardous laws, regulations and requirements; all industry standards/references; all Government and Coast Guard Regulations, attachments and exhibits identified herein and/or listed in the table below; and, all applicable instructions and directives, pertaining to the services required herein and to the conduct and qualifications of personnel in performance of this contract. The most recently published publication will be used as a reference. Prior to starting work under this contract, the contractor shall obtain and provide the required insurance, taxes, wages and permits/licenses and shall maintain such certifications throughout the term of this contract.

4.2. Publications - The Government will provide publications listed upon request. The Government may issue supplements or amendments to the publications from any organizational level during the life of the contract. The contractor shall keep all publications up-to-date and shall immediately implement those changes that result in a decrease or no change in the contract price. Before implementing any change that will result in an increase in contract price, the contractor shall submit to the Contracting Officer (KO) a price proposal for approval within 30 calendar days from the date the contractor receives notice of the revision, supplement, or amendment giving rise to the increase in cost of performance.

PUBLICATION TITLE DATE

COMDTINST M5100.29 Safety and Occupational Health Manual APR 1990 COMDTINST M5100.47 Safety and Environmental Health Manual FEB 2019 COMDTINST M5530.1C Physical Security and Force Protection Program DEC 2001 COMDTINST M6000.1F Medical Manual, Chapter 7 AUG 2014 COMDTINST 16478.1B Hazardous Waste Management MAR 1992

Drawing Refuse and Recycling Collection Sector San Juan Site Plan Drawing Refuse and Recycling Collection Rio Bayamon Housing

Area Site Plan

5.0. TECHNICAL REQUIREMENTS FOR PEST CONTROL SERVICES

5.1. General

5.1.1. Schedule: The contractor shall schedule and perform all refuse, recycling collection, disposal services of garbage and trash for the USCG Sector San Juan and the Rio Bayamón Housing areas in accordance with the approved task, frequency and work schedule; the approved Contractor Quality Control Plan; and, the required reports in accordance with Section 6.0, Deliverables. The contractor shall collect, remove and dispose of all refuse and recycling materials as scheduled in the PWS. All areas, which are involved in the collection and disposal services, shall be maintained in a neat, clean, uniform and safe condition at all times.

5.1.2. Bonds. The contractor shall provide any official bond required and pay any fees or cost involved or related to the authorization for any employees engaged in providing services specified herein. The contractor shall provide proof of compliance of “El Fondo del Seguro del Estado”, translated as “The State Insurance Fund”, which provides Workman’s Compensation for the employees working under this contract, as mandated by Puerto Rico Law, as specified in Section 6.0, Deliverables, of the PWS.

5.1.3. Pre-Start Meeting: Not less than 3 days prior to the start of the refuse collection work, the contractor shall schedule a pre-start meeting. This meeting shall include the Contracting Officer Representative (COR), the Environmental Technician/Environmental Protection Specialist and the Housing Office Representative. The contractor shall be prepared to discuss the following tasks/items:

a. Schedule of the work.

b. Safety measures (safety/environmental plan).

c. Inspection methods by the Quality Control Inspector.

d. Method of recycling and refuse collection, including the vegetative material procedures.

e. Points of contact (phone numbers) in case of emergencies and a list of persons employed under the contract.

f. Coordination of access to the working areas.

g. Verification of the quantities and location of refuse collection areas.

h. All licenses required by the local, state and federal government to operate the refuse collection operation.

i. The landfill area to be used to dispose the refuse/recycling for this project, including all required permits.

j. The Workman’s Compensation Insurance, “El Fondo del Seguro del Estado”. A certified copy is required.

5.1.4. Safety: The contractor shall utilize safe products and equipment and qualified personnel to ensure the health and safety of all in compliance with Environmental Protection Agency (EPA) and Occupational and Safety Hazard Administration (OSHA) regulations. All power equipment shall be operated within the safety parameters as defined by OSHA. Equipment shall be operated with particular care when near pedestrians and especially near children. Equipment shall be in working, safe, and good mechanical condition to operate on Coast Guard property. There shall be no visible oil or refuse spills on the road due to contractor carelessness or inadequate equipment. The contractor shall submit a Safety Plan for approval as specified in Section 6.0, Deliverables, of the PWS.

5.1.5. Technical Plan: The contractor shall submit a Technical Plan containing the following: method of collecting the refuse and recycling (including the vegetative material) and the places to use for disposal of the final product, including but not limited to the landfill area, and the recycling areas of collections. All the procedures that need to be used to conform with the regulatory agencies such as EQB, Puerto Rico Solid Waste Management Authority and EPA; any requirements that are needed to comply with all the local, Puerto Rico Commonwealth and federal laws; all the licenses and permits; an emergency back up plan in case the landfill area designated gets closed by the regulatory agencies; and, procedures to collect vegetative material and shredded in compliance with the regulatory agencies.

5.2. Special Collection Situations

5.2.1. Unscheduled Work: The Government reserves the right to request unscheduled pickups, at a predetermined price, as necessary to dispose of unexpected waste.

5.2.2. Incendiaries/ Explosives: If incendiary or other explosive material is found at a collection station, or at any location on Sector San Juan or Rio Bayamón Housing, the refuse collection workers shall immediately call the COR and provide the location.

5.2.3. Hazardous Materials: The contractor shall inform the COR of any hazardous materials (i.e.

batteries, tires) found in the performance of this contract and shall ensure they are not disposed of until coordinated with the Government Environmental Protection Specialist. The contractor shall comply with all Federal, State and Local environmental laws and regulations when handling hazardous materials. The contractor shall immediately contain and clean up the release or spill of a hazardous material and shall report the incident to the COR or the Environmental Protection Specialist.

5.2.4. Large/Bulk Items: The contractor is not required to pick up bulk items left near the 32 gallon containers at each house. Bulk items could be appliances, furniture, metal items, construction material, vehicle parts, etc. or any item that is larger than 1 cubic yard (cy). The contractor shall provide one 40-cy container near the Maintenance Shop at the Rio Bayamón Housing area where the Coast Guard may place bulk items. The contractor shall also provide one 40-cy container near Bldg. 110, Engineering Shops, at Sector San Juan for the same purpose stated above.

5.2.5. Refuse Collection: The contractor shall collect refuse in all containers according to the schedule of items except for bulk items and/or hazardous materials as identified in the PWS.

5.2.6. Paper Collection: The contractor shall collect paper from twenty (20) gray recycling containers located throughout Sector San Juan Offices. The collection points shall be distributed throughout Sector at the direction of the COR.

5.2.7. Vegetative Waste Collection: The contractor shall provide one 30-cy container upon request of the COR near the Maintenance Shop at the Rio Bayamón Housing area where the Coast Guard may place vegetative wastes. The contractor shall also provide one 30-cy container upon request of the COR near Bldg. 110, Engineering Shops, at Sector San Juan for the same purpose stated above.

5.2.8. Private Areas: The contractor shall not go on grass area and around family quarters to pick up loose trash. The contractor shall not use resident housing driveways or drive a vehicle in any area that is not specifically designated for use by vehicular traffic.

5.3. Disposal

5.3.1. Refuse Disposal: All refuse and bulk items shall be disposed of to a location licensed by the Government of Puerto Rico, following all Federal, State, local laws and regulations for such purposes.

The contractor shall obtain all necessary permits for disposing of refuse and copies of these permits shall be submitted to the COR. If the contractor changes the location of the site, a new permit shall be obtained and a copy again shall be submitted to the COR. All payments for the permit shall be at the contractor’s own expense. A report shall be submitted to the COR by the 15th of every month documenting the total amount of refuse materials that were collected the prior month.

5.3.2. Recycling Disposal: At a minimum, the contractor shall collect aluminum beverage cans, plastics and paper products. All items (i.e. cardboard, bottles, cans) shall be taken to a recycling operation licensed by the Government of Puerto Rico. The contractor shall comply with all Federal, State, local laws and regulations for such purposes. The contractor shall obtain all necessary permits for handling recyclables and copies shall be submitted to the COR. All payments for the permits shall be at the contractor’s own expense. A report shall be submitted to the COR by the 15th of every month documenting the total type and amount of recycled materials that were collected the prior month.

5.4. Pick-Up Schedules. The contractor shall furnish and maintain containers at pickup stations designated for trash and recyclables and at the frequency outlined herein.

5.4.1. Refuse Schedule:

a. Refuse collection from all 32-gallon, 45-gallon, 6-cy and 40-cy containers shall be accomplished Monday through Friday, excluding Federal Holidays, between the hours of 7:00 am and 6:00 pm. The COR shall be notified in advance of any deviations from the regular schedule.

b. Pick-up for the 32-gallon containers at the housing units, 32-gallon container at the Gate House, and 45-gallon container at the Dog Park at Rio Bayamón Housing shall be made once a week, the interval between collections not exceeding 7 calendar days.

c. Pick-up for the 45-gallon containers at the Swimming Pool Area, 32-gallon containers at the Community Center, and 45-gallon containers at the Playground & Swing Areas shall be made once every two weeks, the interval between collections not exceeding 14 calendar days.

d. The 40-cy containers shall be picked up once a week, the interval between collections not exceeding 7 calendar days.

e. The 6-cy containers for the collection and disposal of wet garbage (edibles) at the Sector San Juan Galley and UPH shall be picked up two times per week.

5.4.2. Recycling Schedule:

a. Recycling collection from the 32-gallon blue recycling containers at Rio Bayamón Housing shall be accomplished Monday through Friday, excluding Federal Holidays, between the hours of 9:00 am and 2:00 pm. Recycling collection from the blue recycling containers shall be made twice per month on the 2nd and 4th Thursday. The COR shall be notified in advance of any deviations from the regular schedule.

b. Recycling collection from the gray paper collection containers at Sector San Juan shall be accomplished Monday through Friday, excluding Federal Holidays, between the hours of 9:00 am and 2:00 pm. Paper recycling collection shall be made once per month on the 2nd Tuesday. The COR shall be notified in advance of any deviations from the regular schedule.

c. Recycling collection from the 30-cy containers at Rio Bayamón Housing and Sector San Juan shall be accomplished Monday through Friday, excluding Federal Holidays, between the hours of 7:00 am and 6:00 pm. Collection from the 30-cy containers shall be picked up when full upon notification from the COR. The contractor shall make arrangements to have the recycling picked up within 2 working days after notification.

5.4.3. Vegetative Waste Schedule: The 30-cy containers for vegetative waste shall be delivered within 2 working days upon request of the COR. The 30-cy vegetative waste container shall be picked up when full, but no more than two times per month. The COR will notify the contractor when the vegetative container is full and the contractor shall make arrangements to have the container picked up within 2 working days after notification.

5.4.4. Inclement Weather Schedule: The contractor shall collect refuse in all weather conditions unless there is a warning during a hurricane condition. Operations shall resume to normal within 24 hours after the threat has terminated and roads have been cleared.

5.4.5. Hurricane Condition: Hurricane season occurs during the period of June 1st through November 30th of each year. Should the Unit Commander set a “Condition III Warning”, indicating that a hurricane could touch land within 72 hours, the COR will immediately notify the contractor. The contractor shall respond within 12 hours to empty containers and then either relocate to a safe location or strap down in place the empty containers. The container strap-down system shall be approved by the COR. It shall have the ability to hold down the container and its cover.

5.4.6. Holidays: The contractor shall schedule holiday pick-ups so that the number of pick-ups per week for refuse will remain the same as required in the PWS.

5.4.7. Emptied Containers: After being emptied, the refuse and recycling containers shall be returned to their original position with lids placed in the closed position.

5.5. Contractor Furnished Supplies, Material and Equipment: The contractor shall furnish all necessary supplies, material and equipment, of the size and type customarily used in work of this kind, needed for the performance of the work, except for those specifically stated to be Government-Furnished in the PWS. Materials supplied by the contractor shall be of a quality to conform to applicable Federal specifications.

5.5.1. Containers:

a. Refuse/Recycling Containers: The contractor shall furnish two 6-cy containers and two each of the 40-cy refuse containers for use by the Coast Guard for the duration of the contract. The contractor shall replace or repair these containers if damaged at the contractor’s own expense. The contractor shall provide a means of temporarily covering (i.e. tarp) a container not having a fixed lid or cover during transportation to the disposal site.

b. Vegetation Waste Container: The contractor shall provide two 30-cy containers for vegetation waste collection within 2 working days upon request of the COR.

5.5.2. Containers Maintenance: All containers provided by the contractor shall be painted of a uniform color and shall not exhibit rust perforation. Touch-up paint other than the color of the container shall not be used. All covers shall function properly. All doors shall open and close without difficulty. Bad hinges, handles, casters, etc. shall be replaced. Containers shall not leak or otherwise allow its contents to exit onto the surrounding area. Containers shall be identified with the company’s logo.

5.6. Government Furnished Equipment, Facilities, Utilities

5.6.1. Small Containers:

a. The contractor is not required to furnish any of the 32/45-gallon containers. One 32-gallon containers will be located at each of the 149 houses.

b. Additional 32-gallons and 45-gallons will be placed at different locations throughout the site at Rio Bayamón Housing. Quantities and specific location are described in Section 2.1, Background, of the

PWS.

5.6.2. Storage Area: No storage area is allowed on Coast Guard property for this project.

6.0. DELIVERABLES

The Contractor shall submit the following deliverables in the format, content, and schedule as outlined in the table below; and, via the following electronic media, MS Word, when applicable. The format shall be PC compatible and submitted on a CD-ROM or via email. TWO (2) copies of each deliverable shall be provided – one for the Contracting Officer and one for the COR – unless otherwise noted.

DELIVERABLES REQUIRED FREQUENCY

Contractor’s Corporate Experience/Financial Capability With Quote As revised Technical Plan With Quote As revised Name(s), telephone number(s) and address(s) of the Point(s) of Contact for Contractual Issues.

With Quote As revised

Certificate of Insurance or Insurance Company Letter per FAR Clause 52.228-5 and HSAR Clause 3052.228-70.

With Quote Annually

Schedule for all necessary assignments by dates and areas for each location.

Five days after contract award; and, annually, thereafter.

As revised

Safety Plan Five days after contract award.

As needed

Fondo del Seguro del Estado Certificate (Workman’s Compensation) as required by Puerto Rico Law.

Five days after contract award.

Annually

A list of persons employed under the contract Five days after contract award.

Updated as necessary

Quality Control Plan Ten days after contract award

As revised

Monthly Report Documenting Collected Refuse Materials 15th of every month Monthly Monthly Report Documenting Collected Recycling Materials

15th of every month Monthly

Contract Discrepancy Report Within 5 days of receipt

As needed

7.0. PERSONNEL REQUIREMENTS/QUALIFICATIONS

7.1. Management: The contractor shall manage the total work effort associated with operations and all other services required herein in a skillful and professional manner to assure fully adequate and timely completion of these services. Included in this function is a full range of management duties including, but not limited to, planning, scheduling, cost accounting, report preparation, establishing and maintaining records and quality control. The contractor shall provide an adequate staff of personnel with the necessary management expertise to assure the performance of the work in accordance with sound and efficient management practices.

7.1.1. The Contractor, or designated qualified personnel, and any substitute(s), shall be able to effectively communicate with all government and non-government personnel and shall have full authority to act for the contractor on all contractual matters relating to the daily performance of the contract; and, to receive, accept and sign for any notices, inspection reports and all other correspondence on behalf of the contractor from the Contracting Officer or COR.

7.1.2. The contractor, or designated qualified personnel, who shall serve as the central point of contact for the government, shall oversee the collection operations and monitor and ensure all work is performed in accordance with the PWS; shall maintain the work specification requirements, scheduling, inspections and safety standards; shall be available when the contract work is in progress; and, shall have the ability to respond to the site to monitor work progress and for any other emergency.

7.1.3. The contractor, or designated qualified personnel, shall return calls to the COR within one (1) hour of being contacted and shall provide the COR his/her cellular phone and an e-mail address to be reached during normal workday hours.

7.2. Availability: In the event the contractor fails to provide the manpower necessary to accomplish the work requested, the government reserves the right to obtain the services elsewhere. The cost of services shall be charged against the contractor and the amount of all costs to the government incurred, as a result of such action, shall be deducted from any payment due the contractor.

7.3. Worker’s Safety, Security and Use of Premises: The refuse collection workers will be working on a Coast Guard military installation and shall be familiar with and obey established fire, safety, environmental and security regulations. All employees shall wear a distinctive uniform at all times. The contractor shall ensure all workers look neat and wear safety equipment/clothing while collection is in progress. The contractor shall provide a list of employees’ names in accordance with Section 6.0, Deliverables, of the PWS.

7.3.1. Security Requirements: All contractor personnel shall obtain security passes from the Security Office prior to beginning work and shall carry this ID at all times while working under this contract.

Each employee shall show a valid driver’s license, birth certificate or company ID card to be issued a security pass. Contractor personnel shall not stray from the immediate area of work or direct avenues of ingress and egress unless authorized in advance by the COR. Contractor personnel may be required to submit to a background check in accordance with Department of Homeland Security and U.S. Coast Guard policy. Contractor personnel shall make available all required information established for this requirement (such as birthplace, social security, previous employment, etc.).

7.3.2. Safety Practices: The refuse collection workers shall ensure that the work area is clearly marked at all times; shall take the necessary precautions to ensure safety hazards are minimized and mitigated; and, shall perform and conduct the work so as to minimize obstruction to the paved driveways and the parking and walkway area and other interference with Coast Guard operations. Refuse collection workers shall follow the latest OSHA regulations on this project.

7.3.3. Protection of Property: The refuse collection workers shall protect the existing surrounding equipment, personal belongings and property during the course of this work. Any damage caused by the workers shall be corrected at the contractor’s own expense. The contractor shall be responsible for repair of any damage incurred to turf, landscaping, vehicles, equipment, buildings, utilities or pavement at no additional cost to the Federal government.

8.0. CONTRACTOR QUALITY CONTROL (QC) REQUIREMENTS

8.1. General. The quality control program is the driver for service/product quality in this contract. The contractor shall develop a comprehensive program of inspections and monitoring actions. The first major step to ensuring a “self-correcting” contract is to ensure that the quality control program approved at the beginning of the contract provides the measures needed to lead the contractor to success. Once the quality control program is approved, careful application of the process and standards presented in the remainder of this document will ensure a robust quality assurance program.

8.2. Contractor Quality Control Plan (QCP): The Contractor shall develop, submit and maintain a complete QCP delineating the contractor’s QC Program/Inspection System to monitor and control their performance of services in accordance with Section 6.0, Deliverables, herein to ensure that the requirements of the contract are performed and provided in accordance with the PWS, established standards and with commonly accepted commercial practices. The QCP shall include timely and effective corrective action for all deficiencies identified by the Government addressing the areas identified in the PWS; shall implement procedures to identify, prevent, and ensure non-recurrence of defective services;

shall address inspection procedures; shall provide an action plan for correction of discrepancies; shall provide a strategy for retaining qualified personnel; and, shall explain management’s role in its commitment to quality performance. After initial approval, if the plan is updated or changed, it shall be re-submitted to the Contracting Officer and COR for approval.

8.3. Quality Control (QC) Program/Inspection System. The Contractor shall develop procedures addressing the areas identified in the Service Requirements Summary of the Government Quality Assurance Requirements. The QC Program/Inspection System shall encompass all functions of the contract and shall establish and explain in detail how the Contractor shall sustain the quality of providing the required services. It must specify areas to be inspected on either a scheduled or unscheduled basis with the title of the individual conducting the inspection. The QC Program/Inspection System shall be designed to keep the Contractor's management and the Coast Guard informed of all issues affecting quality to include timely and effective corrective actions. The QC records shall, in part, consist of checklists of inspections and shall indicate the nature, frequency and number of observations made; the number and type of deficiencies found; and, the nature of corrective action taken as appropriate.

8.4. Contents of the QC Program/Inspection System shall include, but are not limited to, the following:

I. Introduction to the Quality Control System

A. Background and Rationale for the System B. Objectives in using Quality Control C. Successes with and updates for the System

II. Refuse and Recycling Collection and Disposal Services Quality Control Process

A. Steps and Flow Diagram - Includes checklists used in inspecting contract performance during regularly scheduled/unscheduled inspections/testing and method of documenting and enforcing quality control operations.

B. Inspection Procedure - Includes checklists used by the contractor identifying the items, frequency, conformance indicators and actions taken if nonconformance is found for any of the service requirements.

C. Means of Identifying and Resolving Problems - A system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable and/or the Government inspectors point out the deficiencies.

D. Roles and Responsibilities - The name(s) of the individual(s) who will perform the inspection.

III. Specific Quality Control Functions

A. A plan that identifies all assignments (hours) for each pickup, which falls within the time frame and days specified in the PWS.

B. An annual schedule for all pickups by dates and areas for each container.

C. Ordering, receipt, storage and retrieval of products, supplies and equipment.

D. Maintenance/Equipment Compliance w/OSHA.

E. Labor Practices (hiring, retention and rewards, and substitutions).

F. Waste Management (including recycling).

G. Security and Safety Compliance w/OSHA.

H. Government Access to Contractor records.

I. Compliance with EPA.

IV. Contingencies

A. Routine or Emergency Situations

1. Procedures to be used

2. Obtaining additional employees B. Strike Contingency Plan

9.0. GOVERNMENT QUALITY ASSURANCE (QA) REQUIREMENTS

9.1. Fundamental Government Responsibilities. The Contracting Officer Representative (COR) is responsible for representing the Contracting Officer in all facets of service quality. The COR will carry out inspections, reviews and approvals, handle deficiencies, and ultimately accept the services on behalf of the Contracting Officer. The functions of the COR are identified below. Government personnel, other than the Contracting Officer and the COR, from time to time, may observe the contractor’s operations.

However, these personnel may not interfere with contractor performance.

9.2. General Quality Assurance Functions. To facilitate the surveillance of the Contractor’s Quality Control (QC) Program by the Government, the COR will verify contractor compliance with designated Performance Requirements, contained in the Service Requirements Summary (SRS) herein, through a series of random, announced/unannounced, and impromptu/scheduled inspections. The COR will review the critical requirements to assess their applicability and recommend the addition or deletion of requirements as conditions warrant. In addition, for noncompliance and/or untimely corrective action to deficiencies of specific tasks, the contractor shall be subject to re-performance (at the company’s expense), and/or an inspection fee, and/or a reduction of the contractor’s payment. With this intent, the surveillance approach may not be one that stays the same throughout the duration of the contract. The COR will periodically update the surveillance approach when the need arises. The COR will inspect the contractor’s QC Plan regularly for compliance with the requirements herein.

9.3. Specific Quality Assurance Functions: The COR will establish an Inspection Schedule using the Quality Checklists from the Contractor’s QC Program. The COR will perform the following Qualitative and Evaluative functions, which comprise the Government Quality Assurance Surveillance Plan (QASP).

a. Carry out periodic inspections using the Quality Checklists to evaluate contractor performance to ensure compliance and receipt of services. The COR will evaluate the contractor’s performance through intermittent on-site inspections of the contractor’s QC Program and receipt of complaints from base personnel. The COR may inspect each task as completed; increase the number of quality control inspections if deemed appropriate because of related failures discovered during quality control inspections or because of repeated customer complaints; or, decrease the number of quality control inspections if performance dictates.

b. Report findings resulting from these inspections to the contractor and the Contracting Officer.

If discrepancies are discovered as a result of the periodic inspections, or any other means, the COR will use a Contract Discrepancy Report (CDR) (See Section 6.0. Deliverables) to communicate them to the contractor and follow up to ensure nonconformance is corrected. Take appropriate actions based on Health, Safety, Environmental, and any other inspection results. When a discrepancy exists, the contractor shall complete the applicable CDR blocks. The Contracting Officer will evaluate the contractor’s explanation and determine the next course of action.

c. The COR will conduct meetings, as necessary, with the contractor during the first month of the contract; and, thereafter, scheduled as necessary. The contractor and COR shall sign the written minutes of these meetings, prepared by the COR. Should the contractor not concur with the minutes, the contractor shall state any areas of non–concurrence in writing to the COR within 5 calendar days of receipt of the signed minutes. Meeting minutes will be maintained in the COR contract file.

d. Perform monthly reviews of the contractor’s reports and records to ensure they adequately reflect the proper schedules, the quantity of refuse disposed, material recycled by commodity and gross proceeds from the recyclables sales.

e. Conduct periodic customer surveys. The validated surveys will be compared to the requirements stated herein. Follow-up to ensure customer surveys conducted by the contractor are conducted properly and contractor responds fully to concerns. The COR will also receive and investigate complaints from various customers located on the installation. The contractor shall be responsible for initially validating customer complaints. However, the COR will make final determination of the validity of customer complaints in cases of disagreement with customers. Any discrepancies found will be handled as described herein.

f. Perform Annual and Final Performance Evaluation on the contractor.

9.4. Service Requirements Summary (SRS): The contractor Service Requirements are summarized into Performance Objectives that relate directly to mission essential items as identified in the PWS. These thresholds are critical to mission success.

Performance Objectives Performance Standard

Collect and dispose of refuse and recyclable materials in accordance with the established schedule and the regulatory agencies.

100% of the time

Maintain equipment in good workable and safe condition in accordance with the Department of Transportation of Puerto Rico (DTOP). Trucks shall be washed and free of odors.

100% of the time

All spillage removed, which is any refuse or recyclable dislodged from containers and/or solid waste collecting equipment in the course of collection and disposal; and, containers returned to original location, in an upright position with lids securely in place.

100% of the time

Correct missed pickups within 24 hours. 100% of the time

9.5. The above comprises the Government’s Quality Assurance Surveillance Plan (QASP), which has been developed to evaluate contractor actions while implementing this PWS; and, is designed to provide an effective surveillance method of monitoring contractor performance for each listed Performance Objective on the SRS herein. The QASP provides a systematic method to evaluate the services the contractor is required to furnish. This QASP is based on the premise the government desires to maintain a quality standard for this service contract. The contractor, and not the government, is responsible for management and quality control actions to meet the terms of the contract. The role of the government is quality assurance to ensure contract standards are achieved.