Appendix D.pdf

PERFORMANCE WORK STATEMENT

FOR

REFUSE COLLECTION AND

RECYCLING SERVICES

Aviano AB, Italy

29 March 2012

PERFORMANCE WORK STATEMENT

FOR

REFUSE COLLECTION AND RECYCLING SERVICES

1. DESCRIPTION OF SERVICES. The contractor shall provide all personnel, equipment, tools, materials, vehicles, supervision and other items and services necessary to perform refuse collection and recycling services at Aviano AB, Italy, in accordance with this Performance Work Statement (PWS). The contractor shall be knowledgeable of and comply with but not limited to Dlgs. 152/2006, art. 182 and all applicable EU, Italian and Local laws, regulations, and requirements regarding refuse collection.

Contractor shall provide ISO 9001 and ISO 14001 certifications and stay current for the duration of the contract. In the event refuse collection laws/regulations change during the term of this contract, the contractor is required to comply as such laws come into effect and notify CO. If there is an increase or decrease in cost as a result of the change, the contractor shall inform the Contracting Officer pursuant to notice requirements and negotiate a modification to the contract. The contractor is encouraged and expected to use innovative approaches to efficiently and effectively accomplish the PWS requirements in a timely manner, at a reasonable cost and in a manner that fosters pride and ownership in the work performed. Estimated workload factors are listed in Appendix A. Historical collection points are identified in Appendix B. Container lists by location are listed in Appendix C. Suggested collection grouping is listed in Appendix D.

1.1. REFUSE AND RECYLING MATERIAL COLLECTION.

1.1.1. Standard. The contractor shall ensure refuse and recycling containers do not exceed 80% fill capacity. If containers exceed 80% fill capacity between regular servicing, the contractor shall empty the containers before the end of normal hours of operation on the day notification is made by the COR.

1.1.2. Routes/Schedules. With the aid of historical data provided in Appendices A through C and the suggested collection grouping in Appendix D, the contractor shall develop collection point locations, collection schedules and routes. The contractor-developed collection point locations, schedules and routes shall be submitted to the Contracting Officer (CO) and Contracting Officer Representative (COR) for approval prior to the initiation of services. The contractor shall monitor the quantity of waste collected from each collection point for use as a baseline to vary the number, size and servicing frequency of refuse containers. All changes shall be coordinated through the COR and approved by the CO prior to implementation. The CO and COR reserve the right to modify the contract to add, remove or modify routes and collection points.

1.1.3. Collection Separation. To minimize contamination, the contractor shall ensure each category of waste and recyclable materials (glass/cans, plastic, mixed-dry, white office paper, cardboard, wood, wet/humid and batteries) are collected independently of each other. See Appendix B and C for suggested collection grouping.

1.1.4. Container Access. Container inaccessibility shall not relieve the contractor from collecting refuse and recyclable materials. The contractor shall notify the COR of instances preventing material collection. The contractor shall ensure materials are removed from the collection point as soon as the con-tainer is accessible and at no additional cost to the government. Discrepancies will not be recorded against contractor if collection is delayed due to container inaccessibility.

1.1.5. Hazardous Material. Upon discovery of hazardous material (car batteries, refrigeration units, paint, petroleum products, and vehicle tires) inside or around any refuse container, the contractor shall notify the COR immediately for resolution and decision to remove hazardous material on behalf of the government.

1.1.6. Inclement Weather. The contractor shall collect refuse and recyclable materials during periods of inclement weather. In cases of severe weather, the CO may authorize exceptions. When exceptions are granted, the contractor shall make up all missed collections within 24 hours after the severe weather has ceased, unless otherwise authorized by the CO.

1.1.7. Seasonal Adjustment. The contractor shall prepare for seasonal adjustments to waste collection frequencies and number of containers to include, but is not limited to, an increase/decrease in the number of containers. During months of reduced use, containers are to be emptied at a minimum once a week or at 80% full threshold (whichever occurs first).

1.2. CONTAINERS.

1.2.1. Categories. Historical collection points are identified in Appendix B. Container lists by location are listed in Appendix C. The contractor shall provide containers necessary to collect the following urban refuse and recycling materials:

Mixed-dry (Non-recyclable)

Cardboard & Paper

Wood (pallets, tree trunks)

Biodegradable “Green” waste ( grass clippings, leaves, small tree branches)

Plastic (wrappings, bottles )

Hard Plastic (boxes, general components)

Glass and Aluminum Cans

Batteries (small electronics)

Construction Materials

Bulk waste (carpet, other items too large for regular base containers)

Electronic items shall be segregated and disposed of in the following groups:

R2. Microwave ovens, fans, kitchen appliances, exhaust fans, small home appliances, hair dryers, vacuum cleaners, computers, keyboards, etc.

R3. Televisions, computer monitors, etc.

1.2.2. Container Requirements. The contractor shall provide containers of commercial quality designed for refuse and recycling material collection. As a minimum, containers for recyclable materials that may be rendered unusable/un-recyclable due to moisture shall have covers. Each container shall have a specific color or label corresponding to the type of refuse and recycling materials to be stored within.

The contractor shall not use the same container for more than one category of material.

1.2.3. Wet Waste Container. The contractor shall provide commercial recyclable sanitary liners for wet waste containers. The contractor shall replace the liners as necessary to ensure clean, odor-free and sanitary conditions.

1.2.4. Industrial Size Container. Contractor shall provide industrial size containers on an as-needed basis for locations that produce substantial amounts of refuse and/or recyclable materials, (such as BX, Commissary, Base Supply or Shoppette) for temporary or permanent use. Contractor shall be able to supply/use mobile claw as necessary.

1.2.5. Signs and Labels. The contractor shall provide labels for containers in both English and Italian languages. Labels shall specify the refuse or recycling material appropriate for each container and shall include any restriction. The COR will assist the contractor with the required wording and format of the labels. The contractor shall provide label samples to the COR and CO for approval prior to procurement and placement on the containers. Labels shall be neat, legible and displayed at all times.

1.2.6. Container Maintenance. The contractor shall maintain containers to ensure they operate safely and in a manner originally intended. The contractor shall repair, paint, label, remove and replace parts. If necessary replace containers within eight (8) hours. The contractor shall clean and wash containers as necessary to ensure they are free of unpleasant odors, dirt, debris and pests. If customer abuse is deemed

Contractor must inform COR for validation and after approval provide written cost to CO.

1.3. COLLECTION POINTS. The contractor shall position waste containers for customer ease in depositing refuse while minimizing interference with adjacent parking areas, sidewalks, roadways, overhead utilities, trees, etc. The contractor shall ensure all collection points are free of refuse and debris.

The contractor shall remove and dispose of all refuse and recyclable materials on the ground within a three (3) meter radius of the container. The contractor shall immediately clean any spills, debris, etc., which may result from servicing the containers. After collection, the contractor shall return the containers to their designated locations.

1.4. SPECIAL EVENTS. In addition to the scheduled solid waste collection the COR or CO may require the contractor to perform unscheduled collection, disposal and placement of containers or industrial size containers for various special events or one time cleanings. The contractor shall increase collection, relocate refuse containers or provide additional refuse containers to support these events without disrupting regular services. These containers shall be placed in locations for a length of time designated by COR or CO. The contractor shall provide the requested services within one business day of notification.

1.5. BASE RECYCLING CENTER.

1.5.1. Base Recycling Center (BRC). The contractor shall manage and operate the BRC, a material collection point located within Area F. The contractor shall provide containers appropriate for the materials accepted at the BRC. The contractor shall schedule the transportation and disposal of collected materials as frequently as necessary to ensure containers do not exceed 80% fill capacity. The contractor shall maintain the BRC to present a clean, neat and professional environment at all times. Garbage shall not be accepted or stored at the BRC.

1.5.2. Material Sorting. The contractor shall be responsible for the proper segregation and placement of materials into the appropriate disposal containers located within the BRC area. The contractor shall advise and assist customers (U.S. ID card holders, U.S. or local national personnel employed by Aviano

AB acting in an official capacity and approved base contractor personnel) as necessary in the segregation and disposal of materials. The contractor shall provide labels for containers in both English and Italian languages. Labels shall be neat, legible, displayed prominently and specify the refuse or recycling material appropriate for each container.

1.5.3. Material Categories. Materials accepted at the BRC include, but are not limited to:

Mixed-dry (Non-recyclable)

Cardboard & Paper

Wood (pallets, tree trunks)

Biodegradable “Green” waste ( grass clippings, leaves, small tree branches)

Plastic (wrappings, bottles )

Hard Plastic (boxes, general components)

Glass and Aluminum Cans

Batteries (small electronics)

Construction Materials

Bulk waste (carpet, other items too large for regular base containers)

Electronic items shall be segregated and disposed of in the following groups:

R2. Microwave ovens, fans, kitchen appliances, exhaust fans, small home appliances, hair dryers, vacuum cleaners, computers, keyboards, etc.

R3. Televisions, computer monitors, etc.

1.5.4. Prohibited Items. The contractor shall not accept prohibited items at the BRC. The contractor shall advise customers of proper disposal location or provide points of contact (POC). Prohibited materials include, but are not limited to:

Automotive Items (POC: Auto Skills Center, Bldg 1464, Area F)

Metal Items (POC: DRMO, beside BRC, Area F)

Hazardous Materials: paint, paint thinner, paint cans, ink cartridges, petroleum products, anything contaminated with hazardous materials. (POC: 31 CES/CEAN, 632-5394). Off Base

Items (POC: 31CEAC, 632-2511)

1.5.5. Hours of Operation. The contractor shall operate the BRC to match the hours of the Defense

Reutilization and Marketing Office (DRMO), not to exceed 16 hours weekly. Opening hours are 13:00-

16:00 Monday through Friday, hours may change as needed. The contractor will be notified as the DRMO hours change. Contractor personnel shall be physically present during operating hours, with the exception of lunch breaks not exceeding one (1) hour. If a situation arises requiring an absence of more than one (1) hour, the contractor shall provide a trained and knowledgeable replacement. The CO or COR may require the contractor to keep the BRC open until 17:00 for special events.

1.5.6. BRC Operation Log Book. The contractor shall maintain at BRC an Operation Log Book to record daily events. The contractor shall record customer information, type of material disposed, estimated amount, unauthorized use of the BRC or other significant events (spills, fires, safety mishaps, etc).

1.6. DISPOSAL

1.6.1. Off-Base Disposal. The contractor shall transport and dispose of all refuse and recyclable materials at off-base disposal facilities to maximize landfill diversion rate. Disposal methods shall be in accordance with all applicable Italian laws and norms. The contractor shall be responsible for any permit, fees and taxes associated with the use of off-base disposal facilities.

1.6.2. Weight of Vehicles. All refuse and recyclable materials shall be weighed on certified vehicle scales at off-base disposal facilities. The contractor shall ensure weigh station operators record weights on manifests (Formulari) for each vehicle load. The contractor shall ensure only materials collected at

Aviano AB are reflected on the manifests. The contractor shall ensure the type and originating location of materials carried by the vehicle are clearly indicated on the manifest.

1.7. DOCUMENTATION.

1.7.1. Waste Manifests. The contractor shall obtain the waste manifests from off-base disposal facilities and provide the first page of manifest (formulario) to the COR the same day of collection and the fourth page within the first two (2) working days of the following month.

1.7.2. Quarterly Summaries. The contractor shall provide quarterly summaries detailing the total weight of materials collected per type of refuse and recyclable material within the first five (5) working days of the following quarter.

1.8. ADDITIONAL CONTAINERS AND LABELS. To facilitate segregation and recycling materials within and around base facilities, the contractor shall provide additional containers and corresponding labels. The contractor shall submit material literature or samples to the COR for approval prior to acquisition.

1.9. ADDITIONAL MATERIAL PICK UP. To further prevent waste contamination, the contractor shall provide containers within Dormitories, Temporary Lodging Facilities (TLF), Commissary, Visiting

Quarters, Base Exchange (BX) and Shoppettes for small household type batteries. The contractor shall collect these materials from their locations and dispose of the materials in accordance with this

Performance Work Statement (PWS), US regulations and Italian laws and norms. The number of containers is listed in Appendix B.

2. SERVICES SUMMARY (SS). The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Item

No.

Performance Objective Performance Threshold

1 Collect Refuse and Recycling Materials (Para

1.1) Containers do not exceed 80% capacity.

Materials collected independently of each other to minimize contamination. Services performed during inclement weather. Services adjusted according to seasonal requirements.

No more than 2 discrepancies or validated customer complaints monthly. No occurrence of non-performance.

2 Containers (Para 1.2) Containers provided, labeled and maintained as required.

No discrepancy or validated customer complaint monthly. No occurrence of non-performance.

3 Collection Points (Para 1.3) Containers properly placed at approved collection points. Collection points free of refuse and debris.

No more than 2 discrepancies or validated customer complaints monthly. No occurrence of non-performance.

4 Special Events (Para 1.4) Special events supported without disruption to regular services.

No discrepancy or validated customer complaint monthly. No occurrence of non-performance.

5 Base Recycling Center (Para 1.5) Personnel provided to manage and operate BRC during specified hours of operation. Containers and labels provided and maintained as required. Materials segregated and disposed as required. Containers do not exceed 80% fill capacity. Log book maintained.

No more than 2 discrepancies or validated customer complaints monthly. No occurrence of non-performance.

6 Disposal (Para 1.6) Refuse and recyclable materials transported and disposed at approved off-base facilities in accordance with all applicable Italian laws and norms.

No discrepancy or validated customer complaint monthly. No occurrence of non-performance.

7 Documentation (Para 1.7) Registers, manifests, summaries and certificates provided as required.

No discrepancy or validated customer complaint monthly. No occurrence of non-performance.

8 Segregation Literature (Para 1.8) Provided as required.

No discrepancy or validated customer complaint monthly. No occurrence of non-performance.

9 Additional Containers (Para 1.9) Provided as required.

No more than 2 discrepancies or validated customer complaints monthly. No occurrence of non-performance.

2.1. Performance objectives are based on the tasks identified in Paragraph 1 of this PWS and establish the criteria for inspections. The contractor’s performance will be assessed against these objectives.

2.2. Performance thresholds have been established to identify the acceptable number of complaints or discrepancies found within a month before the COR will submit a locally devised Contract Discrepancy

Report (CDR) to the CO.

2.3. If the contractor fails to perform service, fails to re-perform service satisfactorily or cannot re-perform due to frequency requirements, the CO will take appropriate actions.

2.4. The contractor shall be responsible for performing all other requirements of this PWS not addressed in the SS.

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES

3.1. The Government will provide a collection area, hereby referred to as the Base Recycling Center

(BRC), office space and furnishing for the contractor’s use in executing requirements of this PWS.

3.2. The contractor shall establish and implement a key control program to ensure keys issued by the

Government are not lost, misplaced, used by unauthorized personnel or duplicated. The contractor shall control access to all Government-provided lock combinations to prevent unauthorized entry. In the event keys, locks or combinations are compromised, the Government will replace the affected system and the cost deducted from the monthly payment due to the contractor.

3.3. The Government will provide access to existing/commonly available utilities to include electricity, water and telephone for the contractor’s use in executing requirements of this PWS. The

Government will not make alterations to existing utilities systems to specifically supply the contractor with its utility needs. If utilities are not available, the contractor shall provide the required utility to perform service.

4. GENERAL INFORMATION.

4.1. QUALITY CONTROL PROGRAM (QCP). The contractor shall develop and maintain a

Quality Control Program (QCP) to ensure refuse collection and recycling services are performed in accordance with this PWS. The primary purpose of the QCP is to identify and prevent defective services.

As a minimum, the contractor shall develop quality control procedures addressing the requirements identified in Paragraph 2, Services Summary (SS). The contractor shall submit the QCP to the COR and

CO for approval no later than the date of initiation of services. Changes to the QCP shall be submitted for approval prior to implementation. The contractor shall submit to the COR monthly inspection and metric documentations in accordance with the approved QCP and within the first five (5) working days of the month.

4.2. QUALITY ASSURANCE. The Government will periodically evaluate the contractor’s performance by appointing a COR to monitor contractor performance to ensure services are received. The

COR will evaluate the contractor’s performance through periodic and random on-site inspections of the contractor’s Quality Control Program and upon receipt of customer complaints from facility managers.

The Government may inspect and rate each task as acceptable or unacceptable. If unacceptable, the

Government may increase the number of quality control inspections based on the trend of repeated violations discovered. Likewise, the Government may decrease the number of quality control inspections if contractor performance dictates. In cases of disagreement with the contractor, the CO will make the final determination of the validity of customer complaint.

4.3. GOVERNMENT REMEDIES. The CO will apply monetary deductions for services not re-performed satisfactorily or for unacceptable trends of re-performance indicating an ineffective contractor

QCP.

4.4. CONTRACTOR PERSONNEL.

4.4.1. The Contract Manager (CM) or alternate(s) shall be available during normal duty hours within four (4) hours to meet on the installation with the COR to discuss or respond to customer complaints or other unsatisfactory contract performance. The CM and alternate(s) contact information shall be provided to the CO and COR no later than the day prior to initiation of services. The CO and COR shall be notified in writing within five (5) working days when changes in personnel and/or contact information occur.

4.4.2. The CM, alternate(s), and/or the Quality Control Inspector (QCI) must be able to read, write, speak and understand English sufficiently to facilitate the performance of this PWS. All written correspondence from the contractor shall be in English.

4.5. HOURS OF OPERATION.

4.5.1. Normal Hours of Operation. Refuse collection shall be performed between the hours of 07:30 and 17:00, Monday through Saturday. Contractor will ensure Italian permit for industrial vehicle use on public roads for Saturday and Sunday work. Collection outside these hours shall be at the request of or approval from the COR or CO. All trucks will be inspected at gate 8 before entering area F. A

Government escort will be provided from gate 8 to area C, E, 1 and 2. The Government will not be responsible for eventual delays that can be expected while waiting for inspection or for escort availability.

4.5.2. Holidays. The contractor is not required to provide services on the following American and

Italian holidays, except for special events and emergency situations:

AMERICAN HOLIDAYS

New Year’s Day, January 1

Martin Luther King’s Birthday, 3 rd

Monday in January

President’s Day, 3 rd

Monday in February

Memorial Day, Last Monday in May

Independence Day, July 4

Labor Day, First Monday in September

Columbus Day, 2 nd

Monday in October

Veteran’s Day, November 11

Thanksgiving Day, 4 th Thursday in November

Christmas Day, December 25

ITALIAN HOLIDAYS

New Year’s Day, January 1

Epiphany, 2 nd

Monday in January

Easter Monday

Italian Labor Day, May 1

Assumption Day, August 15

All Saints Day, November 1

Immaculate Conception, December 8

Christmas Day, December 25

Saint Stefano Day, December 26

NOTE: American holidays falling on a Saturday are observed on the previous Friday. American holidays falling on a Sunday are observed on the following Monday. When services fall on an American holiday, the services shall be accomplished the day prior or following the holiday and at no additional cost to the Government.

4.6. CONSERVATION OF UTILITIES. The contractor shall ensure employees practice utility conservation.

4.7. ENVIRONMENTAL CONTROLS.

4.7.1. Compliance with Laws/Regulations. The contractor shall be knowledgeable of and comply with all applicable US regulations and Italian laws and norms.

4.7.2. Notification of Environmental Spills. In the event the contractor spills or releases any hazardous material into the environment, the contractor shall immediately notify the COR. The contractor shall be responsible for containment and environmental clean-up at no cost to the Government.

4.8. LOST AND FOUND. It is the responsibility of the contractor to ensure all items of possible personal or monetary value found are turned in to the COR the same day the item is found.

4.9. SAFETY REQUIREMENTS AND REPORTS. The contractor shall perform work in a safe manner. The Contractor shall ensure all personnel engaged in the performance of this contract observe all

Aviano AFB regulations, National laws and norms concerning safety, in particular Italian Law Dlgs.

81/08, dlgs 106/09. Vehicles and drivers shall comply with Base road traffic regulations using proper equipment like warning signs, reflective jackets, etc. Prevention and protection officer will brief contractor about safety and emergency procedures after contract award.

4.10. HAZARDOUS AND TOXIC MATERIALS. The contractor shall maintain a complete inventory of all chemicals and hazardous materials used. Material Safety Data Sheets (MSDS) for all chemicals and hazardous material shall be provided to the CO at least five (5) days prior to the use.

4.11. ENVIRONMENTAL PRACTICES. The contractor shall provide and use items made from recovered materials and employ environmentally-friendly practices to the maximum extent practicable.

4.12. FIRE PREVENTION AND PROTECTION. Base fire prevention personnel may make periodic inspections to ensure fire prevention compliance. Burning of any material on base is strictly prohibited.

5. APPENDICES.

A. Workload Estimate (Historical Data) - 1 Page

B. Container List per Location (Historical Data) – 2 Pages

C. Maps (Historical Data) – 14 Slides

D. Collection Separation – 1 page

APPENDIX A

HISTORICAL YEARLY AVERAGE WEIGHT BASED ON THE PAST 3 YEARS

WORKLOAD ESTIMATE (FY09-10-11)

WASTE CATEGORIES

ESTIMATED QUANTITY

(ANNUAL)

UNIT

O & M

Mixed-Dry Waste 1,358,000 Kg

Wet Waste 209,000 Kg

Plastic 16,200 Kg

Glass 21,000 Kg

Paper/Cardboard 565,000 Kg

Wood 470,000 Kg

Base Recycling Center

Paper/Cardboard 28,000 Kg

Wood 60,000 Kg

Green Waste 110,000 Kg

Glass 12,000 Kg

Plastic 4,000 Kg

Bulk Dry Waste 27,000 Kg

Hard plastic 8,000 Kg

Construction Debris 7,000 Kg

Electronics R2 / R3 8,000 Kg

Batteries 1,050 Kg

TOTAL 2,904,250 Kg

APPROXIMATE YEARLY AVERAGE WEIGHT PERCENTAGE BY WASTE CATEGORY

BASED ON THE LAST 3 YEARS WORKLOAD FY08-09-10

a) Mixed-Dry Waste (Non-Recyclable) 47 %

b) Paper/Cardboard 20 %

c) Wet/ Waste (Humid) 7 %

d) Plastic <1 %

e) Glass 1 %

f) Wood 18 %

g) Bulk & Hard plastic 1%

h) Construction Debris <0.5 %

i) Green biodegradable 3.5 %

j) Batteries <0.5 %

k) Electronics <0.5 %

APPENDIX D

COLLECTION SEPARATION

COLLECTION ROUTE "A"

AREA BLDG NO BLDG DESCRIPTION DESIGNATION

1 176 Bowling Alley

Food Courts

F 914 American Eatery / Snack Bar

F Near 918 Marco's Gyros

F 1391 Golf Course

F 1411 AAFES Base Exchange (BX)

F 1478 AAFES Theater

F 1411 Commissary (DECA)

F 1404 Collocated Club – La Bella Vista

F 1467 Contingency Dorm / Mensa

1 179 Shoppette Shops

F 1407 New Shoppette

2 244 Buon Appetito Dining Facility Dining Hall

F 1412 Flightline Dining Facility

1 114 Kindergarten Schools (food service) 1 151 Aviano Middle / High School

1 170 Child Development Center

CDC

F 1476 Child Development Center

1 106 Community Center

Activity Center 1 116 Youth Activity Center

D 552 / 554 Picnic Area

COLLECTION ROUTE "B"

AREA BLDG NO BLDG DESCRIPTION DESIGNATION

2 219 Dormitory

Dorms

2 254 Dormitory

2 258 Dormitory

F 1422 Dormitory

F 1423 Dormitory

F 1424 Dormitory

F 1425 Dormitory

F 1426 Dormitory

F 1427 Dormitory

F 1480 Temporary Lodging Facility

Lodging

F 1481 Temporary Lodging Facility

F 1482 Temporary Lodging Facility

F 1483 Temporary Lodging Facility

F 1484 Main Lodging Facility

COLLECTION ROUTE “C” - All other buildings