Draft_8_PWS.doc

Performance Work Statement – Refuse Collection and Disposal Services

PERFORMANCE WORK STATEMENT

FOR

REFUSE COLLECTION

AND

DISPOSAL SERVICES

INCIRLIK AIR BASE

29 January 2014 Table of Contents

TITLE

PAGE

1.0. DESCRIPTION OF SERVICES

4-7

2.0. Service summary 7-8

3.0. Government Furnished Property and EQUIPMENT

4.0. GENERAL INFORMATION

9-11

5.0. APPENDICES

Appendix A – Historical Weights 12 Appendix B – Estimated Workload Data 13 Appendix C – Maps 16 Appendix D – AF Forms

PERFORMANCE WORK STATEMENT

FOR

REFUSE COLLECTION AND DISPOSAL 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 disposal services at Incirlik Air Base, Turkey. The contractor shall perform to the standards in the contract and comply with all local, provincial, and Turkish governmental regulations. Estimated workload factors are in Appendix A.

1.1. COLLECTION REQUIREMENTS.

1.1.1. Contractor-operated Weight Scale. Contractor shall purchase, install and maintain a truck scale on Incirlik AB. Contractor shall weigh and annotate all refuse and submit monthly reports to the Contracting Officer on refuse amounts collected. The scale shall be calibrated yearly in accordance with existing local, provincial, and Turkish governmental regulations to ensure accuracy. The contracting officer reserves the right to order more frequent calibrations if necessary.

1.1.1.1. Weighing of Vehicles. All vehicles used in the collection of refuse shall be weighed on the contractor’s truck scale. Incoming and outgoing vehicle weights shall be recorded on weigh tickets provided by the operator at the weight station.

1.1.1.2. Reports and Records. Monthly reports, logs, and original weight tickets shall be submitted to QAP within five (5) working days after the end of the month. Invoices shall reflect the disposed tonnage figures, date of disposal, and type of vehicle.

1.1.2. Unscheduled/Special Event Collections. The contractor shall provide unscheduled/ special event refuse collection as directed by the contracting officer. Special refuse collection may include, but not be limited to, regularly scheduled events at Incirlik Air Base such as Distinguished Visitors, base exercises, air shows, annual bazaars, special parties, and other events for special occasions. The contractor shall anticipate increased, short notice, rapid response and all other type requests in support of such activities. The contractor shall respond within 4 hours of notification or a time acceptable to the QAP.

1.1.3. Military Family Housing (MFH) Occupants. Contractor shall be responsible for picking up MFH’s containers, which have been placed within 3 meters of the parking lots or curbs by MFH occupants.

1.1.4. Inclement Weather Schedule. The contractor shall collect refuse during periods of inclement weather. In cases of severe weather, the contracting officer may authorize exceptions. When exceptions are granted, the contractor shall make up all missed collections within 24 hours after the severe weather has terminated, unless the contracting officer authorizes additional time.

1.1.5. Route/Schedules Submittals. The contractor shall establish vehicle routes and collection schedules. They shall be submitted to the contracting officer within ten (10) calendar days prior to start of contract performance. The contracting officer must approve the route and collection schedule submittals prior to the contractor starting work. The contractor shall collect all refuse, garbage, and incidental debris on or around containers. The contractor shall establish routes to the base through the contractor gate. No changes are allowed to the schedule or haul route without the contracting officer’s approval. Collection shall be made between the hours of 0600–1800 Monday through Sunday, 365 days of the year. Collection outside these hours shall require prior approval of the contracting officer.

1.1.6. Government-Approved Containers. The Contractor shall furnish brand new garbage containers. The contractor shall also be responsible for maintaining and replacing any additional containers thereafter IAW the PWS. The numbers of new garbage containers that the contractor shall provide are as follows:

128 EA, 5 CUBIC METER GARBAGE CONTAINERS

2,720 EA, MILITARY FAMILY HOUSING GARBAGE CONTAINERS 120 LITERS

The contractor shall also provide the following used, “Serviceable” garbage containers:

4 EA, 20 CUBIC METER GARBAGE CONTAINERS

1.1.6.1. All Military Family Housing containers shall be provided by the contractor, 2 containers per housing unit, extra containers may be requested by QAP only. Containers shall be dark brown in color, approx. 120 liters in volume, be of durable, hard plastic with two wheels and attachable hinged lid and be in good working order. Military Family Housing containers shall be approved by the contracting officer. Contractor shall adhere to pick-up schedules.

1.1.6.2. 5 cubic meter and 20 cubic meter containers shall have an acceptable (brown) painted exterior and interior surface upon placement at designated locations. The contractor shall provide a sample of the selected paint color and a proposal submitted to the contracting officer for approval prior to replacement.

1.1.6.3. The contractor shall be responsible for the timely replacement of all trash collection containers. The contractor shall also be responsible for the disposal of all unusable containers and storing of extra containers.

1.1.6.4. A label or stencil shall be affixed/painted on the inside of all 5 cubic meter container lids that reads in both English and Turkish when the lid is open, “PLEASE CLOSE LID”.

1.1.6.5. Decorative trash receptacles shall be emptied on an “as needed basis” so that no trash is visible from more than six feet away. Containers shall be shut completely after emptied and contractor shall notify QAP within 24 hours if containers show any signs of damage. If a receptacle is damaged the contractor shall make every effort to repair it.

1.1.7. Maintaining Containers and Collection Area. The contractor shall be responsible for immediately cleaning up any spills, debris, etc. which may occur during servicing of containers. All refuse on the ground within 3 meters of the container, whether spilled by the contractor or placed there by base personnel shall be picked up by the contractor during collection. The contractor shall collect debris placed at collection stations; for example, tree trimmings, sacks, cartons, boxes, cans, tied bundles, or other containers. The contractor shall be responsible for keeping collection areas free of refuse and debris. Any spillage/damage shall be properly cleaned up/repaired immediately at no additional cost to the government.

1.1.8. Positioning of Containers. The contractor shall position containers to minimize interference with adjacent parking areas, sidewalks, overhead utilizes, and other potential obstructions. The contractor shall return the containers to their original location after servicing, in an upright position with the lids closed and securely in place. Those dumpsters inside enclosures shall remain there accept during actual pick-up. Containers shall all be of the off-the-shelf manufactured variety sold by a reputable company, no variations inconsistent with those containers commercially available.

1.1.8.1. Relocation of Containers. The contractor may be required to relocate containers from time to time, at the direction of the QAP. The Contractor shall pick up and deliver these containers with 24 hours after notification from the QAP.

1.2. HAZARDOUS MATERIAL. The contractor shall use all necessary precautions to neither collect nor dispose of hazardous wastes from Incirlik Air Base as part of the subject refuse collection contract. The contractor shall immediately notify the contracting officer of any hazardous waste that is discovered, collected or disposed of by the contractor.

1.3. DISPOSAL.

1.3.1. Off-Base Disposal and Compliance. The contractor shall transport and dispose of all solid waste at a licensed off-base disposal site selected by the contractor. Disposal shall be in accordance with existing local, provincial, and Turkish governmental regulations. The contractor shall provide proof of compliance with the Adana Ministry of Environment (AMOE) within 14 days of beginning work. The contractor shall be responsible for any permit or fees associated with the use of off-base disposal locations. The USAF will not be held liable for any actions negligent or otherwise whose effects are the result of the contractor’s.

1.3.2. Prior to start of work the contractor shall submit a certified statement of available disposal facilities for contractor’s use during the performance period of this contract. The contractor will not be permitted to begin performance of work unless the contractor has shown compliance with all Turkish laws relating to the disposal of refuse under this contract. Failure of the contractor to provide documentation relating to compliance with AMOE requirements for trash disposal will be grounds for termination or stopping a work order by the contracting officer.

1.3.3. Apparent Serviceable Material. The contractor shall not dispose of any material that has obvious value and appears to have been inadvertently placed near the collection point unless such materials are designated as refuse by the contracting officer or designated representative. If the contractor or his/her employees discover materials, which they believe to have a salvage value, the contracting officer will be notified immediately by the contractor and requested to determine the disposition of those materials. The contractor shall transport all salvable materials to delivery points on base as directed by the contracting officer.

1.4. EQUIPMENT MAINTENANCE. The contractor shall maintain all contractor and government provided containers ensuring they are free of unpleasant odors, dirt, debris, and pests. All containers must remain in good, workable condition. They must remain easily accessible to customers. The contractor shall perform all cleaning, painting, repair and other maintenance tasks off base. Trucks and trailers used for hauling and collecting shall be washed as required to ensure they are free of odor, dirt, debris, and pests. The government may inspect the contractor’s equipment or bulk containers at any time and direct the removal of any items not meeting manufacturer’s specifications. The contractor, at contractor expense, shall replace items failing to meet required standards.

1.4.1. The contractor shall provide and maintain all vehicles necessary to perform the requirements of this contract. All refuse collection vehicles shall be specifically designed for the purpose of collecting and hauling refuse, and compatible with the containers provided by the contractor. Contractor vehicles shall have the company name prominently displayed on both sides of the vehicles. Vehicles shall be cleaned regularly and always have a neat, clean professional appearance. All vehicles shall be in operable condition and meet the local, national, and Turkish safety requirements. Vehicles found to be unsafe and unable to function as designed will be removed from the installation and replaced at contractor expense. Vehicle repairs will not be accomplished on base. Major repairs and equipment modification shall be performed off base. The contracting officer may inspect the contractor’s vehicles at any time and direct the removal of any unsafe or objectionable vehicle from the installation. Should this occur, the contractor shall still be responsible for that day’s service.

1.4.1.1. All vehicles shall be registered, licensed, insured, and operated in accordance with base traffic regulations by a licensed driver.

1.4.1.2. All vehicles shall be properly enclosed to prevent spillage, leakage, excessive odors, and the scattering of refuse while in transit.

1.4.1.3. The contractor shall provide an adequate numbers of equipment and vehicles to fulfill the scope of this contract. In addition, the contractor shall maintain or have backup capability to provided continued service in the event primary equipment or vehicles are down for extended maintenance or repairs. Equipment failure shall not alleviate the contractor from performing any requirement contained in this contract.

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

Threshold

Within 24 hours of notification Periodic Surveillance

inclusive

Within 24 hours of notification Periodic Surveillance

inclusive

Within 24 hours of notification Periodic Surveillance

inclusive

Within 24 hours of notification Periodic Surveillance

SS-5 Quality Control

Inspection procedures are followed and documented in accordance with Contractor’s Quality Control Plan (incorporated into contract after award).

2.1.

inclusive

2.1. Surveillance Methods.

2.1.1. 100% Surveillance. This method requires the QAP to inspect the service each time it occurs. Results shall be annotated on the inspection schedule. Any deficiency shall be documented and the contractor shall re-perform service as directed by the QAP. Any unsatisfactory inspection identified but re-performed acceptably shall still be counted as an unsatisfactory inspection for trending purposes.

Receiving two or more unsatisfactory 100% surveillances within a 12 month period may result in unsatisfactory past performance documentation. Continued receipt of unsatisfactory 100% surveillances during the contract period shall constitute a negative trend and the Contracting Officer may take any appropriate action in accordance with (IAW) the FAR 52.212-4, Contract Terms and Conditions - Commercial Items, Inspection/Acceptance.

2.1.2 Periodic Surveillances. This method requires the QAP to employ a “spot check” style of evaluation based on the contractor’s schedule. Periodic surveillances shall be conducted on a scheduled basis (daily, weekly, monthly, quarterly, semi-annual or annually) and shall be adjusted, based on quality trends.

Any unsatisfactory inspection (defect) result shall be recorded, and the Contractor shall re-perform the service after notification by the QAP.

Exceeding the performance threshold for any performance objectives may result in a warning or letter of concern from the Contracting Officer.

Exceeding the performance threshold of these performance objectives for any two, or more consecutive or non-consecutive months during a contract period may constitute an immediate Progress Meeting with the Multi-functional Team. All remedies shall be in accordance with the FAR 52.212-4, Contract Terms and Conditions - Commercial Items, Inspection/Acceptance.

2.1.3. Customer Complaints. The QAP will receive and investigate complaints. The QAP shall be responsible for initially validating customer complaints. The Contracting Officer shall make final determination of the validity of customer complaint(s) in cases of disagreement with the QAP and the Contractor. Validated customer complaints shall be re-performed after notification by the QAP.

Exceeding the performance threshold for performance objective in any one month period may result in a warning or letter of concern from the Contracting Officer.

Exceeding the performance threshold for performance objective for any two, or more consecutive or non-consecutive months during a contract period may constitute an immediate Progress Meeting with the Multi-functional Team. All remedies shall be in accordance with the FAR 52.212-4, Contract Terms and Conditions - Commercial Items, Inspection/Acceptance.

2.2. Periodic Progress Meetings. The Contracting Officer, QAP, other government personnel as appropriate, and the Contractor shall periodically meet to discuss the Contractor’s performance. The following issues should be discussed; opportunities to improve the contract, any modifications required of the contract, unsatisfactory inspections and valid customer complaints against each performance objective observed and steps taken by the Contractor to prevent occurrences in the future. The Contractor shall provide a summation of unsatisfactory inspections and customer complaints and provide insight into any identified trends.

Contracting shall put the minutes in writing, signed by the Contracting Officer and any other signatures as deemed appropriate, distributed to the functional area and the contractor and a copy placed in the official contract file. Should the contractor not concur with the minutes, the contractor shall provide a written notification to the Contracting Office identifying areas of non-concurrence for resolution.

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES.

3.1. Utilities. Government furnished utilities includes water and electricity. These utilities shall be used in the performance of this contract only.

3.2. Equipment. The government shall furnish all Walk-By garbage containers.

3.3. Contractor Storage. The government shall provide the contractor storage area for equipment located right next to the base (Golf Course) on Incirlik AB.

4. GENERAL INFORMATION.

4.1. QUALITY CONTROL. The contractor shall develop and maintain a quality control program to ensure refuse and recycling services are performed in accordance with commonly accepted commercial practices and meet the requirements of this PWS. The contractor shall develop a Quality Control (QC) Plan and implement procedures to identify, prevent, and eliminate recurrence of defective services. The plan shall be submitted to the contracting officer for review and acceptance. The plan shall be submitted no later than the pre-performance conference. As a minimum the contractor shall develop quality control procedures addressing the areas identified in paragraph 2, Service Summary. The plan shall specifically address the contractor’s strategy to provide quality workmanship, continual process improvement and for correcting deficiencies as required.

4.2. QUALITY ASSURANCE. The government shall inspect and evaluate the contractor’s performance to ensure services are received in accordance with requirements set forth in this contract. The QAP shall periodically inspect by observing actual task performance, physically checking an attribute of the completed task, checking a management information report, investigating customer complaints, conferring with facility managers, or otherwise inspecting the task or its results to determine whether or not the performance meets the standards contained in this PWS. The QAP shall use the contractor’s work schedule to record surveillance results. This surveillance record then becomes the official Air Force record of the Contractor’s performance. When a performance threshold has not been met or contractor performance has not been accomplished, the QAP shall initiate and provide the Contracting Officer a Contract Discrepancy Report (CDR) for issuance to the contractor. The contractor shall respond to the CDR IAW instructions provided and return it to the Contracting Officer within 10 calendar days of receipt.

4.3. GOVERNMENT REMEDIES. The contracting officer shall follow FAR 52.212-4, Contract Terms and Conditions-Commercial Items, for contractor’s failure to perform satisfactory services or failure to correct non-conforming services.

4.4. HOURS OF OPERATION. Services shall be performed between the hours of 0600–1800 Monday through Sunday, 365 days of the year. Contractor shall contact the Civil Engineering Office with any service relating issues.

4.4.1 Holidays.

The contractor is required to provide service on the following Turkish Holidays: New Year’s Day, Sugar Day, Sacrifice Holiday, Children & National Sovereign Holiday, Victory Holiday, Republic Holiday, and Youth & Sports Holiday. Additionally, the contractor is required to provide service on all U.S. holidays.

4.4.2 Base Closures. Work scheduled but not accomplished because of base closure due to weather, exercises, or actual alert, shall be accomplished as soon as possible after reopening the base.

4.5. SECURITY REQUIREMENTS.

4.5.1 Contractor/Employee Base Pass and Identification, Special Clearances and Vehicle Passes. The contractor shall comply with all requirements and procedures IAW FAR 5353.242-9000, Contractor Access to Air Force Installations. All documentation shall be submitted at the pre-performance conference.

4.6. PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE NATIONAL COMMAND AUTHORITY OR OVERSEAS COMBATANT COMMANDER. According to Department of Defense Instruction (DoDI) 3020.37, Continuation of Essential DoD Contractor Services During Crises, and the Air Force implementation thereof, unless otherwise directed by an authorized government representative, it is determined that Refuse/Recycling Services requirements under this PWS are essential to be performed during a crisis.

4.7. SPECIAL QUALIFICATIONS. [NONE]

4.8. Hazardous Material Identification. Material Safety Data Sheets (MSDS) are required as specified in the latest version of Federal Standard No.29 CFR 1910.1200 (g) (8) (including revisions adopted during the term of the contract) for any other material designated by a government technical representative as potentially hazardous and requiring safety controls. MSDSs shall be submitted by the Contractor at the pre-performance conference. Failure to provide MSDSs or certificates when requested could result in unsatisfactory performance ratings and possible termination of the contract. MSDSs and certificates must be in English and Turkish.

4.9. Spill Response. The Contractor shall be briefed on Incirlik AB spill response procedures at the pre-performance conference. The Contractor shall be responsible to report and promptly cleanup all spills in a manner consistent with current environmental regulations, in the event that it is necessary to utilize government material, equipment or personnel to clean up a Contractor caused spill, the Contractor shall be required to reimburse the government for all associated costs.

4.10. Traffic Laws. The Contractor and its employees shall comply with base traffic regulations.

4.11. Weapons, Firearms, and Ammunition. Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their Contractor-owned or privately owned vehicle while on Incirlik AB.

4.12. For Official Use Only (FOUO). The Contractor shall comply with DoD 5200-1-R, DoD Freedom of Information Security Program requirements. This regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding FOUO material.

4.13. Reporting Requirements. Contractor personnel shall report to an appropriate authority any information or circumstances of which they are aware which may pose a threat to the security of DoD or Contractor personnel, resources, and classified or unclassified defense information.

4.14. Physical Security. The Contractor shall be responsible for safeguarding all government property and controlled forms provided for Contractor use. At the end of each work period, all government facilities, equipment, and materials shall be secured.

4.15 Contract Manager. The Contractor shall designate a contract manager and alternate(s) who can be contacted during work hours. The contract manager or alternate shall be available during normal duty hours to meet on the installation within 1 hour with the government personnel designated by the Contracting Officer (CO) to discuss problem areas. The Contractor shall provide the CO telephone number(s) where surveillance results and complaints can be reported. The Contractor shall also provide to the Contracting Officer the names and phone/pager numbers of Contractor Point of Contacts for after business hours including nights, weekends, and holidays. This information will be kept updated by the Contractor whenever personnel changes occur. The contract manager or alternate shall have full authority to act for the Contractor on all contract matters relating to the daily operation of this contract. The contract manager must speak English.

4.16 Personnel. Contractor personnel shall present a neat appearance. Contractor personnel shall be easily recognizable while on the installation in conjunction with this contract. This shall be accomplished through the wear of distinctive clothing, overcoats, or hats, bearing the company name or logo. The coloring or design of the items selected should be such that identifies personnel easily and quickly for reasons of safety and personal protection.

The government is authorized to restrict base access to any Contractor employee or prospective Contractor employee, who is identified as a potential threat to the health, safety, security, general well-being, or operational mission of the installation and its population.

4.17 Schedules. The contractor shall submit an annual schedule for services described in this PWS to the Contracting Officer for acceptance at the pre-performance conference. The contractor shall be allowed 30 days to adjust work schedules based on inspections, use, traffic, special requirements identified in PWS. This second work schedule shall be submitted to the Contracting Officer for acceptance within 10 days after the first contract month period. The contractor shall not deviate from the approved schedule without prior acceptance from the Contracting Officer or QAP. Any permanent changes to the schedule must be submitted 10 days before implementation and receive Contracting Officer approval before the Government will allow the proposed changes.

5. APPENDICES.

A. Historical Weight

B. Estimated Workload Data

C. Maps and/or Site Plans

D. Air Force Forms

APPENDIX A

HISTORICAL WEIGHTS

APPENDIX B

ESTIMATED WORKLOAD DATA

HISTORICAL ESTIMATED FREQUENCIES

5 CUBIC METER GARBAGE CONTAINERS

Total Dumpsters: 128

HISTORICAL ESTIMATED FREQUENCIES

120 LITERS MILITARY FAMILY HOUSING TRASH CONTAINERS

REQUIREMENT

HISTORICAL ESTIMATED FREQUENCIES

20 CUBIC METER GARBAGE CONTAINERS

HISTORICAL ESTIMATED FREQUENCIES

WALK-BY GARBAGE CONTAINERS

VARIOUSLY LOCATED THROUGHOUT INCIRLIK AB

APPENDIX C

MAPS AND/OR SITE PLANS

Maps and site plans will be provided during the Phase-In period.

Appendix D – Air Force Forms

SOURCE OF COMPLAINT

NATURE OF COMPLAINT

CONTRACT REFERENCE

VALIDATION

DATE/TIME CONTRACTOR INFORMED OF COMPLAINT

ACTION TAKEN BY CONTRACTOR

RECEIVED/VALIDATED BY

Customer Complaint Record Template, (SAF/AQCP) AF FORM 3000 – Material Approval Submittal