Statement of Work (SOW).pdf

STATEMENT OF WORK

1. Scope: This requirement is for the sale of an accumulation of recyclables consisting of used Old Corrugated Cardboard (OCC), plastic, and office paper. The recyclables will be collected from the 159 commissaries located across the Continental United States (CONUS) and Alaska, as listed in Table One – Bid Schedule. This agreement will cover all services provided by the agreement during the period of: 06/01/2026 to 05/31/2031. Email bids must be received NLT May 26, 2026 3:00 PM. Email bids to the following: Rakeeb I. Craig Sr., Contracting Officer/Agreements Officer, at rakeeb.craig@deca.mil.

2. General: After award of the contract, the contractor shall be responsible for the pick-up and disposal of the recyclable material(s) as identified in the agreement. Award under this contract does not grant the successful contractor right to all recyclable products that are generated at the award location. However, the successful contractor will have the right to 100% of the #11 OCC;

#37 SOP; Shrink-wrap plastic; and LDPE Grade A generated at the award locations. The recyclable(s) offered is an estimated quantity, weight and quality of recyclable products based on the best available information to the Government at the time of issuance of this contract. The Government does not guarantee, in writing or by implication to the contractor, the estimated weights and quality of the recyclable products, with the exception of specification requirements (plastics). Award will be made as specified in the bid schedule and the evaluation of the award will go to the bidder providing the highest return by location/region.

3. Contamination: Recycling contamination happens when non-recyclable items are mixed in with recyclable items, when recycle items are placed in the wrong recycling containers, or when materials are not properly cleaned. Some examples of contamination are food, waxed paper, or placing plastic into a cardboard recycling container. Contamination is the reason mills reject tons of recyclables each year. Resulting in a wasted recycling effort and a loss of revenue for DeCA and our business partners.

4. Old Corrugated Cardboard (OCC): Commissaries will bale (compress) into secure uniform bundles with an approximate weight of 800 to 1,000 pounds each. Bales will be tied with wire.

The contractor is not responsible to provide a dumpster for cardboard. The cardboard available for disposal under this agreement will all be baled.

5. OCC Bales: Shall conform to the OCC #11 specifications as described in the most recently published ISRI Scrap Specifications Circular (https://www.isrispecs.org) with respect to #11 OCC. Prohibitive Materials may not exceed 1%. Outthrows plus prohibitive may not exceed 5%.

The OCC may include scrap, whole and broken cardboard boxes, and paper with steel staples, gummed tape, and other cardboard liner material. Per DeCA’s Public Health Office, cardboard or other packaging material that does not contain food residues that is awaiting regularly scheduled delivery/pick-up to a recycling or disposal site may be stored outside (if space permits) without being in a covered receptacle if it is stored so that it does not create a pest harborage problem.

6. Bale Routes: Most commissaries are serviced by bale routes; the contractor makes regular stops at the commissary with a trailer and loads the cardboard and plastic. The contractor should https://www.google.com/url?q=mailto%3Arakeeb.craig%40deca.mil https://www.google.com/url?q=https%3A%2F%2Fwww.isrispecs.org pick up all bales during each stop. However, any bales not picked up will be picked up during the next regular pickup.

7. Service Issues & Performance Failures:

The contractor is responsible for adhering to the pickup frequencies established in the logistical pickup plan. A failure to perform a scheduled pickup is a service deficiency that must be rectified according to the following procedure:

a. First Missed Pickup - Initial Notification:

If the contractor fails to perform a scheduled pickup, the Commissary Store Director or their representative will issue an email notification to the contractor's primary point of contact.

b. Cure Period:

Upon receipt of the email notification, the contractor has 48 business hours to perform the pickup and "cure" the service deficiency.

c. Second Missed Pickup / Failure to Cure - Formal Escalation:

If the contractor fails to perform the pickup within the 48-hour cure period, this will be documented as a service failure.

d. Habitual Failures:

Repeated service failures at any single location or across multiple locations may result in the Agreements Officer issuing a formal Cure Notice, which may lead to termination for default as described in the General Sales Terms and Conditions (SF 114C). It is the contractor's sole responsibility to ensure its haulers meet all pickup obligations.

8. Primary Contractor and Hauler Relationship: The primary contractor is responsible to ensure the haulers are servicing the commissaries according to DeCA’s logistical pickup plan.

All payments to the Government for recyclable materials must come directly from the primary contractor via electronic transfer (ACH). The Government will not accept payments directly from subcontracted haulers, nor will the Government dictate or monitor the internal payment arrangements between the primary contractor and their haulers. ACH information is provided at Exhibit B.

9. Forklifts: Contractor use of a DeCA-furnished forklift is restricted to emergency situations only (e.g., unexpected mechanical failure of the contractor's primary lifting equipment during a scheduled pickup) where a delayed pickup would create a safety, sanitation, or severe operational hazard. Such use requires explicit, prior approval from the Commissary Officer or designated representative for each specific instance. If the contractor choses to use the DeCA furnished forklifts, they will need to provide their OSHA Forklift Certification to commissary management.

10. Office Paper: To ensure standardized bidding, office paper may be mixed within the corrugated cardboard bales. The type of paper stock used in day-to-day commissary operations consisting of banners, office paper, computer paper, and other signage used in normal grocery operations. This paper can be white with black, colored print or colored paper with colored print.

Office Paper shall conform to the specifications described in the most recently published ISRI Scrap Specifications Circular with respect to #37 SOP. No shredded paper will be recycled as part of this requirement.

11. Shrink-Wrap Plastic: The type of plastic wrap that is used in securing pallets of groceries and individual grocery groups delivered to the commissary. The commissary will capture in large plastic bags tied in knots and then baled in the same manner as the OCC.

12. Plastic Grocery Bags: Contain a minimum of 10% low-density polyethylene resin and a high-density polyethylene resin content not to exceed 90%. The bags may contain a minimum of 10% recyclable pre-consumer materials. These bags may be new or used. The commissary will capture the plastic bags in a large plastic bag tied in knots and then bale with the shrink-wrap plastic.

13. Plastic Bales: Plastic bales must conform to one of the Plastic Film specifications with respect to “A” Grade, “B” Grade, “C” Grade, and Mixed Color Plastic Film. Note: The shrink-wrap plastic and plastic bags will be baled together as one bale separate from the OCC.

14. Alaska Commissary Locations: Each of the three DeCA commissaries in the state of Alaska will mark all of their individual OCC and Plastic bales on all 4 sides to distinguish their commissary location, making sure the mark is visible. The Anchorage Area Commissary will mark their bales with a large “A”, Wainwright a large “W”, and Eielson a large “E”. Bales are marked in this manner so the contractor can accurately identify the originating location within a consolidated pickup trailer, ensuring that the total weight and subsequent payment are correctly divided and reported for each individual commissary. Each DeCA Alaska commissary must provide to the contractor a copy of the Bill of Lading and a DeCA 70-61 form stating the following: the date the full trailer/container is picked up; the trailer/container number (license plate) input plate number on DeCA 70-61 location notes section; and the number of OCC and/or plastic bales loaded on the trailer/container. On the date the trailer/container is picked up, the Bill of Lading and DeCA 70-61 form must be faxed to the contractor at facsimile number provided by the contractor. In such case where a commissary does not provide the Bill of Lading and DeCA 70-61 form with all of the required information and data, the contractor will be unable to report the OCC and/or plastic bales to DeCA, nor will the contractor pay DeCA for the OCC and/or plastic bales. The weight of the bales will be based on an established average bale weight due to the variety of materials that ship in the same trailer/container.

15. Frequency: The contractor will pick up the recycled commodities based on the logistical pickup plan and schedule. At no time will cardboard and plastic bales be allowed to accumulate;

the contractor is responsible to ensure recyclables are picked up according to the logistical pick up plan.

16. Points of Contact (POC):

a. The Store Director (SD) or their designated representative is appointed as the principal point-of-contact for the contractor at the local commissary level.

b. The contractor must provide the names, titles, email addresses, and direct phone numbers for their primary and alternate points-of-contact to the Agreements Officer within 48 hours of the agreement award. The contractor is required to notify the Agreements Officer and the Agreements Officer’s Representative (AOR) in writing within 24 hours of any changes to these personnel.

c. Government Points of Contact:

For the duration of this agreement, the primary Government Points of Contact are as follows:

• Agreements Officer (Administrative/Contractual Issues):

Rakeeb I. Craig Sr.

Defense Commissary Agency Phone: 804-734-8000 ext. 48617 Email: rakeeb.craig@deca.mil

• Agreements Officer’s Representative / AOR (Technical/Operational Issues):

Andrea Alston Recycling Program Analyst Defense Commissary Agency Phone: 804-734-8000 ext. 48733 Email: Andrea.Alston@deca.mil

17. Installation Clearance: The contractor shall be responsible for obtaining any documentation or permission necessary to enter the installation and work area to perform the work described in this contract.

18. Spotted Trailer Weight Tickets: All vehicles used in the collection of recyclable materials under this contract shall be weighed on state certified scales or mill scales.

19. Service Ticket: At the time of pick-up at the commissary, the contractor will provide a pickup receipt showing the date of each pick-up, material and number of bales.

20. Employee Identification: Contractor personnel must be recognizable as such while at the commissary performing work under this contract.

21. Commissary Hours of Operation: The contractor shall perform services required under this agreement between the hours of 8:00 am and 5:00 pm (local time), Monday through Friday, except Federal Holidays.

22. Order Of Preference: Any inconsistency in this solicitation or SOW shall be resolved by giving precedence in the following order:

a. Scope of the Contract

b. Standard Form 114

c. Standard Form 114B

d. Standard Form 114C

e. Bidder’s proposal/submission

23. Requirements to Comply with Applicable Laws & Regulations. It is the purchaser’s responsibility to ascertain and comply with all applicable Federal, State, local, multi-jurisdictional, and export laws.

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24. Special rate adjustments. The contractor must immediately notify the Contracting Officer and Technical Point of Contact in writing of any significant market price reductions, defined as a price drop of 15% or more in the specified pricing index within a 30-day period.

25. Payments. Upon award notification, the contractor will be required to submit and process the necessary documents for electronic payments for all recycled material. Full payments must be received within thirty (30) days after the end of the month.

26. Electronic Payment: Complete the attached ACH form, forward to your bank and return a copy to SWAT@deca.mil. See enclosed ACH at Exhibit B.

27. Contractors Web-portal: The contractor must provide DeCA a web portal that allows designated DeCA employees to access recycled material information and data.

28. Payment Calculations and Reconciliation of Accounts: All weight tickets (tonnage) will be added together (per commissary) and the amount payable to the Government will be determined by the formula as shown below:

a) For #11 baled OCC: weight in tons accumulated multiplied by the percentage rate listed for each commissary in Table One.

b) Shrink-Wrap Plastic: The percentage rate to be paid shall be the same rate established in the Table One. If a plastic bale does not meet the LDPE Grade A Specifications (as described in the attached Exhibit A), the contractor must provide photographic evidence of the non-conforming bale(s) to the DeCA Technical Point of Contact within 48 hours of inspection. A joint review between the contractor and DeCA will be conducted to agree upon the downgraded classification and corresponding price adjustment prior to finalizing payment rates for that load.

29. Awardees must not be under 18 years of age. The debarment or suspension of an awardee from the purchase of Federal personal property has Government wide effect.

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