Attachment 2 - Statement of Work - Refuse collection and disposal services.pdf

INDIAN HEALTH SERVICE

PHOENIX INDIAN MEDICAL CENTER

Rev 6/2016

Statement of Work Background The Phoenix Indian Medical Center (PIMC) generates a significant volume of solid waste and recyclable materials from its daily operations, including patient care, administrative activities, and facility maintenance. Proper management of this waste is essential to maintain a safe and sanitary environment for patients, staff, and visitors, and to ensure compliance with environmental and public health regulations.

To meet these needs, PIMC requires a contractor to provide comprehensive waste management services, including the storage, collection, transportation, and disposal of all solid waste and recyclable materials. The contractor must follow all applicable federal, state, and local regulations, ensuring that all materials are transported and disposed of in an environmentally responsible manner at approved facilities.

The contract emphasizes reliability, regulatory compliance, and operational efficiency, including scheduled collections, special roll-off container services, and proper disposal at state-approved sanitary landfills.

Objective To provide comprehensive solid waste and recyclable materials management services at the Phoenix Indian Medical Center (PIMC), including the storage, collection, transportation, and environmentally compliant disposal of all waste, in accordance with federal, state, and local regulations, ensuring a safe, clean, and efficient waste management system.

System Requirements The contractor shall maintain a comprehensive waste management system capable of meeting all operational, regulatory, and reporting requirements at the Phoenix Indian Medical Center (PIMC). The system must include the following components:

1. Collection and Storage System

• Availability of all required containers: 3-yard, 8-yard, 37-yard trash compact and 40-yard roll-off containers.

• Secure and sanitary storage of solid waste and recyclable materials at designated locations.

• Scheduled collection in accordance with contract requirements:

o 6 – 3 cubic yard bin: 2x per week (Monday and Thursday) pickup.

o 6 – 8 cubic yard bin: 5x per week (Monday through Friday) pickup.

o 1 - 40-cubic yard bin: 2x per week (Monday and Thursday) pickup.

o 1 – 40 cubic yard bin, roll-off as needed, to be requested by COR.

o 1 – 37 cubic yard trash compactor rental fee.

• Collection operations conducted between 7 a.m. and 6 p.m., adhering to the same day schedule weekly.

Rev 6/2016

2. Transportation System

• Vehicles and equipment suitable for transporting all types and volumes of waste generated.

• Compliance with federal, state, and local transportation regulations, including hauler licensing.

• Ability to handle special requests for intermittent and final pickups of 30 and 40-yard containers.

3. Disposal System

• Access to State of Arizona-approved sanitary landfills for final disposal.

• Procedures to separate and manage recyclable materials in accordance with environmental regulations.

• Documentation and recordkeeping for disposal in compliance with all federal, state, and local laws (40 CFR Part 257-258, AAC Title 18, ARS 49-701 et seq., City of Phoenix Solid Waste Management Code).

4. Compliance and Reporting

• Adherence to all applicable environmental, safety, and health regulations.

• Routine reporting to the Contracting Officer’s Representative (COR) on collection, disposal, and recycling activities.

• Contingency procedures to address missed collections or operational issues.

5. Personnel and Equipment

• Trained personnel capable of safely handling, transporting, and disposing of all waste types.

• Equipment maintenance and readiness to ensure uninterrupted service.

Contract Awardee Responsibilities & Tasks The contractor is responsible for all labor, equipment, materials, and personnel to manage storage, collection, transportation, and disposal of solid wastes and recyclable materials generated at the Phoenix Indian Medical Center (PIMC).

1. Collection and Disposal Requirements

A. Bin types and collection frequency Bin Type Cubic

Yard

Collection Frequency

No of Container

Location

Standard bins 3 2 x per week (Monday & Thursday)

6 X2 Outside Dental X1 near Parking Lot 6 X3 East of Warehouse

Medium bin 8 5x per week (Monday through Friday)

6 X2 Outside Dental X2 Outside Behavior Health X2 East of Warehouse

Trash Compactor 37 1 X1 Near Hosp Loading Dock

Large Bins 40 2 x per week (Monday & Thursday)

1 X1 Inside Bone Yard

Roll-off containers

40 As needed, requested by

COR

1 X1 Inside Bone Yard Includes delivery, intermittent pickup, and final pickup.

B. Timing of Collection

• Collection cannot start before 7 a.m.

• Collection must end by 6 p.m.

• Collection must occur on the same days every week.

2. Transportation and Disposal Compliance

The contractor must:

1. Transport all solid waste and recyclables to approved disposal sites.

2. Comply with all applicable regulations, including:

o Federal: 40 CFR Part 257-258 (EPA regulations for solid waste and landfills) o State of Arizona: AAC Title 18, Chapters 8 & 13; ARS 49-701 et seq.

o Local: City of Phoenix Solid Waste Management Code

3. Ensure hauler licensing requirements are met.

4. Dispose of all waste at a State of Arizona-approved sanitary landfill.

Support and Maintenance Services The contractor shall provide comprehensive support and maintenance services to ensure uninterrupted and efficient solid waste and recyclable materials management at the Phoenix Indian Medical Center (PIMC). Services shall include the following:

1. Equipment Maintenance and Servicing

• Regular inspection, cleaning, and maintenance of all waste collection containers (3, 8, 34, 30- & 40-yard bins) to ensure they are sanitary and functional.

• Routine maintenance of all collection and transportation vehicles to prevent service interruptions.

• Prompt repair or replacement of damaged or malfunctioning equipment.

• Repair or replace damaged, malfunctioning, or unsafe waste management equipment at no additional cost to PIMC, unless otherwise specified.

• Maintain an adequate supply of parts or backup equipment to minimize downtime.

2. Operational Support

• Continuous availability of personnel trained in safe waste handling and disposal practices.

• Flexible support to accommodate unscheduled or emergency collection requests from the Contracting Officer’s Representative (COR).

• Immediate response to operational issues, such as missed collections or blocked access to bins.

3. Holiday Schedule Coordination

• The Contractor shall submit a proposed holiday operation plan to the PIMC Contracting Officer’s Representative (COR) no later than 30 days before the start of each performance period.

• The plan shall describe staffing, collection schedules, emergency coverage, and adjusted pickup routes for all federal holidays.

4. Continuity of Operations

• The Contractor shall make all reasonable efforts to maintain scheduled waste and recycling collection during periods of rain, wind, extreme heat, flooding, dust storms, or other adverse weather events common to the Phoenix area.

• Services shall not be canceled or postponed unless weather conditions pose an immediate, documentable safety hazard.

5. Weather Delay Notification

• If inclement weather prevents safe completion of scheduled services, the Contractor shall notify the COR within 30 minutes of the determination that service cannot proceed.

• Notifications shall include:

o Reason for delay o Impacted service areas o Estimated timeline for resumption o Actions taken to mitigate disruption

6. Service Recovery and Rescheduling

• All missed or delayed services due to bad weather shall be completed within 24 hours after conditions allow for safe operations, or as directed by the COR.

• Overflowing containers or critical service points (e.g., medical waste staging areas, emergency department areas) shall receive priority.

7. Regulatory Compliance Support

• Ongoing monitoring and adherence to all federal, state, and local solid waste, transportation, and environmental regulations.

• Documentation and reporting to verify compliance with disposal, recycling, and transportation requirements.

8. Recycling and Waste Management Support

• Assistance with segregation, collection, and proper handling of recyclable materials.

• Support for recycling programs in accordance with applicable regulations and PIMC sustainability goals.

9. Emergency and Contingency Services

• Availability of backup equipment and personnel to address unexpected service disruptions.

• Rapid response to spills, accidents, or other incidents to maintain a safe and clean environment.

Training The contractor shall provide comprehensive training to all personnel involved in the storage, collection, transportation, and disposal of solid waste and recyclable materials at the Phoenix Indian Medical Center (PIMC). Training shall ensure safe operations, regulatory compliance, and consistent service delivery.

Web Requirements The contractor shall provide web-based systems and digital tools to support the management, tracking, and reporting of solid waste and recyclable materials at the Phoenix Indian Medical Center (PIMC). The system shall include the following capabilities:

1. Online Reporting and Tracking

• Real-time tracking of waste collection schedules, including 3-, 8-, 37-, and 40-yard containers.

• Documentation of all disposal and recycling activities, including dates, volumes, and destinations.

• Ability to generate automated reports for submission to the Contracting Officer’s Representative (COR).

2. Communication and Requests

• Web portal or platform for submitting and tracking special service requests (e.g., roll-off container delivery or intermittent pickups).

• Notifications or alerts for missed pickups, schedule changes, or compliance issues.

3. Compliance Documentation

• Secure storage and easy access to records verifying compliance with federal, state, and local regulations (40 CFR Part 257-258, AAC Title 18 Chapters 8 & 13, ARS 49-701 et seq., City of Phoenix Solid Waste Management Code).

• Digital recordkeeping for audits or inspections.

4. System Maintenance and Support

• Regular updates to ensure accurate functionality and compliance with changing regulations.

• Technical support available to troubleshoot issues and ensure continuous access to the web system.

Period of Performance (POP) Base 09/20/2026 09/19/2027

OY 1 09/20/2027 09/19/2028

OY 2 09/20/2028 09/19/2029

OY 3 09/20/2029 09/19/2030

OY 4 09/20/2030 09/19/2031

Minimum Qualifications To be considered for providing solid waste and recycling services at the Phoenix Indian Medical Center (PIMC), the contractor must meet the following minimum qualifications:

1. Licensing and Regulatory Compliance

• Valid solid waste hauler and CDL license in the State of Arizona.

• Compliance with all federal, state, and local environmental regulations, including:

o Federal: 40 CFR Part 257-258 o State: AAC Title 18 Chapters 8 & 13; ARS 49-701 et seq.

o Local: City of Phoenix Solid Waste Management Code.

2. Experience

• Demonstrated experience in providing commercial or institutional solid waste collection, transportation, and disposal services.

• Experience managing multiple container sizes (3-, 8-, 34-, 37- and 40-yard bins) on scheduled collection frequencies.

• Experience providing environmentally compliant disposal to state-approved sanitary landfills.

Preferred Evaluation Method The evaluation of contractor performance and proposals for waste management services at the Phoenix Indian Medical Center (PIMC) shall be based on the following criteria:

1. Technical Capability

• Demonstrated ability to provide all required collection, transportation, and disposal services for 3-, 8-, 37-, and 40- yard containers.

• Adequacy of equipment, personnel, and operational systems to meet collection schedules and service requirements.

• Compliance with federal, state, and local solid waste and environmental regulations.

2. Operational Reliability

• Ability to adhere to scheduled collection times and maintain consistent service delivery.

• Flexibility to accommodate special requests or emergency services.

• Maintenance programs for vehicles, containers, and equipment to minimize service disruptions.

3. Compliance and Reporting

• Availability and quality of recordkeeping and web-based reporting systems for collection, disposal, and recycling activities.

• Documentation of adherence to licensing, safety, and environmental regulations.

• Responsiveness in providing reports and information to the Contracting Officer’s

Representative (COR).

Delivery The contractor shall ensure timely and accurate delivery of all waste management containers and services at the Phoenix Indian Medical Center (PIMC) in accordance with the contract requirements.

1. Container Delivery

• Provide and place 3-, 8-, 37-, and 40-yard waste and recycling containers at designated locations.

• Delivery of containers must be coordinated with the Contracting Officer’s Representative

(COR).

• Special roll-off containers (40-yard) shall be delivered as requested for intermittent pickup or final disposal.

2. Collection and Transportation Schedule

• Collection of 3- & 37-yard bins: twice weekly (Monday and Thursday).

• Collection of 8-yard bins: five times weekly (Monday through Friday).

• All collections must occur between 7 a.m. and 6 p.m. on the same day each week.

• Contractor must provide flexibility for additional or emergency pickups as requested by the COR.

3. Waste Delivery to Disposal Sites

• Transport all collected waste and recyclable materials to State of Arizona-approved sanitary landfills.

• Ensure that all deliveries comply with federal, state, and local environmental regulations

(40 CFR Part 257-258, AAC Title 18 Chapters 8 & 13, ARS 49-701 et seq., City of Phoenix Solid Waste Management Code).

• Maintain documentation of all deliveries, including date, volume, and destination, for regulatory and contract compliance.

4. Timeliness and Accountability

• Ensure timely delivery of all containers and waste to meet operational needs and avoid service interruptions.

• Provide immediate notification to the COR of any delays, missed collections, or logistical issues.

Contracting Officer Authority Authority to negotiate changes in the terms, conditions, or amounts cited in this contract is reserved for the Contracting Officer.

Contracting Officer’s Representative (COR) The person identified below is hereby designated as the Contracting Officer's Representative (CO) for this contract.

• Kevin Blankenship, Contracting Officer Representative (COR) Telephone No. 602-581-6014

• Phillip Longie, Technical Point of Contact (TPOC) Telephone No. 602-263-1659

Invoice Submission and Payment

1. Payment Request Definition: A payment request refers to a bill, voucher, invoice, or request for contract financing payment, accompanied by all required supporting documentation. All payment requests must comply with the requirements of FAR 32.905(b), “Content of Invoices”, and any applicable Payment clause included in this contract.

2. Electronic Submission: Except as provided in paragraph (3) below, the Contractor shall submit all payment requests electronically via the Department of Treasury Invoice Processing Platform (IPP) or its successor system. Information regarding IPP, including Customer Support contact information, is available at www.ipp.gov or any successor site.

3. Alternate Submission Procedures: Payment requests may be submitted using methods other than IPP only if the Contracting Officer provides written authorization in accordance with HHS procedures. If alternate payment procedures are authorized, the Contractor must include a copy of the Contracting Officer’s written authorization with each payment request.

https://www.ipp.gov/