P09 Performance Work Statement - Hazardous Waste.docx

B.3 PERFORMANCE WORK STATEMENT (PWS)

1. GENERAL INFORMATION

1.1. Title of Project: Hazardous Waste Pick-Up Disposal and Management.

2. Overview: This requirement covers the services for inspection, packaging/repackaging, loading, unloading, containerization, removal, transportation, storage, recycling, reuse, recovery, treatment, and disposal of hazardous wastes from the Department of Veterans Affairs San Francisco Health Care System (SFVAHCS) facilities. It will also include certain recyclable waste streams such as petroleum-based oils and latex paint. Sites are listed below in 2.1. The Contractor shall pick up hazardous waste containers at least monthly from the SFVAHCS storage locations as scheduled by the COR. These frequencies are not guaranteed and are subject to change. Additional services include inventories, as-needed expedited removals; sampling-analysis for unknown waste streams, reports, forms, manifest preparation and tracking, container labeling, and mailing manifests to required agencies. Regulated medical waste, radioactive waste, mixtures of radioactive waste with hazardous waste, or universal waste shall not be included under this contract. Waste disposed of under this contract may possibly be contaminated with one or more substances not specifically identified. This list is based on known data but shall not be considered inclusive.

2.1. Addresses of the sites are:

3. Contractor Furnished: The Contractor shall furnish all labor, supervision, supplies, materials, services, equipment (to include but not limited to the following: drums, shipping containers, labels, manifests, waste removal equipment, trucks, portable scales for weighing drums and other containers, sampling equipment, cleaning equipment, incidental spill cleanup supplies, forklifts and waste collection containers), transportation, permits and authorization to accomplish the work in a timely and efficient manner. The US Government shall not furnish any personnel or equipment to assist the contractor in the performance of the contract. The Contractor understands that any other offers of assistance or use of Government equipment made by US Government personnel other than the Contracting Officer are unauthorized and the Contractor shall not accept any such offers.

4. Regulatory Compliance: The removal, transportation, storage, treatment, and disposal of hazardous waste and recyclable waste offered under this contract are to be performed in accordance with Title 40 and Title 49 of the Code of Federal Regulations (40CFR), Title 22, of the California Code of Regulations, and any other applicable regulations. The contractor shall be in compliance with accepted industry standards and practices that minimize risks to human health and the environment. All containers, labels, manifests, vehicles deliverable under this contract shall comply with applicable Federal and State regulations.

5. Performance: Work is based on the amount of hazardous waste generated at the SFVAHCS facilities. Pick-ups will occur at designated sites scheduled by the COR. Work at a site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO) Contracting Officer’s Representative (COR). The contractor or designee must be available via telephone on twenty-four (24) hour/seven (7) days a week basis. An answering service is acceptable as long as communication by a person who can take action and authorize funds can be made with the COR or designated person within one (1) hour of the initial call. Emergency response for spill cleanup must be started within four (4) hours of notification by the COR. This will be performed and invoiced separately.

6. VA Observed Federal Holidays:

6.1. New Year’s Day

6.2. Martin Luther King Jr.

6.3. Presidents’ Day

6.4. Memorial Day

6.5. Juneteenth Day

6.6. Independence Day

6.7. Labor Day

6.8. Columbus Day

6.9. Veterans’ Day

6.10. Thanksgiving Day

6.11. Christmas Day

6.12. Any other day designated by the President of the United States as a Federal Holiday.

6.13. When a holiday falls on a Sunday, the following Monday will be observed as the legal holiday.

6.14. When a holiday falls on a Saturday, the preceding Friday is observed as the legal holiday.

7. CONTRACT AWARD MEETING

7.1. The Contractor shall not commence performance on the tasks in this PWS until the Contracting Officer or designee has conducted a kickoff meeting at the main San Francisco campus or has advised the contractor that a kickoff meeting is waived. Travel costs for any meetings and initial visits to the sites will be at the contractor’s expense.

8. CONTRACTOR KEY PERSONNEL

8.1. The primary contractor must demonstrate that the contract manager has at least five (5) years’ experience with hazardous waste management. Sub-Contractors have the same requirement. The names, telephone numbers and addresses of the contract manager and sub-contractor managers shall be provided. These people must have also attended the forty (40) Hour Occupational Safety and Health Administration (OSHA) Hazardous Waste Operator Training HAZWOPER) at least once and be current with Department of Transportation (DOT) Hazardous Materials Training. A resume must be provided along with copies of training certificates. A summary of the contractor’s and sub-contractors’ Notices of Violations from inspection agencies for the prior three (3) years shall be submitted if any. That summary shall include the violations and corrective actions. The use of any sub-contractors must be pre-approved by the CO and the COR. This information must be provided to the COR as part of the bid proposal, and annually thereafter in the first month of each optional year.

8.2. Crew supervisors must have three (3) years of experience with hazardous waste packaging and manifesting. The name(s) of the initial onsite crew supervisor performing the site work shall be provided. Proof of chemistry knowledge, current forty (40) Hour OSHA HAZWOPER training, current DOT Hazardous Materials Training, and a resume must be provided. This information must be provided to the COR as part of the bid proposal, and annually thereafter in the first month of each optional year.

8.3. Crew members must have two (2) years of experience with hazardous waste packaging. The names of the initial onsite crew members performing the site work shall be provided. Proof of current forty (40) Hour OSHA HAZWOPER Training, current DOT Hazardous Materials Training, and a resume must be provided. This information must be provided to the COR as part of the bid proposal, and annually thereafter in the first month of each optional year.

8.4. The Contractor shall ensure that all operations conducted under this contract are supervised by individuals that have been appropriately trained in the technical aspect of hazardous waste management. Contractor and sub-contractor personnel shall be trained in accordance with the contract requirements and all regulatory-required training. All new personnel will be approved by the COR. Additional training information will be provided to the COR upon request.

8.5. The bid proposal must include the names and addresses of all sub-contractors, including the proposed Treatment Storage and Disposal Facilities (TSDF) sites. The use of any subcontractors must be pre-approved by the CO and the COR. Each TSDF must be within 750 miles of San Francisco, California, unless waived by the COR. Any temporary ten (10) day TSDF must be within 150 miles of San Francisco. The Contractor shall submit the names and Environmental Protection Agency (EPA) ID numbers to the COR of all proposed TSDFs prior to using any TSDF on this contract. This includes disposal sites and transfer stations. The COR shall be the final approval authority to use any proposed TSDF. The Contractor shall provide the COR all requested information deemed necessary by the COR to evaluate a TSDF. At a minimum, it will include a summary of the TSDF’s capabilities, copies of the TSDF’s permits, TSDF contact information, and a summary of the TSDF’s Notices of Violations from inspection agencies for the prior three (3) years. That summary shall include the violations and corrective actions. At least ten (10) references shall be provided for each proposed TSDF. This information must be provided to the COR as part of the bid proposal, and annually thereafter in the first month of each optional year.

8.6. The Contract manager and the alternate shall have full authority to act for the Contractor on all contract matters relating to the operation of this contract, i.e., all contract arrangements and required coordination. The Contractor agrees that notice by the SFVAHCS COR to designate contract manager or alternate contract manager shall constitute notice to the contractor and agrees to be bound by any commitments or representations made by the employee so designated.

8.7. Due to the extremely regulated nature of the scope of work, and the requirement that onsite emergency services may be required, the contractor shall be located no more than 100 miles from the SFVAHCS in San Francisco, California unless otherwise approved by the COR. This includes the crew and vehicles.

8.8. Contractor personnel shall present a neat appearance and be easily recognized as Contractor’s employees. This may be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges that display the company’s name. The Contractor and sub-contractor personnel must have the ability to communicate by cellular telephone with the SFVAHCS COR. The primary Contractor must be able to be contacted within two (2) hours in the event that an emergency has occurred at a site and must be demonstrated in the bid proposal.

8.9. Any mention of “Contractor” in this document shall include Sub-contractor, employee, or designee assigned by the Contractor. Within five (5) days after award, the primary Contractor shall submit the names and telephone numbers of the Contract manager and an alternate Contract manager, and the information outlined in this section.

9. PERMITS AND RESPONSIBILITES

9.1. Required Permits and Licenses – The Contractor shall, without additional expense to SFVAHCS, be responsible for obtaining any necessary licenses, permits, notification, and documentation, complying with all applicable laws, codes and regulations in connection with execution of the work.

9.2. Insurance and Liability – The Contractor shall be responsible for all damages to persons or property that occurs as a result of the contractor’s or subcontractors’ employees fault or negligence. Certificates of insurance for all required insurances shall be provided to the COR as part of the bid proposal, and annually thereafter in the first month of each optional year.

9.3. TSDF Approvals – The Contractor shall use only TSDF agreed upon with the COR for this contract. Each TSDF must be within 750 miles of San Francisco, California, unless waived by the COR. Any temporary ten (10) day TSDF must be within 150 miles of San Francisco. The COR shall be the final approval authority to use any submitted TSDF. This includes disposal sites and transfer stations. The Contractor shall provide the COR all requested information deemed necessary by the COR to evaluate a TSDF.

9.4. Pick-Ups – The Contractor must traverse to various satellite accumulation areas throughout the SFVAHCS campus and off-site locations to collect hazardous waste. Frequency will be required on a weekly, biweekly, quarterly and other basis, as described below. Locations may change, and COR will notify the Contractor. The Contractor must provide their own cart and dolly system that can safely transport chemicals. The Contractor is responsible for cleanup of any spillage that may occur during pickup and transport. Frequency of Collection Locations-where stated, note Tuesday requirement.

9.4.1. Weekly basis (every Tuesday): The Contractor shall perform weekly collection of chemo & pharmaceutical waste from clinical/patient care areas located at the Medical Center, listed in the table below. At these locations, the contractor shall bring replacement government-furnished pharmaceutical waste and chemo waste containers. The Contractor shall provide liners that can fit inside the government furnished pharmaceutical waste and chemo waste containers.

9.4.2. Bi-Weekly basis (every other Tuesday): The Contractor shall perform Bi-weekly (every other Tuesday) collection from Medical Center. The Contractor shall provide poly drum replacements for Anatomic Pathology.

9.4.3. Monthly collection (second Tuesday of the month): The Contractor shall perform monthly collection, scheduled for the second Tuesday of each month for Research Lab’s Hazardous Waste from specified buildings by the COR.

9.4.4. Quarterly collections: The Contractor shall perform quarterly collection of hazardous wastes from off-site CBOCs: Santa Rosa, Eureka CBOC, Ukiah CBOC, San Bruno CBOC, Downtown CBOC, Clearlake CBOC. COR may direct that less frequent pickups are acceptable.

9.4.5. Other collections: If directed by COR, contractor will quarterly collect Universal waste or other categorized hazardous waste, such as used batteries, fluorescent light tubes, electronic waste, paints, empty hazardous waste containers. COR may direct that less frequent pickups are acceptable.

9.4.6. Emergency response collections: If necessary, the Contractor shall have ability to provide emergency collection services when needed or requested by the COR and/or designated representative.

9.4.7. NOTE: Locations may change or additional locations within SFVAMC may be added to the contract.

9.4.8. Transport hazardous waste from satellite accumulation areas to designated centralized waste accumulation area (Bldg. 26 at Medical Center location only) or directly onto the Contractor’s transit vehicle (for off-site locations). The Contractor shall transport waste in accordance with DOT regulations, 49 CFR, governing identification, packaging, labeling, and placarding of dangerous goods containers and vehicles transportation. The Contractor must provide their own cart and dolly system that can safely transport chemicals. The contractor, inside the centralized waste accumulation area, shall use a disinfectant to wipe down and clean any pharmaceutical/chemo waste containers that are re-used, as deemed by the COR. This typically includes only nine (9) gallons or 19 gallon pharmaceutical and chemo waste containers. The Contractor is responsible for cleanup of any spillage that may occur during transport.

9.5. Manifests – The Contractor shall prepare, complete, and return signed copies of hazardous waste manifests that are required by Federal and State regulations. Before leaving any site, the Contractor will provide the generator’s copy of the properly completed and signed hazardous waste manifest and a copy of the TSDF’s Land Disposal Restrictions (LDR) for each manifest. The Contractor shall not leave the site unless an authorized SFVAHCS representative has signed the manifest and the generator’s copy of the signed manifest is readable. A copy of the completed bill of lading will be provided for recyclable waste. If the COR is not onsite, scanned copies of these documents will be emailed to the COR within three (3) business days. On behalf of SFVAHCS, the Contractor shall mail the required copy of each hazardous waste manifest to the State immediately after transporting the waste.

9.6. Manifest Final Copy – The final copy of all manifests signed by the TSDFs shall be submitted to the COR within thirty (30) days of removal of hazardous waste from any SFVAHCS site. This requirement also applies to a Bill of Lading used to transport waste materials sent to a recycler, such as oil compressors and latex paint. Copies will also be submitted with contractor’s invoice. No invoice shall be paid without the final copies of the hazardous waste manifests and completed bills of lading.

9.7. Inventory Characterization Profiles – The Contractor shall perform an inventory of all hazardous wastes that were not requested to be removed by the COR whenever a site pick-up is performed. This is necessary to inform the COR of the remaining waste levels. At a minimum, it shall include the type of waste; the PSN, contents, container size, number of containers, and Accumulation Start Date. It shall be provided to the COR electronically by the 15th day of the following month. In accordance with (IAW) 40 CFR 261.2 and Title 22, Division 4.5, of the California Code of Regulations (CCR), the Contractor shall sample for unknown waste streams and have them analyzed prior to disposal determination (40 CFR 260-269 and Title 22, Division 4.5, CCR. The Contractor shall provide the COR, a copy of chain of custody, a copy of the sample analysis, and a copy of the resulting Hazardous Waste Profile Sheet(s). The Contractor shall provide documentation that each laboratory proposed to be used under this contract is certified to perform waste analysis IAW US EPA or equivalent international methods. The Contractor shall provide the inventory grouping report to the COR at least four working days prior to a scheduled load out of hazardous waste. The Contractor shall complete hazardous waste characterization and profiles that need to be submitted to the disposal facility. The Contractor shall inform the COR of any hazardous waste that was not previously characterized. The Contractor shall perform a hazardous waste stream profile or analysis of any hazardous waste in accordance with: Code of Federal Regulation Title 40, Protection of the Environment, part 262.11, California Health and Safety Code, Division 20, Chapter 6.5, Title 22, California Code of Regulations, Division 4.5, §66262.11 that has not previously characterized with COR’s approval. The Contractor shall provide copies of Hazardous Waste Profile Sheet(s) (Attachment D) to the COR prior to disposal of the hazardous waste.

9.8. Permitted Vehicles – All vehicles used for the transportation of hazardous waste and materials shall be permitted and licensed in accordance with all applicable Federal and State regulations. Copies will be provided to the COR after the contract is awarded and annually thereafter.

9.9. DOT Pre-Transportation Function – The Contractor is responsible for performing the specific requirements under “Pre-Transportation Function” found in 49 CFR 171.8 as required to assure the safe transportation of a hazardous material. This includes proper shipping documents, packaging, labelling, placarding, inspection and other requirements.

9.10. Regulatory Penalties – The Contractor shall comply with all applicable hazardous waste regulations as it applies to work performed under this contract. If the Contractor’s, including any of its subcontractors, failure to comply with any applicable regulation results in a Notice of Violation (NOV) to SFVAHCS from a Federal, State, or Local regulatory agency the contractor shall be liable for all costs associated with the NOV. This includes any fines and other penalties assessed by SFVAHCS, and clean-up costs that are required to be performed. A reduction in the payment of task orders may occur to offset these costs. If this occurs, the contractor shall provide copies of related documentation to the COR within five (5) days of the demand. The Contractor shall not be held liable for any violations committed solely by SFVAHCS. The intent of this clause is to help ensure that hazardous waste is properly packaged, labeled and transported to a TSDF site for disposal in a manner that meets the requirements of all applicable regulations.

9.11. Segregation – Segregate hazardous waste for safe storage in centralized waste accumulation area (Medical Center location only). Implement safe and clean work practices in the centralized waste accumulation area. The Contractor shall safely segregate hazardous waste according to compatibility. The Contractor shall ensure that any liquid hazardous waste is stored in secondary containment within the centralized waste accumulation area. The Contractor shall provide closable tubs that are at least forty-eight (48) gallons in size for the pharmaceutical and chemo waste to be placed while segregated in the centralized waste accumulation area. The Contractor shall complete hazardous waste segregation within one week of accumulating in the centralized waste accumulation area. The Contractor shall wear their own-furnished personal protective equipment while performing hazardous waste segregation. The Contractor shall keep the centralized waste accumulation area clean and be responsible for cleaning up any spills.

10. WASTE PACKAGING

10.1. Hazardous Waste Characterization – The Contractor, or the sub-contractors, may be called upon to provide guidance and assistance to the COR for the identification and characterization of hazardous wastes. The Contractor shall inform the COR of any hazardous waste that they believe is not properly characterized and can challenge a waste description if it is made by SFVAHCS. The Contractor shall provide the COR valid proof (certified lab analysis) and the regulatory citation when challenging a SFVAHCS waste classification.

10.2. Waste Analysis – Hazardous waste may be required to be sampled and analyzed for proper waste identification under the guidance of the COR. The COR may request the Contractor to provide two (2) different wastes per contract year to be analyzed by a laboratory to assist with waste characterization. Only laboratories having the proper State laboratory certifications and approval for use by the COR shall be used to perform waste analysis under this contract. The Contractor shall provide documentation that each laboratory proposed to be used under this contract is certified to perform hazardous waste analysis in accordance with the State of California. The Contractor shall provide the COR, a copy of the sample chain of custody, a copy of the sample analysis report, and a copy of the resulting waste stream characterization.

10.3. Containers – The Contractor shall provide the necessary containers for packaging and or repackaging of wastes for transportation. These containers shall meet Department of Transportation (DOT) UN specification for performance-oriented packaging. The types and sizes of original VA containers may vary greatly but are normally commercial packaging sizes, ranging from small bottles/cans to 55-gallon drums. The integrity of the containers is not guaranteed by VA. The Contractor shall perform such repackaging and furnish all required materials to properly contain material from leaking or escaping repackaging material. The Contractor shall line pharmaceutical waste containers with plastic lining to keep facility containers clean; the lining shall cover the entire sides within the container. If compressed gas cylinders are not destroyed in the treatment process, they must be rendered to scrap and unable to hold a positive pressure. The Contractor is required to have available all the proper equipment and tools necessary for removing/pumping wastes from tanks, pods, and drums. The Contractor may be called upon to provide guidance and assistance to the generator and/or the COR for the identification of waste. The final decision on waste classification resides with the generator; however, the Contractor can challenge a waste description directly to the COR. The Contractor shall provide proof (certified lab analysis) when challenging a COR’s waste identification. The Contractor shall provide and use the appropriate waste identification labels or markers on the waste containers. The Contractor shall completely label all tags IAW US EPA and DOT requirements. The Contractor shall provide the appropriate size waste containers for each waste stream as needed. The Contractor shall pick up hazardous waste containers from the specified storage locations and inspect the containers for damage or leaks and repack as needed.

10.4. DOT Approved Shipping Containers – The Contractor shall pack hazardous waste and prepare for transport according to DOT Haz Mat regulations. Various packing methods for hazardous waste will be required, such as “bulk” for free liquids, “lab pack” for lab waste chemicals, and universal for electronics or recyclable material. The Contractor must be knowledgeable and understand which packing method will be appropriate for the waste for the Medical Center. The Contractor shall provide the appropriate size waste containers for each waste stream as needed for transportation to a TSDF. The Contractor shall provide packing drums, drum liners, and filler material (e.g., vermiculite). The contractor shall also provide up to five (5) gallon DOT-rated HDPE plastic waste containers per month, if requested by the COR. All containers provided by the Contractor for packaging/repackaging of wastes for transportation shall meet Department of Transportation (DOT) specifications for packaging and labeling as stipulated in Title 49 of the Federal Code of Regulations.

10.5. Equipment – The Contractor is required to have available all the proper tools and attachments necessary for packaging of wastes. Most packaging is expected to be lab-packs. Waste oil can be poured manually into open-top drums. The Contractor will need to have the tools and equipment needed to occasionally remove/pump waste from tanks, totes, drums, etc. and to prevent spills from occurring during such transfers.

10.6. Labels – The Contractor shall provide and use the appropriate EPA hazardous waste labels and markers on the waste containers. The Contractor shall fill-in completely all labels in accordance with US EPA, California EPA, and US DOT requirements.

10.7. Container Weights – The Contractor shall determine the weight of waste in each shipping container in the presence of the COR, or the COR’s designee, prior to departure from each site. The Contractor shall use Contractor-provided portable scales, unless waived by the COR. The annual calibration certificate must be provided to the COR for all portable scales that are used. An uncalibrated bathroom scale in good condition is acceptable to weigh small containers being lab packed. The COR may allow the average weight of similar containers to be used in a calculation versus weighing each container. The scale must be +- 1 pound for weighing PListed waste. A larger scale will be required for larger quantities. Alternative methods can be approved by the COR. Verification of container weights by the TSDF is required. Any discrepancies will be annotated by the TSDF on the final copy of the manifests. The weight of waste shall not include the weight of drums, pallets and strapping.

11. TRANSPORTATION, STORAGE AND DISPOSAL

11.1. Regulatory Compliance – The Contractor and the subcontractors shall transport waste in accordance with DOT regulations, 49 CFR, governing identification, packaging, labeling, and placarding of dangerous goods containers and vehicles transportation. Department of Homeland Security regulations regarding vehicle security shall also be followed.

11.2. Safe Transportation – The Contractor shall handle and transport hazardous wastes and recyclable materials in a manner that effectively mitigates hazards to human health and the environment. Incompatible chemicals shall be segregated properly. All containers shall be non-leaking, in good condition and properly labeled.

11.3. TSDF Storage and Disposal – All hazardous waste that leaves an SFVAHCS site shall go directly to an approved TSDF facility that is properly permitted for the waste. The Contractor shall not store hazardous waste at a ten (10-Day TSDF facility for a time that exceeds the TSDF’s permit restrictions.

11.4. Contingencies – The Contractor’s and sub-contractor’s drivers must have the appropriate emergency action instruction and any other documentation in the vehicle’s cab as required by DOT. All vehicles shall be equipped with appropriate emergency response equipment and spill clean-up materials to include an adequate amount of absorbents, broom, shovel and container for collecting spill residue. Drivers must have appropriate training to perform spill clean-up and notification. The driver must have a functioning cellular telephone at all times.

12. SPILL AND CONTINGENCY RESPONSIBILITES

12.1. Liability – The Contractor shall make every effort to prevent spills during the performance of this contract. The liability for spills or releases resulting from the performance of this contract rests solely with the Contractor and its agent(s). This includes spills occurring as the result of handling, packaging, or transporting hazardous waste and recyclable materials. It is incumbent upon the Contractor to immediately notify the COR if there is any issue that could create a significant risk for a spill or release.

12.2. Spill Clean-Up Responsibility – The Contractor agrees to clean-up all spills and releases that occur as a result of contract waste handling activities to the satisfaction of the COR and in compliance with all applicable Federal, State, and Local regulations. The Contractor shall dispose of all spill residue and debris at no additional cost to SFVAHCS. The Contractor shall not be held liable if the primary root-cause is determined to be caused exclusively by SFVAHCS.

12.3. Notification – The Contractor shall notify immediately (within fifteen (15) minutes) the COR of any spill or release resulting from the performance of this contract. Any notification that is required to be made to a regulatory agency will also be performed immediately by the Contractor. A written report shall be provided to the CO and COR no later than 24 hours after the spill or release. The report shall include the location, task details, root-cause, corrective action(s) and recommended preventive action(s).

12.4. Non-Emergency Spill Clean-Ups – The Contractor may be directed by the CO or COR to cleanup accumulated drips or a spill, resulting from work performed by government employees inside the hazardous waste storage lockers. This work will require a written estimate to be provided prior to the COR and will be charged to SFVAHCS on a separate invoice.

13. REPORTS AND MEETINGS

13.1. Waste Report – The Contractor shall provide the COR a report for each calendar year that summarizes the hazardous waste/material movement from the points of generation to the TSDFs. The report format must be approved by the COR prior to the first required report. The report shall be in a Microsoft Excel format with all columns capable of being sorted by the user (i.e. drop-down lists for each column). At a minimum, it shall include the pick-up date, pick-up site, proper shipping name, contents, container size, container weight, TSDF, manifest number, and any other information required by the COR. The report shall have one (1) sheet per month, a sheet that summarizes the information for each calendar year, and a sheet that summarizes the information for each fiscal year. The report shall be provided electronically to the COR by the 15th day of each month.

13.2. Waste Characterization List – The Contractor shall provide updates to the COR of the waste characterization list. This document will be provided upon award of the contract. Any change to the format will be approved by the COR. At a minimum it will include, Product Type or Name, Hazardous Components, Proper Shipping Name, EPA Waste #, California Waste #, Hazard Category, Physical State, Flash Point, Boiling Point, Packing Container, Special Requirements.

13.3. Meetings – The Contractor, and its’ subcontractors will meet with the CO and/or COR when scheduled. These meetings will be conducted by telephone and/or computer. Connections will be arranged by the COR. Attendance at an onsite meeting, with all costs paid by the Contractor, will only be required in the event that the contractor is unable to perform waste services, a Contractor-caused NOV has been issued to SFVAHCS, or a significant contractor-caused spill has occurred. (See also section B.1 for the initial award meeting.)

13.4. Invoicing – The Contractor shall submit invoices for approval on a not-to-exceed monthly basis. Contractors, upon discretion, may submit draft invoices to the COR for review prior to submittal to Austin Finance. Provide supporting documentation for all invoices. Invoices shall include Contract number, Veterans Affairs Purchase Order number, Order Date, Performance Period, and Description of Services provided with corresponding Contract Line-Item Number. Invoices shall only include services provided for a particular project and shall reference the appropriate CLIN for each item being invoiced. Should there be a hazardous waste item that does not fit the existing CLIN description, contractor shall provide a quote to the COR, prior to invoicing. A negotiated agreement must occur prior to any payment of non-CLIN items. No advance payments under this contract will be authorized.

14. GOVERNMENT DELAY OF WORK

14.1. Stop-Work Order – The CO may, at any time, by written order to the Contractor, require the Contractor to stop all, or part, of the work called for by this contract for a period of ninety (90) days after the order is delivered to the contractor, and for any further period to which the parties agree.

15. CONTRACT EFFECTIVE PERIOD

15.1. The Period of Performance for this contract will be effective from April 1, 2026, through March 31, 2027, with four one-year options from April through March of succeeding fiscal years.

16. EVALUATED OPTIONAL TASKS AND ASSOCIATED DELIVERABLE

16.1. The Contractor shall not be allowed to miss the reporting periods unless authorized by the Contracting Officer (CO) and Contracting Officer’s Representative (COR).

17. SCHEDULE FOR DELIVERABLES

17.1. If for any reason any deliverable cannot be delivered within the scheduled time frame, the contractor is required to explain why in writing to the Contracting Officer, including a firm commitment of when the work shall be completed. This notice to the Contracting Officer shall cite the reasons for the delay, and the impact on the overall project. The Contracting Officer will then review the facts and issue a response in accordance with applicable regulations.

18. CHANGES TO PERFORMANCE WORK STATEMENT

18.1. Any changes to this PWS shall be authorized and approved only through written correspondence from the Contracting Officer. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the Contractor through the actions of parties other than the Contracting Officer shall be borne by the Contractor.

19. REPORTING REQUIREMENTS

19.1. The Contractor will notify the COR at least two (2) working days prior to any scheduling conflict or any other issue related to the performance of this contract. The Contractor must report any spills, release or injuries immediately to the COR or in case of emergency to the SFVAHCS Police.

20. TRAVEL

20.1. Travel may be needed for the kick-off and closing meetings and will be at the Contractor’s expense.

21. GOVERNMENT RESPONSIBILITIES

21.1. The Contracting Officer (CO), Contracting Officer Representative (COR) or designated person will provide point-of-contact information to the Contractor. A COR will be designated to represent the Contracting Officer in furnishing technical guidance and advice under this contract. The foregoing is not to be construed as authorization to interpret or furnish advice and information to Contractor relative to the financial or legal aspects of the contract. Those matters are the responsibility of the Contracting Officer and shall not be delegated. Provide the Contractor working space for the work performed at each site.

22. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS

22.1. All Contractor employees who require access to the SFVAHCS campus must obtain a security badge from the SFVAHCS Office of Security and Law Enforcement. The Contractor and its subcontractors shall be subject to the same Federal laws, regulations, standards and VA directives and Handbooks as VA and VA personnel regarding information and information system security.

23. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

23.1. The Quality Assurance Surveillance Plan (QASP) is a government developed and applied document used to make sure that systematic quality assurance methods are used in the administration of the Performance Based Service Contract (PBSC) standards included in this contract and if applicable applies to subsequent task orders issued thereunder. The intent is to ensure that the Contractor performs in accordance with performance metrics set forth in the contract documents, that the Government receives the quality of services called for in the contract and that the Government only pays for the acceptable level of services received.

23.2. Authority for issuance of this QASP is provided under Contract Terms and Conditions – Inspection and Acceptance, which provides for inspections and acceptance of the articles, services, and documentation called for in task orders to be accomplished by the Contracting Officer or his duly authorized representative. Additionally, under FAR 46.401 – Government Contract Quality Assurance states (a) Government contract quality assurance shall be performed at such times (including any stage of manufacture or performance of services) and places (including subcontractors’ plants) as may be necessary to determine that the supplies or services conform to contract requirements. Quality assurance surveillance plans should be prepared in conjunction with the preparation of the performance work statement.

23.3. To fully understand the roles and the responsibilities of the parties, it is important to first define the distinction in terminology between the Quality Control Plan and the Quality Assurance Surveillance Plan (QASP). The Contractor, and not the Government, is responsible for management and quality control actions necessary to meet the quality standards set forth by the contract and follow-on task orders. The Contractor develops and submits his Quality Control Plan (QCP) for Government approval in compliance with his contract deliverables. Once accepted, the Contractor then uses the QCP to guide and to rigorously document the implementation of the required management and quality control actions to achieve the specified results. QASP, on the other hand, is put in place to provide Government surveillance oversight of the Contractor’s quality control efforts to assure that they are timely, effective and deliver the results specified in the contract or task order. The QASP is not a part of the contract nor is it intended to duplicate the Contractor’s QCP. The Government may provide the Contractor with an information copy of the QASP as an Attachment to the solicitation to support the Contractor’s efforts in developing a QCP that will interrelate with the Government’s QASP.

24. Invoicing: All invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

24.1. VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.

24.2. More information on the VA Financial Services Center is available at http://www.fsc.va.gov/einvoice.asp

24.3. Vendor e-Invoice Set-Up Information:

24.3.1. Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have questions about the e-invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below:

24.3.1.1. Tungsten e-Invoice Setup Information: 1-877-489-6135

24.3.1.2. Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

24.3.1.3. FSC e-Invoice Contact Information: 1-877-353-9791

24.3.1.4. FSC e-invoice email: vafsccshd@va.gov

(END OF PERFORMANCE WORK STATEMENT)