Portable Toilet Rental and Maintenance Services PWS.docx

Department of Homeland Security Federal Law Enforcement Training Center Portable Toilet Rental and Maintenance Services

PORTABLE TOILET RENTAL AND MAINTENANCE SERVICES

PERFORMANCE WORK STATEMENT

1. INTRODUCTION

This introduction provides general information, descriptions, and mission statements relating to this specification for the Federal Law Enforcement Training Centers (FLETC). This action is for non-personal commercial item services for Portable Toilet rental and services as outlined herein. This introduction provides general information, descriptions, and mission statements relating to this performance work statement (PWS) for the FLETC, Glynco, Georgia.

1.1 FACILITY DESCRIPTION AND MISSION

1.2 Description

The FLETC Glynco campus is located approximately five minutes north of Brunswick, Georgia in Glynn County and is equal distance between Savannah, Georgia, and Jacksonville, Florida. The FLETC (Center) is situated on 1,600 acres in southeast Georgia with modern conventional facilities such as classrooms, dormitories, administrative, and logistical support structures.

1.3 Mission

The FLETC mission statement is "We train those who protect our Homeland". The FLETC is responsible for providing law enforcement training to over 130 Partner Organizations, including state, local, tribal, campus, and international law enforcement officers and agents.

1.4 Period of Performance

2.

SCOPE OF WORK

This section sets specific administrative requirements. The Contractor shall furnish all labor, transportation, equipment, materials, supplies, and supervision as required to provide for collection and disposal services of all Portable Toilet Rental and Services at the FLETC, Glynco, Georgia. Collection and disposal shall follow the Rules of Georgia Department of Natural Resources, Environmental Protection Division, Chapter 511-3-6, Portable Toilet Rental and Services, all conditions specified in the Contractor's Portable Sanitation and Services Handling Permit, and Title 40 of the Code of Federal Regulations (CFR) Parts 239 through 279.

2.1 Projected Workload

The workload required for this contract is identified as follows:

· Portable Toilet Rental and Services for (19) Units

· Portable Toilet Relocations

· Pump Out Services for (2) FLETC Owned Portable Bathrooms

· Surge Activities

2.2 Government Furnished Property Materials and Supplies

The Government will furnish two (2) Government provided Portable bathrooms. The Government will furnish previous locations for Portable bathrooms, and the Contracting Officer's Representative (COR) will assist the Contractor with location identification for the first week of service.

2.3 Contractor Furnished Items

2.3.1 Portable Toilet Rental and Services Container Types and Sizes

The Contractor shall furnish all materials, supplies, equipment, vehicles, and Portable Toilet containers required to meet the terms of this contract. Standard commercial Portable Toilet containers shall be of the following size:

Length-47 inches, Width-43½ inches, Height-91inches, Interior Length-41inches, Bottom Interior Width-41inches, Seat Height-19 inches with a plastic lid with a tank capacity of 60 gallons.

The Contractor shall ensure all portable toilets are in proper working condition, maintained in a neat and clean inside and outside appearance, free of dirt and dents. Stenciling or sticker and the color of the numbers on the containers shall be approved by the Contracting Officer (CO) and COR prior to installation at the FLETC Campus. Upon delivery to FLETC, all units shall be sequentially numbered beginning with the number one (1). These numbers will be used for tracking and inspection purposes. The tracking numbers will be standard block lettering, visible from a minimum of 10 feet from the front of the units, and of a color approved by the COR.

2.3.2 Portable Toilet Rental and Services Collection Vehicles

All portable toilets shall be collected in tanker trucks meeting industry standards to safely pump and transport portable toilets and waste. Contractor vehicles and equipment must be free of waste and leaks (e.g., oil or hydraulic fluid); any leaks must be cleaned up by the Contractor and reported to the COR. Trucks should remain neat and clean.

2.4 Disposal Sites

During performance of this contract, the Contractor shall furnish information concerning all disposal sites for the disposing of all portable toilets collected waste. No waste of any type will be disposed of in the FLETC premises. Disposal of waste shall be in accordance with existing local, state, and federal regulations. Upon award, the Contractor shall verify, in writing, the name and location of all sites to be utilized as well as applicable required permits for the use of all sites.

2.5 Hours of Operation

The Contractor shall perform the duties of this contract during 8:00 am-5:00 pm hours (portable toilets on the driving range at DMD will be serviced between the hours of 11:15 a.m.-12:30 p.m. Tuesday and Friday, if not here during that time the driver must be escorted on the driving range), excluding Federal holidays unless otherwise stated in the contract or changed by modification to the contract. Collection outside of these hours requires prior coordination with the COR.

2.5.1 Holidays

The Government recognizes the following Holidays: New Year's Day, Martin Luther King's Birthday, President's Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veteran's Day, Thanksgiving Day, and Christmas Day. Occasionally, Federal holidays will be declared normal training days, and full Contractor support will be required. Notice of this requirement will be given to the Contractor at least one week in advance. The Contractor shall NOT receive premium rates for any special declared holiday for Federal employees (e.g., National Day of Mourning for death of a former president). The FLETC may schedule non-training days, for example the Friday after Thanksgiving Day and on day before or after Christmas Day; however, this is not a Federal Holiday and does not relieve the Contractor from responsibilities on the non-training days. When a holiday falls on a scheduled collection day, the collection of waste shall be coordinated between the CO/COR and the Contractor. Any collections rescheduled under this paragraph shall be accomplished in addition to all normal collections for that day. Any holiday rescheduling shall be at no additional cost to the Government.

2.6 Personnel Requirements

2.6.1 The Contractor shall manage the total work associated with the services required to assure fully adequate and timely completion of these services. Included in this function shall be a full range of management duties including, but not limited to is not priceable, planning, scheduling, report preparation, establishing and maintaining records, and quality control. The Contractor shall provide adequate staff of personnel with the necessary management expertise to ensure the performance of the work in accordance with sound and efficient management practices. The Contractor shall be responsible for maintaining an emergency communications number to enable the Government staff to notify the Project Manager (PM) if an employee injury (or other situation) occurs after normal working hours.

2.6.2 Each Contractor employee shall be a citizen of the United States of America, or an immigrant who has been lawfully admitted for permanent residence or who presents other evidence from the United Staes Citizenship and Immigration Services that employment will not affect their immigration status.

2.6.3 All employees assigned by the Contractor to the performance of work under this Contract shall be capable and experienced in the type of work they are assigned under this contract or be given on-the-job training by the Contractor. All Contractor employees shall be able to read, write, speak, and understand English.

2.6.4 Contractor employees shall conduct themselves in a courteous and professional manner at all times. The Contractor shall ensure that no Contractor personnel accept gratuities of any kind. Contractor employees must comply with OHS Directive 123-05 " Standards of Conduct,” see Technical Exhibit 1.

2.6.5 The Contractor shall maintain satisfactory standards of employee competency, conduct, appearance, and integrity and shall be responsible for taking such disciplinary action with respect to employees, as may be necessary. The Contractor shall advise the COR of any civil or internal disciplinary or criminal actions taken.

2.6.6 No Government employee may directly or indirectly supervise or direct a contractor employee.

The Contractor shall remove from the site any individual whose continued employment is deemed by the CO to be contrary to the public interest or inconsistent with the best interest of the Government.

2.6.7 The Contractor shall ensure efficient continuation of all operations by providing adequately trained relief personnel to substitute for regular absent employees.

2.6.8 Smoking shall only be permitted in designated smoking areas, Contractor employees must comply with FLETC Directive 70-09, see Technical Exhibit 1.

2.6.9 The Contractor and contract employees shall not enter any FLETC facilities except for the Dining Hall for meals (Lunch after 12:15), the FLETC convenience store, and restroom facilities, except as necessary to report an emergency.

2.6.10 The Contractor shall ensure personnel operating vehicles in performance of this contract shall possess a valid License for the vehicle size and type to be driven. A copy of all licenses shall be provided to the CO/COR upon request.

2.7 Key Personnel

2.7.1 Project Manager (PM) The Contractor shall designate, in writing to the CO, a competent and responsible PM who possesses the necessary qualifications to supervise the work required under this contract effectively. The PM within the last 2 years shall have successfully managed an operation with similar requirements. This designation should occur prior to the contract start date, but no later than the pre-performance conference. This individual shall be responsible for the overall management and coordination of the work required under this contract. The Contractor shall ensure that a qualified individual is available to perform project management duties in the event of the temporary absence of the PM, such as during vacation. The PM shall notify the COR if they will be absent for two (2) days or more. The PM shall have the authority to speak for and act for the Contractor in all matters related to this contract. This delegation of authority includes, but not limited to is not priceable, all matters concerning the day-to-day effective operation of services such as personnel supervision, training, purchasing, cost control, and sanitation. The PM shall administer all services described in these specifications, receive any complaints concerning the contract requirements, and rectify the causes of the complaints. This person shall also be available for site visits and inspections when requested. The PM shall be on call to handle emergencies and shall ensure the CO is provided with specific contact numbers.

2.7.2 Point of Contact (POC)

A competent POC must be always available via telephone for routine and emergency business. This person shall also be capable of supervising personnel, handling problems, and working with assigned Government personnel in a progressive, diplomatic manner. An alternative POC shall be designated to act in the absence of the PM. These names shall be provided in writing to the CO at the time of award. If the POC changes during the life of this contract, the Contractor shall immediately notify the CO, in writing, of the change and provide name of replacement, individual shall have equal or greater qualifications than the person being replaced.

2.7.3 Quality Control Manager (QCM)

The Contractor shall designate, in writing, to the CO a competent and responsible individual. This designation should occur prior to the contract start date, but no later than the pre-performance conference. This individual must have demonstrated knowledge of Quality Control procedures and possess knowledge of, or experience with, the areas of collect and disposal waste removal. The QCM may utilize the driver to collect data; however, must make periodic inspections in person at a minimum of once a month. The QCM shall provide accurate Quality Control Reports detailing concerns, defective services, and corrective actions on a monthly basis. The QCM function may be fulfilled by the PM.

2.8 Uniforms and Badges

2.8.1 Uniform

Contractor personnel must be recognizable as such while on the FLETC premises. The Contractor shall provide employee uniforms with their logo on a collared shirt in colors of Contractor’s choice with exception of blue. Uniforms must present a neat, clean, and uniform appearance. Each employee shall be required to obtain and wear a FLETC Contractor identification badge issued by the Government prior to entering FLETC on duty. The Contractor shall ensure that all contract personnel have proper identification prominently displayed over the front of outer clothing.

2.8.2 Badges

Contractor shall turn badge application into CO 10 days prior to FLETC arrival. Badging paperwork will be provided to the awardee.

2.8.3 Safety Wear

Contract employees should wear safety apparel and equipment such as reflective vests, boots, gloves, eye protection, and ear protection as necessary and in accordance with OSHA requirements to maintain a safe working environment.

3. Waste Collection Services Specific Requirements

3.1 Portable Toilet Rental and Services Collection

The Contractor shall ensure that all portable toilets are cleaned and serviced on each visit. The Contractor shall be required to visually inspect portable toilets to see if they meet the cleanliness requirements. Services shall be performed in accordance with section 9 Hours of Operation. The Contractor shall make sure all portable toilets are secure (anchored down) at their location after servicing, in an upright position with the doors securely in place. The Contractor shall be responsible for policing any trash dropped by personnel at the pickup site. Equipment and vehicles shall not be left unattended or placed immediately adjacent to any FLETC facility. All pump out trucks shall be equipped with a back-up alarm horn.

3.2 Portable Toilet Rental and Services Cleaning

The Contractor shall empty and service the nineteen (19) portable toilet rentals twice a week, every Tuesday and Friday. The Driving Range can only be accessed from 11:15 a.m.-12:30 p.m. (any other time the driver must be escorted on the range). The Contractor shall ensure that the portable toilets have been pumped and cleaned. The FLETC provided portable bathrooms shall be pumped out on the 1st and 3rd week of the month.

13.3 Placement and Location of Portable Toilets

The Contractor shall place required portable toilet within marked/designated locations, see Technical Exhibit 2. Containers shall be in place upon commencement of contract services and will require coordination between the Contractor and the CO. Container locations are subject to change by the CO. The Contractor shall also position containers to minimize interference with adjacent parking areas, sidewalks, roadways, overhead utilities, trees, and other potential obstructions.

3.4 Inclement Weather Schedule

The Contractor shall collect waste during periods of inclement weather. In cases of severe weather, i.e. hurricanes, the CO will authorize exceptions. When exceptions are granted, all missed collections shall be performed upon notification from the CO.

3.5 Relocation of Portable Toilet

The Contractor may be required to relocate containers due to on-going construction, increase of use in a particular area, or other reasons. The relocation may include actions such as transfer of containers to a different area within the FLETC facility. These containers shall be placed in locations for a length of time designated by the CO. The Contractor will be given two (2) working days’ notice, when possible, by the CO to accomplish the task.

3.6 Portable Toilet Accessibility

The Contractor shall reasonably attempt to make collections as specified in this contract. Should access to any portable toilet be obstructed, the Contractor shall immediately notify the CO and COR. If access to the portable toilet is made available before the final pickup of the day, the collection and disposal of the waste contained therein shall be made that day.

3.7 Portable Toilet Removal

If a portable toilet is removed from any designated location for any reason, including pumping, cleaning, and maintenance, for more than 24 hours, a replacement portable toilet shall be placed on the site, unless otherwise specified by the CO. This replacement shall be at no additional charge to the Government. Portable toilets determined not to be in compliance with the contract specifications, shall be removed by direction of the CO at no additional charge. Additionally, the Government may discontinue services for portable toilets, notification will be provided by the CO. The removal shall be at no additional cost to the Government.

3.8 Unscheduled Collections and Special Events

In addition to the scheduled waste collections, the CO may request the Contractor make unscheduled collections and disposal of waste. For unscheduled events, the Contractor shall respond within one business day of notification from the CO. The CO will notify the Contractor in writing at least three days in advance of the special event date, if possible. The Contractor shall perform one-time (as required) collections by 5:00 PM the same day.

3.9 Additional Portable Toilet

The government is currently constructing additional buildings; upon completion and occupancy of these buildings, the Contractor may be required to add portable toilet and services to the schedule. Also, it may be necessary to cancel services at a site, due to more training, construction activities, or other reasons. Any such changes will be accomplished by modification by the CO.

3.10 Surge

The Government will provide the Contractor with written notification detailing the surge event, including, but not limited to, the duration of the surge, the type and quantity of portable toilet rentals required, and the expected services such as delivery, servicing, removal, and maintenance. Upon receipt of this information, the Contractor shall submit a proposal for the surge period of performance. For planned operational surges, the Contractor must provide the proposal within thirty (30) calendar days. For unscheduled events, including weather-related incidents or events outside the control of FLETC, the Contractor must submit the proposal within twenty-four (24) hours of receiving the Government’s notification. The Contractor’s proposal shall include pricing for the requested rentals and services, availability and delivery schedule, service frequency and maintenance plan, and any additional requirements specified by the Government. Upon acceptance of the proposal by the Government, the Contractor shall commence performance in accordance with the agreed-upon terms and schedule.

3.11 Reports and Schedules

The Contractor shall prepare and submit all reports and schedules to the CO/COR as required. This will include the Contractor's pump truck schedule, the Contractor's quality control inspection reports, cleaning and painting schedules, and repair of Portable toilets.

3.12 Repair and Maintenance

The Contractor shall maintain portable toilets in a leak proof, clean condition. The Contractor shall provide spot painting as required to maintain an attractive appearance. Portable toilet maintenance shall include, but not be limited to, any structural repairs and/or replacement of any missing, damaged, or deformed latches, lids, doors, hinges, catches, locks, springs, and hasps necessary for the safe operation of these portable toilets. All repairs necessary to make portable toilets serviceable, including those resulting from the Contractor's use through normal everyday use, shall be performed by the Contractor as a part of this contract at no additional cost to the Government. The Contractor shall perform all painting, repair, and other maintenance tasks off center of the FLETC. The Contractor shall correct any deficiencies identified by the CO/COR, within five (5) working days after notification. The Contractor may be required to replace any portable toilet that is not maintained in accordance with the terms of the contract at no additional cost to the Government. The Contractor shall be responsible for any damage that results to Government property, structures, walls, gates and fences, Government and/or private Vehicles that occurs during the performance of this contract. Any damage to Government or private property shall be immediately reported to the FLETC security personnel and the CO/COR. Repairs and maintenance are not billable.

3.13 Painting and Stenciling

The Contractor shall paint the exterior of all portable toilets, as prerequisite for corrosion control, protection, appearance, and utilization of portable toilets as necessary. All painting and stenciling shall be in accordance with standard color schemes and approved by the CO/COR prior to use. No variation of color will be allowed without prior written approval of the CO/COR. Stenciling of portable toilets shall be visible from a distance of 10 feet. All portable toilets shall be labeled or stenciled with numbers in order. Portable toilets shall be numbered in accordance with 7.1 paragraph 3.

3.14 FLETC Publications and Directives

The Contractor, employees, and subcontractors shall comply with all requirements in Directives listed in Technical Exhibit 1 as they apply to services covered by this specification. These documents will be provided by the Government at time of award. NOTE: In the event of a conflict between this contract and any other FLETC directive, the contract prevails.

4. CONTRACTOR REQUIRED PLANS

4.1 Safety Plan

4.1.1 Upon commencement of work, the Contractor shall implement a suitable safety program for employees performing work under this contract. This safety program shall contain a Safety Plan, in writing, and submitted to the CO/COR at the time of award, and any time the plan changes.

4.1.2 This detailed plan shall describe how the Contractor's safety program complies with Federal and State Occupational Safety and Health Acts (OSHA), those applicable provisions of the Environmental Protection Agency (EPA), and any other safety provisions within this contract. This program shall include, but is not strictly limited to, the following areas: Organization, Methodology, Hazardous Material/Noise, Employee Injuries, and Motor Vehicle Safety.

4.1.3 Any injuries occurring will be reported through the CO/COR to the FLETC Safety Office within 24 hours of the incident. The Contractor's Safety Plan shall specifically address this instruction.

4.2 Quality Control Plan (QCP)

4.2.1 The QCP is a detailed description of the quality control inspection system covering all services included in the contract specifying areas to be inspected on a scheduled or unscheduled basis and how inspections are to be conducted. The QCP shall also include a method for identifying deficiencies in the quality of services performed and for taking corrective action before the level of performance becomes unsatisfactory.

4.2.2 Within fifteen (15) days after contract award and whenever the methods or procedures are changed, the Contractor shall submit a written QCP to the CO for approval.

4.2.3 The Contractor shall maintain complete inspection records for the life of the contract; all Contractor documentation of QC inspections will become government property and shall be turned over to the CO within 10 calendar days of contract completion or termination. These records shall be made available at any time during contract performance for Government review upon request of the CO/COR.

4.2.4 The Contractor shall provide the Government with a monthly summary of all QC Inspection conducted by the Contractor and a summary statement of documented defects with monthly invoice. The Contractor must evaluate both internal and government inspection documentation for trend identification. The Contractor will develop corrective actions for trends identified and schedule joint follow up inspections with the COR for the following month.

5. Phase-In/Phase-Out

5.1 Phase-In

The Contractor shall provide a Phase-In Plan to deliver all 19 portable toilets as described within five (5) days after Contract award. This Plan shall include a detailed schedule showing each step in the providing responsibility, training, security requirements, and any other prerequisites necessary by the Government for successful contract phase-in.

5.1.1 The Contractor may have to coordinate with the outgoing Contractor to coordinate the exchange of portable toilets. The government may offer a schedule for both outgoing and incoming Contractor.

5.2 Phase-Out

5.2.1 The Contractor shall provide a phase-out plan to the CO for approval 120 days prior to contract completion. The plan shall describe how the Contractor shall approach the following issues: coordination with the follow-on Contractor and any other actions required to ensure continuity of services.

6. TECHNICAL EXHIBITS

TECHNICAL EXHIBIT 1

FLETC BULLETIN AND DIRECTIVES

*Copies of Bulletins and Directives will be provided to Contractor upon award of contract as requested.

TECHNICAL EXHIBIT 2

PORTABLE TOILET LOCATIONS