PWS SOLID WASTE COLLECTION BASE 4 OY.pdf

Wagner Health Care Center Indian Health Service

Statement of Work

Solid Waste Collection Services

Background:

The Mission of the Wagner Health Center (Wagner) is to provide the best possible healthcare services to the

Native American population of the Yankton Sioux Oyate located on the Yankton Sioux Reservation. To meet this mission, Wagner has identified a need for a Non-Personal, Firm Fixed Price, Base Year plus Four (4) One

(1) Option Year Service Contract for Solid Waste (Garbage) Removal Services.

Period of Performance:

Base Year Date of Award to 08/31/2027

Option Year 1: 09/01/2027 to 08/31/2028

Option Year 2: 09/01/2028 to 08/31/2029

Option Year 3: 09/01/2029 to 08/31/2030

Option Year 4: 09/01/2030 to 08/31/2031

Purpose:

Solid waste removal services rendered by the Contractor shall include the removal of all materials considered

“regular” garbage. Some items include but are not limited to: food waste, paper, metal cans, milk containers, etc.

Contractor Responsibilities:

1. The Contractor shall be responsible for making a complete survey of the premises where dumpster services are to be rendered at the Wagner Health Center at 111 Washington Ave. NW Wagner, SD

57380 in order to be thoroughly familiar with the coverage of the service requested in this specification. Any misunderstandings arising from not fully meeting the requirements outlined in this specification due to failure in conducting a survey shall not excuse the Contractor from fully complying with the requirements of the specification outlined.

2. All regular pick-up services shall be performed three (3) times a week, Monday, Wednesday and

Friday, on a weekly basis, for each week of the month, for 12 months, where dumpster services are to be rendered at the Wagner Health Center 111 Washington Ave. NW Wagner, SD 57380. The contractor shall obtain permission from the Facilities Manager and the Contracting Officer prior to performing additional services that may be needed outside the specified hours of the period of performance.

3. Contractor shall provide a schedule of pickup services with bid proposal.

4. The Contractor shall provide a monthly waste manifest report, for each pickup and obtain a signature from the Facilities Manager, or any designated Wagner Health Center personnel, for all solid waste collected.

5. Contractor shall provide two (2) 6 yard dumpster for the facility building that will be used throughout this contract.

6. Contractor shall provide all equipment required to remove solid waste; and maintain the dumpster areas and dispose of materials that are in and around the dumpsters. Contractor shall ensure that items being disposed of will have proper coverings to prevent debris from falling onto the roads, etc. No equipment shall be stored or kept at any Indian Health Service facility when the Contractor is not working without the express approval of the Facilities Manager at the Wagner Health Center.

7. The Contractor shall notify the Facilities Manager (7) seven working days prior to contract commencement, so that the Facilities Manager may accompany the Contractor and/or to make referrals. This shall be required and enforced.

8. All materials shall be disposed of in an EPA-Certified landfill according to landfill regulations.

9. The Contractor shall be responsible for all travel, lodging, per diem, fringe benefits, Federal/State/Local taxes, plus any other costs pertinent to the performance of this contract.

Government Furnished Property, Facilities, and Services:

No Government furnished property.

Contractor Furnished Property, Facilities, and Services:

The Contractor shall provide his or her own equipment, vehicles, tools, personnel, and transportation to complete the performance of the contract.

Technical Requirements:

The Contractor shall provide:

1. Adequate staff that possess the appropriate licenses in compliance with applicable federal, state, and local law regulations. A copy of the certifications shall be submitted with the bid proposal.

2. Proof of insurance, which shall be included with the bid proposal.

3. Personnel contact information.

Quality Assurance:

The Contractor shall provide solid waste removal services in a professional to manner to meet Indian Health

Service regulations. An inspection of the dumpster location areas will be done to ensure that all materials specified for this contract have been removed.

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

1. Purpose

This QASP outlines the systematic approach Wagner Health Center will use to monitor, evaluate, and document contractor performance in providing solid waste removal services, ensuring compliance with contract requirements, environmental regulations, and safety standards.

2. Performance Objectives

| Service Area | Performance Standard | Acceptable Quality Level (AQL) | Surveillance Method |

| Waste Collection | All scheduled pickups completed on time | 98% on-time completion | Random inspections, schedule tracking |

| Waste Disposal | Disposal at approved, licensed facilities | 100% compliance | Review of disposal tickets/manifests |

| Site Cleanliness | No residual waste or spillage after collection | 95% compliance | On-site inspections |

| Safety Compliance| Adherence to OSHA and local safety rules | 100% compliance | Safety audits, incident reports |

| Customer Service | Prompt response to service requests/complaints | 90% within 24 hours | Customer feedback logs |

3. Surveillance Methods

• Random Inspections: Unannounced site visits to verify cleanliness, timeliness, and safety compliance.

• Scheduled Reviews: Monthly review of service logs, disposal manifests, and compliance reports.

• Customer Feedback: Tracking and analyzing complaints, compliments, and service requests.

• Performance Metrics: Comparing actual performance data against AQL thresholds.

4. Roles & Responsibilities

Contracting Officer (CO): The CO is responsible for monitoring contract compliance, contract administration, and cost control and for resolving any differences between the observations documented by the "Contracting Officer's Representative (COR)," “CO," "Quality Assurance Manager (QAM),” or

"Program Manager (PM)"] and the contractor. The CO will designate one full-time COR as the government authority for performance management. The number of additional representatives serving as technical inspectors depends on the complexity of the services measured, as well as the contractor’s performance, and must be identified and designated by the CO.

Contracting Officer’s Representative (COR): The COR is designated in writing by the CO to act as his or her authorized representative to assist in administering a contract. COR limitations are contained in the written appointment letter. The COR is responsible for technical administration of the project and ensures proper government surveillance of the contractor’s performance. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the government’s behalf. Any changes that the contractor deems may affect contract price, terms, or conditions shall be referred to the CO for action. The COR will have the responsibility for completing QA monitoring forms used to document the inspection and evaluation of the contractor’s work performance. Government surveillance may occur under the inspection of services clause for any service relating to the contract.

• Contractor: Delivers services per contract, maintains records, and implements corrective actions when required.

5. Documentation & Reporting

• Inspection Reports: Completed after each surveillance activity.

• Monthly Performance Summary: Contractor performance vs. AQL, trends, and corrective actions.

• Non-Conformance Reports (NCRs): Issued for significant deviations from standards.

6. Corrective Actions

If performance falls below AQL:

1. Verbal Notification for minor issues.

2. Written Warning for repeated or serious issues.

3. Formal Corrective Action Plan with deadlines.

4. Contract Remedies if non-compliance persists.

7. Continuous Improvement

Annual review of QASP effectiveness, incorporating lessons learned, updated regulations, and stakeholder feedback.

Contract Administration:

1. Authority

A. No person other than the Contracting Officer has the authority to bind the

Government with respect to this contract.

B. No action or omission of any government employee or representative other than the Contracting Officer shall increase or decrease the scope of this contract or shall otherwise modify the terms and conditions of this contract.

C. In no event shall any of the following be effective or binding on the Government or imputed to the Contracting Officer with respect to this contract:

• An understanding or agreement between the Contractor and anyone other than the Contracting Officer;

• A purported modification or change order issued by anyone other than the

Contracting Officer;

• A promise by anyone other than the Contracting Officer to provide additional funding or make payments; or

• An order, direction, consent, or permission from anyone other than the

• Contracting Officer to:

• Incur costs in excess of a specified estimated cost, allotment of funds, or other ceiling; or

• Expend hours in excess of a specified level of effort.

2. Contracting Officer (CO): Contracting Officer means a person with the authority to enter into, administer and/or terminate contracts and make related determinations and findings. The

Contracting Officer signs all contractual documents, approves and signs all modifications to contracts, processes and approves payment requests, reviews and makes final decisions on contractual discrepancies, and administers the contract. The Contracting Officer is the only authorized individual to make changes to the contract.

3. Designation of Contracting Officer's Representative (COR): The person identified below is hereby designated as the COR for this contract. The responsibility of the COR (or his duly representative) is to ensure that the Government technical objectives are met. The COR will provide necessary information, direction, coordination, etc., within the contractual work description. Issuance of changes which affect the articles, terms, or conditions of this contract will be accomplished through the Contracting

Officer who is the only party authorized to bind the Government to the contract.

The designated COR for this contract is:

Dwight Josh Janis

COR Level 1

Wagner Health Care Facility

111 Washington Ave. NW

Wagner, SD 57380

Subject matter expert for this contract is:

Chad Zephier, Facility Manager

Wagner IHS Health Center

111 Washington AVE NW

Wagner, South Dakota 57380

Payment Process:

The Contractor shall submit one invoice, monthly, for incurred charges related to solid waste collection.

Invoice submission and payment:

In compliance with the Office of Management and Budget (OMB) M-15-19 memorandum Improving

Government Efficiency and Saving Taxpayer Dollars Through Electronic Invoicing, directing Federal agencies to adopt electronic invoicing as the primary means to disburse payment to vendors. Invoices submitted under any award resulting from this solicitation will be required to utilize the Invoice Processing Platform (IPP) in accordance with HHSAR 352.232-71, Electronic Submission and Processing of Payment Requests.

IPP is a secure, web-based electronic invoicing system provided by the U.S. Department of the Treasury’s

Bureau of the Fiscal Service, in partnership with the Federal Reserve Bank of St. Louis (FRSTL). Respondents to this solicitation are encouraged to register an account with IPP if they have not already done so. If your organization is already registered to use IPP, you will not be required to re-register, however, we encourage you to make sure your organization and designated IPP user accounts are valid and up to date.

The IPP website address is: https://www.ipp.gov.

If you require assistance registering or IPP account access, please contact the IPP Helpdesk at (866) 973-

3131 (M-F 8AM to 6PM ET), or IPPCustomerSupport@fiscal.treasury.gov.

The Contractor shall include the following information on each invoice in accordance with the Prompt Payment

Act (5 CFR Part 1315.9(b)):

1. Contractor/Vendor Name

2. Mailing Address

3. Telephone Number

4. Tax Identification Number (TIN)

5. Invoice Date and Number

6. Purchase Order Number (in Block #3 of the OF-347 form)

7. Data Universal Number (DUNS)

8. Description of services provided, quantity, unit of issue, unit price, and total amount due.

https://www.ipp.gov/ mailto:IPPCustomerSupport@fiscal.treasury.gov