Refrigerant_Recovery_from_Appliances_for_Disposal_PWS.docx

PERFORMANCE WORK STATEMENT (PWS)

FOR

EVACUATION OF REFRIGERANT & OIL FROM SMALL APPLIANCES

Kalaupapa National Historical Park Kalaupapa, Molokai, Hawaii

6 March 2023

Prepared by National Park Services (NPS) Pacific Western Region (PWR) – Interior Region 12

1.0 DESCRIPTION OF SERVICES

Kalaupapa National Historical Park (KALA) is located in an isolated setting midway along the north shore of the island of Molokai, in the State of Hawaii. The peninsula is a comparatively flat plateau of lava about 2¼ miles wide, projecting out from a 2,000-foot sea cliff which is accessible by a 3⅛ mile foot trail that traverses on the side of a steep cliff, using a small 9-seater commercial aircraft, or by a small ocean vessel. KALA is unique among units of the National Park System (NPS) system because the Park is still home to an active community of Hansen’s disease patients, whose right to privacy and respect are strictly upheld.

The NPS has a requirement for a service provider to perform proper evacuation of refrigerant and oil from used small appliances in KALA that need to be disposed and/or recycled. The Contractor shall accomplish the required services prior to the NPS’s once per year, round trip barge sailing between Honolulu and Kalaupapa, Hawaii in July or August of each year.

The Environmental Protection Agency (EPA) defines small appliance as any appliance that is fully manufactured, charged, and hermetically sealed in a factory with five pounds or less of a chlorofluorocarbon (CFC) or hydrochlorofluorocarbons (HCFC) refrigerant.

The estimated quantities and types of small appliances contained in this document are for evaluation purposes only. They are neither a warrant nor guarantee of the actual quantities and types of appliances the contractor will be provided for this service.

10 Full size refrigerators and freezers (designed for home, commercial, or consumer use) 10 Room air conditioners and dehumidifiers (including window air conditioners and packaged terminal air heat pumps) 1 Water coolers 1 Icemakers 1 Mini-refrigerator

Services will be required for approximately one base year with the potential for four subsequent option years.

1.0.1 BACKGROUND

Section 608 of the Clean Air Act (CAA), EPA has established regulations (40 CFR Part 82, Subparts A and F) prohibits individuals from intentionally venting refrigerants into the atmosphere while disposing of refrigeration/AC equipment. These regulations specify:

1. A prohibition on intentionally venting ozone-depleting substances (ODS) refrigerants and ODS substitutes into the atmosphere while disposing of refrigeration/AC equipment.

2. Certification requirements for refrigerant recovery equipment, as well as refrigerant evacuation requirements, to maximize recovery of ODS during the disposal of refrigeration/AC equipment.

3. Safe disposal requirements for small appliances to ensure removal of refrigerants from goods that enter the waste stream with the refrigerant charge intact.

4. “De minimis” quantities of refrigerant released in the course of making good faith attempts to recapture and recycle or safely dispose of refrigerant are not subject to this prohibition (§ 82.154[a][2]).

1.1 Scope for All Service Performance Years

Contractor services consists of the following:

1.1.1 TASK 1: EVACUATE APPLIANCES FOR DISPOSAL

The Contractor shall properly evacuate all refrigerant and oil from small appliances needing to be disposed into NPS furnished recovery tanks and containers.

The Contractor shall properly label and identify each recovery tank with the name/type of refrigerant. All refrigerants should be recovered into tanks labeled for the same type of refrigerant to avoid cross contamination — NO EXCEPTIONS! NEVER exceed refrigerant recovery tank limits.

1.1.1.1 TASK 1: ADDITIONAL DETAIL 1

The Contractor shall be responsible for providing all labor, travel, materials, supplies, supervision, permits, licensing, insurance, and equipment required to accomplish these services. Refrigerant must be recovered using a Contractor furnished certified recovery and/or recycling machine into NPS provided recovery tanks of the same type of refrigerant. The standards for equipment certification are located in 40 CFR 82.158(e) – 40 CFR 158(g).

If using a new recovery cylinder, make sure it is labeled at FIRST use. By law, a tank can only be filled to 80% capacity and must be kept under 122°F. It is recommended to fill to 2 lbs. less than the 80%. For example, a 30 lb. cylinder can hold 22 lbs. of refrigerant and a 50 lb. cylinder can hold 38 lbs. of refrigerant.

The refrigerant compressor must be removed, and oil must be properly drained into NPS furnished containers. The Contractor must ensure all oil is removed from the system to prevent residual oil from leaking into the environment.

NPS furnished recovery tanks and containers filled with refrigerant and oil will remain in KALA.

1.1.2 TASK 2: PERFORM SERVICES WITHIN THIRTY (30) DAYS OF THE ANNUAL BARGE SAILING 30 days prior to the Kalaupapa barge sailing date, the Contractor shall send to the COR, via email the selected dates for performing the service requirements under this contract.

The Contractor shall perform this service in conjunction with the NPS’s once per year, round trip barge sailing between Honolulu and Kalaupapa, Hawaii in July or August of each year. This date is referred to as the “barge sailing date” in Kalaupapa and will be provided to the Contractor following either the date of the contract award or when the date is established.

1.1.2.1 TASK 2 ADDITIONAL DETAIL 1

The Contractor shall also provide to the COR the service technician’s name and other information required for entry as outlined by the rules and regulations set forth by the State of Hawaii Department of Health (DOH).

Normal hours of operation are Monday through Thursday between 6:00a.m. and 4:30p.m. Hawaii Standard Time (HST).

1.1.3 Permits, License & Insurance

The Contractor shall be responsible for obtaining and holding all the necessary permits, licenses and insurance required to accomplish these services.

1.2 CONTRACTOR PROVIDED EQUIPMENT AND SUPPLIES

1.2.1 CONTRACTOR-FURNISHED EQUIPMENT

The Contractor shall provide and maintain all equipment necessary to perform the requirements of this contract. The Contractor may perform cleaning, minor repair, and other normal maintenance requirements of equipment on site. Contractor equipment shall be maintained to present a neat, professional appearance. Contractor equipment shall be used solely for the intended purpose of performing services in this performance work statement during normal hours of operation.

All equipment used in the performance of this contract shall be in good operable condition. Equipment found to be unsafe and unable to function as designed, shall not be used in performance of this contract. The Contracting Officer (CO) or COR may inspect the Contractor’s equipment at any time while on government property and may direct the removal of any unsafe or unusable equipment from those locations.

The Contractor shall provide adequate numbers of equipment items to effectively fulfill the scope of this contract. In addition, the Contractor shall maintain or have backup capability to provide continued service in the event primary equipment is deemed unsatisfactory or down for extended maintenance or repairs. Equipment failure shall not alleviate the Contractor from performing any requirement contained in this contract.

2.0 SERVICE SUMMARY (SS):

The contract service requirements are summarized in the performance objectives below. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The SS provides information on contract requirements, the expected level of Contractor performance and the expected method of government validation and confirmation of services provided. These thresholds are critical to mission success. Procedures as set forth in the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance, will be used to remedy all deficiencies.

defect per year 100% Inspection

No more than 3 validated defect per year.

100% Inspection

2.1 CONTRACTOR’S QUALITY CONTROL

The Contractor shall develop and maintain a quality program to ensure the services described by this PWS are performed in accordance with commonly accepted commercial practices. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. At a minimum the contractor shall develop quality control procedures addressing the areas identified in paragraph 2.0, Service Summary.

2.1.1 CONTRACTOR’S QUALITY CONTROL PLAN (QCP)

The Contractor shall develop and maintain a Quality Control Plan that, at a minimum, communicates: (1) What will be monitored; (2) How monitoring will take place; (3) When monitoring will take place; (4) Who will conduct monitoring; and, (5) How monitoring efforts and results will be documented.

2.2 QUALITY ASSURANCE

The Government shall inspect and evaluate the Contractor’s performance to ensure services are received in accordance with requirements set forth in this PWS. The contractor shall provide work schedules to the Contracting Officer’s Representative (COR) in accordance with paragraph 4.4 of this PWS. The COR may inspect by validating actual work performance, physically checking an attribute of the completed task, checking a management information report, investigating customer complaints, conferring with facility managers or otherwise inspecting the task or its results to determine whether or not performance meets the standards contained in this PWS.

2.3. PERFORMANCE ASSESSMENT

2.3.1 PERIODIC VALIDATIONS

The COR will periodically employ a “spot check” style performance assessment based on the Contractor’s performance schedule. Additional validations will be conducted on a scheduled basis and the COR, in coordination with the CO, will establish the validation frequency (e.g. daily, weekly, monthly, quarterly, semi-annual or annually), which may be adjusted based on quality trends.

2.3.2 UNSATISFACTORY PERFORMANCE.

Any unsatisfactory inspection (defect) result shall be recorded and the Contractor shall re-perform the service after notification by the COR. Any failure to meet a performance threshold in the Service Summary (SS) where zero (0) defects are permitted will trigger an immediate Progress Meeting, as prescribed in paragraph 2.4. Any failure to meet a performance threshold established in the SS where one (1) or more defects is permitted during a one-month period shall result in a warning letter or letter of concern from the CO. Failure to meet any combination of performance thresholds for two successive months will trigger an immediate Progress Meeting, as prescribed in paragraph 2.4. If unsatisfactory performance continues additional escalation actions may be triggered, to include those remedies described in paragraph 2.5, Government Remedies.

2.4 PERIODIC PROGRESS MEETINGS

2.4.1 PROGRESS MEETINGS

The CO, COR, other government personnel, as appropriate, and the Contractor shall periodically meet to discuss the Contractor’s performance. The following issues shall be discussed: opportunities to improve the contract, required contract modification(s), unsatisfactory inspections and trends against each performance objective observed, positive performance and steps taken by the contractor to prevent unsatisfactory occurrences in the future. The Contractor shall provide a summary of unsatisfactory inspections and customer complaints and shall provide insight into any identified trends, root cause analysis, and performance improvement plan.

2.4.2 PROGRESS MEETING MINUTES

The CO will develop meeting minutes and distribute those minutes to the Government team and the Contractor. Should the Contractor not concur with the minutes, the Contractor shall provide a written notification to the CO identifying areas of non-concurrence for resolution.

2.5 GOVERNMENT REMEDIES

The Contracting Officer (CO) will follow FAR 52.212-4 Contract Terms and Conditions-Commercial Items, for the contractor’s failure to perform satisfactory services or failure to correct non-conforming services.

3.0 GOVERNMENT FURNISHED PROPERTY AND SERVICES

The Government shall:

The NPS will provide the number of appliances needing excavation of refrigerant and refrigerant oil to the Contractor.

The NPS will furnish recovery tanks to the Contractor for excavating refrigerant.

The NPS will furnish containers to the Contractor for excavating refrigerant oil and compressors for disposal.

The NPS will provide final disposal of refrigerant, oil and/or compressors.

The NPS will request for permits from the DoH as the sponsoring agency of the Contractor.

The NPS will provide transportation between the Kalaupapa Airport or the Kalaupapa Trail to the job site.

The NPS will provide overnight lodging, if necessary, to perform the services required at no additional cost to the Contractor.

4.0 GENERAL INFORMATION

4.1 DAYS AND HOURS OF OPERATION: KALAUPAPA NATIONAL HISTORICAL PARK

The Contractor shall perform this service in conjunction with the NPS’s once per year, round trip barge sailing between Honolulu and Kalaupapa, Hawaii in July or August of each year.

Normal hours of operation are Monday through Thursday between 6:00a.m. and 4:30p.m. Hawaii Standard Time (HST).

4.2 HOLIDAYS & CLOSURES

No work shall be performed on Holidays. Contractor shall make every effort to schedule work on days other than those noted below.

Independence Day

4.3 PERFORMANCE OF SERVICE DURING CRISIS OR HEIGHTENED SECURITY - RESERVED

4.4 CONTRACTOR WORK SCHEDULE

4.4.1 SCHEDULE SUBMISSION AND APPROVAL

The Contractor shall submit a schedule for all services described in this PWS and Appendices to the COR for approval 30 calendar days prior to the scheduled performance start date. The Contractor shall not deviate from the approved schedule without prior approval from the CO. Permanent changes to the schedule shall be submitted 10 days before implementation and must receive CO approval before the Government will allow the proposed changes. The schedule must be submitted electronically using a file format compatible with Government software.

4.5 CONTRACTOR PERSONNEL

4.5.1 CONTRACT MANAGER

The contractor shall establish a contract manager or alternate(s) that can be contacted during work hours. The contract manager or alternate shall be available during normal duty hours to discuss contract related matters. The Contractor shall provide the CO the telephone number(s) where performance validation results and complaints can be reported. This information will be kept updated by the contractor whenever personnel changes occur. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to the daily operation of this contract.

4.5.2 CONTRACTOR PERSONNEL APPEARANCE

Contractor personnel shall present a neat appearance. Contractor personnel shall be easily recognizable while on the installation in conjunction with this contract. This shall be accomplished through the wear of distinctive clothing, overcoats, or hats, bearing the company name or logo. The coloring or design of the items selected should be such that identifies personnel easily and quickly for reasons of safety and personal protection. All Contractor personnel shall always be fully clothed while performing the services of this contract. "Fully Clothed" is deemed to mean that a shirt (or T-shirt), trousers, closed-toe shoes and personal protective equipment, if required, shall always be worn. Tact, diplomacy, and courtesy shall always be used during contact with the community.

4.5.3 EMPLOYEE RESTRICTIONS

The Government is authorized to restrict employment under the contract of any contractor employee or prospective contractor employee who is identified as a potential threat to the health, safety, security, general well-being, or operational mission of the installation and its population.

4.6 CONTRACTOR MANPOWER REPORTING – RESERVED

4.7 INSTALLATION SECURITY AND ACCESS REQUIREMENTS

Contact the COR and CO for guidance on installation security and access requirements. Kalaupapa is still home to Hansen’s disease patients, whose right to privacy and respect are strictly upheld according to DOH rules and restrictions. A prepared list of regulations is applied to all visitors and contract workers coming to Kalaupapa. All visitors and contract workers must be sponsored into the park with a valid permit at least 5 business days in advance to meet access requirements as directed by DOH policies and procedures. All Contractor personnel must acknowledge by signature that they have read and understood these regulations.

There is no food available for purchase in Kalaupapa. All contractors’ personnel must bring their provisions and remove all remaining provisions when leaving. Lodging is available only through State and Federal administrations.

Daily passenger air transportation is available only through Mokulele Airlines.

4.7.1 SITE VISIT

A site visit may be provided, as requested. Please contact the CO and COR to arrange for access to the site. The Contractor is responsible for all travel costs and arrangements associated with a site visit.

4.7.2 SPECIAL PANDEMIC PROCEDURES

Special Pandemic Procedures may be required by the State and Federal Government. To obtain the most up to date guidance, please contact the COR or CO for the most up to date procedures.

4.8 SAFETY REQUIREMENTS AND REPORTS

The Contractor shall perform work in a safe manner as required by OSHA Safety and Health Requirements. The Contractor shall immediately provide a verbal report to the CO and COR for each occurrence of damage to Government property or an accident resulting in death, injury, occupational disease, or adverse environmental impact.

4.9 DAMAGES TO GOVERNMENT BUILDINGS, EQUIPMENT OR VEGETATION.

Damages to government buildings, equipment, or vegetation are addressed in FAR 52.237-2, Protection of Government Buildings, Equipment and Vegetation. The Contractor shall use reasonable care to avoid damaging existing buildings, equipment, and vegetation on the Government installation. If the Contractor’s failure to use reasonable care causes damage to any of this property, the Contractor shall replace or repair the damage at no expense to the Government as the Contracting Officer directs. If the Contractor fails or refuses to make such repair or replacement, the Contractor shall be liable for the cost, which may be deducted from the contract price.

4.10 CONTRACTOR QUALIFICATION

The contractor shall be responsible for complying with all Federal, State and Local requirements for waste disposal and any other service activities made under this effort. The contractor shall possess all appropriate licensing for the service which is being provided. The contractor shall be responsible to ensure sub-contractors possess the appropriate licensing for the sub-contracted service activities provided.

4.11 CONTRACTING OFFICER (CO) AND CONTRACTING OFFICER’S REPRESENTATIVE (COR) (QUALITY ASSURANCE PERSONNEL).

The CO will appoint a primary and alternate representative for management of the day-to-day activities of the contract. The identity, title, and authority of this representative will be provided in writing to the Contractor after contact award.

5.0 INVOICING AND PAYMENT

Invoicing and payment requests must be submitted electronically through the U. S. Department of the Treasury's Invoice Processing Platform System (IPP) located at www.IPP.gov. Payment will be made based on actual weights that are recycled or disposed.

6.0 APPENDICES

The Government will make all of the below listed documents, forms, references and report formats directly addressed within this Performance-Based Work Statement available. Supplements or amendments to the below listed materials from any organizational level may be issued during the life of the contract. When notified by the CO, the Contractor shall immediately implement those changes in publications, which result in a decrease, or no change in the contract price. Prior to implementing any such revision, supplement, or amendment that will result in an increase in contract price, the Contractor shall submit to the CO a price proposal and obtain prior approval. Price proposals shall be submitted within 15 calendar days from the date the Contractor receives notice of the revision, supplement, or amendment giving rise to the increase in cost of performance. Changes in the contract price due to supplements and amendments shall be considered under the FAR 52.212-4, Contract Terms and Conditions – Commercial Items clause. Failure of the Contractor to submit a price proposal within 15 calendar days from the date of receipt of any change, shall entitle the Government to performance in accordance with such change, at no increase in contract price.

APPENDIX A – Department of Health COVID Prevention Guidelines for Kalawao County APPENDIX B – Application for Visitor and Essential Services Provider Permit APPENDIX C – Instructions for Application for Visitor Permit Rules and Regulations Governing all Visitors to Kalaupapa Settlement APPENDIX D – Interim Modifications – COVID Related Rules and Regulations Governing all Visitors to Kalaupapa Settlement