SOLID WASTE SOW.docx

FY25 WASTE DISPOSAL

STATEMENT OF WORK/SPECIFICATIONS

FY25 10-MONTH WASTE SERVICE

Federal Correctional Institution Elkton 8730 Scroggs Road Lisbon, OH 44432

November 4th, 2024

United States Department of Justice Federal Bureau of Prisons

Table of Contents

Section 1.0 – Intent

· Introduction

· Site Conditions

Section 2.0 – Scope of Work

· Part A – Description of Work

· Service Description

· Solid Waste Description

· Schedule

· Compactor Requirements

· Repair/Maintenance

· Consultation

· Reporting

· Inclement Weather Schedule

· Holiday Pick-Up

· Part B – General Conditions

· Risk Assessment

· Quality Assurance/Acceptance

· Utilities

· General Housekeeping Duties

· Health & Safety

· Security

· Part C – Project Management

· Site Familiarization

· Contractor Quality Control

· Contractor Requirements

· Permits and Permission

· Invoicing

· Performance Evaluation

· Contracting Officer’s Representative

· Part D – Project Completion

· Completion Criteria

· Submission of Invoices

· Additional Information

1.0 Intent

FY25 SOLID WASTE DISPOSAL

Introduction The Federal Bureau of Prisons (FBOP), Field Acquisition Office in Grand Prairie, Texas, intends to make a single award to a responsible entity that will provide all necessary removal of common solid waste accrued within the confines of Federal Correctional Institution - Elkton located at 8730 Scroggs Road in Lisbon, OH, the Federal Satellite Low, and the garage area. The contract type is an indefinite delivery/requirements contract with firm-fixed prices. The Contracting Officer holds the rights for the dismissal of the awarded party and dissolution of the contract if contract goals and schedules are not met, or excessive damages have been accrued. The contract shall consist of a base year from the Effective Date of Award through twelve months and four 12-month option periods for renewal at the unilateral discretion of the government. This will include the rotation of site dumpsters to continue the flow of trash being removed from institutional grounds. The service provider is responsible for the safe operation of equipment during the removal of waste and ensuring schedule requirements are met and maintained throughout the term of the contract.

2.0 SCOPE OF WORK

A. Description of Service

Service Description The contractor (Service Provider) must also provide all personnel, equipment, tools, materials, vehicles, and other items and services necessary to provide for the pick-up of municipal solid waste materials and delivery to an approved facility for disposal at the following designated FCI Elkton locations:

· FCI Rear Dock: Estimated one hundred fifty-six removals of waste required accumulating in the first year.

· FSL Rear Dock: Estimated fifty-two removals of waste required accumulating in the first year.

· Outside Facilities Area: Estimated twelve removals of waste required accumulating in the first year.

The contractor shall perform to the standards of the contract and comply with all local, state, and federal regulations.

The contractor will be responsible for all licenses, permits, and fees associated with the removal of the waste.

The contractor shall remain responsible for all equipment and property.

Waste Collection Description All waste containment and removal shall be in accordance with the Ohio Revised Code Chapter 3734 (Solid and Hazardous Wastes).

Waste to be received by the service provider will be, but not limited to, municipal solid waste which includes common solid waste, everyday waste, and general medical debris defined as solid waste. Bulk waste will also be included in this contract with includes construction and demolition debris from in-house maintenance activity consisting of non-hazardous building materials. Compostable material will also be removed within the disposal compactor and is classified as post and pre-consumer food waste, general yard waste/landscape materials. Specialty Items include but are not limited to bulk furniture, wood pallets, and other non-recyclable material as determined by authorized staff.

Emergency collections or waste retrievals will be provided as requested by the Institution’s Contracting Officer’s Representative (Facility Manager).

Schedule Retrieval of solid waste produced by FCI Elkton, and its additional locations, will be subject to the following schedule:

· Federal Correctional Institution Rear Dock: Monday, Wednesday, Friday at 4:00 A.M.

· Federal Satellite Low Rear Dock: Thursday, at 3:00 A.M.

· Garage Area: Will Call Basis

Compactor Requirements The contractor shall provide and maintain clean and properly functioning containers/compactors for all waste. The required compactor shall be capable of containing a volume of 32-cubic yards. The contractor will provide bulk, self-containing, compactors with side compartment doors to allow for access to staff and the securing of the unit according to institutional policy and supplementation. The utilized compactors are not to have open access points of any kind or form and must possess the capability to be secured at the deposit point using an institutional lock. The compactor’s hydraulic equipment shall utilize non-toxic environmentally friendly fluid that will minimize impact to the environment. All incidents of leaking equipment will be reported to the institution’s Facility Manager without delay and without failure regardless of the size of the leak and if the leak has been corrected. The institution’s Facility Manager shall monitor and be the contact for the contractor for scheduling and delivery/receiving of the required containers/compactors. The contractor shall deliver and drop the containers in the area designated by the Facility Manager during normal business hours, between 0830 and 1500 Monday through Friday (excluding federal holidays) to commence the approved schedule as stated.

Repair/Maintenance It will be the responsibility of the contractor to maintain all hydraulic, electrical, and mechanical components of the compactor both internal and external (docking station). This includes the monetary cost of all material, equipment, and labor required and provided to repair, replace, or upgrade any part of the existing and future system associated. This contract also encompasses all makes and models of existing equipment. If any part of this system requires replacement or upgrade, it will be the responsibility of the contractor to provide it within a six-month duration set by the Contracting Officer or Contracting Officer’s Representative. Repair needs must be met within 24-hours of written, digital, or verbal notice from the Contracting Officer and or Contracting Officer’s Representative.

Consultation It will be the responsibility of the contractor to develop a Waste Management Plan that identifies areas of disposal, the distance from the institution to the disposal location, and opportunities and implementation strategies to meet the stated goal of the FBOP in conducting safe and effective waste removal. A final Waste Management Plan needs to be approved by the Contracting Officer 30-days after contract award. The contractor must thereafter comply with the approved Waste Management Plan that is subject to alteration and amendments by the Contracting Officer.

Reporting Upon removal from institutional grounds, solid waste materials shall be weighed. The contractor shall submit to the contracting officer and Contracting Officer’s Representative a monthly report that includes the pickup location, weight of each material load, date of disposal, disposal site, and percentage diverted. All reports and documentation will be provided to the Bureau of Prisons Facility Manager no later than 30 days after processing the material.

It will be the responsibility to prepare and submit reports of significant accidents at the site and anywhere on the institution property. A significant accident is defined to include events that pose a security breech, damage to Government Property and/or any injury. Record and document date and actions.

Inclement Weather Schedule The contractor shall collect the solid waste during periods of inclement weather. In cases of severe weather, the contracting office may authorize exceptions. When exceptions are granted, the contractor shall make all postponed collections within 24 hours after the severe weather has terminated, unless the contracting officer authorizes additional time.

Holiday Pick-Up The contractor is not required to provide services on Federal Holidays but must otherwise collect the recyclable material and solid waste within 24-hours of the scheduled collection.

B. General Conditions

Risk Assessment A report detailing all factors of risk associated with the collection at the institution and transportation of waste from FCI Elkton to the disposal location will be submitted to the FBOP up to, but not exceeding, a two-week period from the time of conclusion of the prior site visit. This document is to include numbered risks, their severity, and solutions to prevent damage, ensure crew safety, and prevent the interruption of work to be performed as stated in the contract.

Permits It will be required of the service provider to obtain all permits associated with this project. Federal permits and those for the state of Ohio and any other state where the aircraft may travel over, will be submitted and approved prior to the start of this project’s phase to which this service is required.

Health and Safety All proper personal protective equipment mandated by the Federal government, and states to which this project involves must be followed by all service provider staff affiliated with this contract. Any time limitations placed upon the service provider while work is being performed must be observed at all governmental levels.

Security The employees of the Contractor entering the institution shall meet certain security requirements to receive an institutional pass as required by Bureau of Prisons Program Statement 3000.03 dated December 19, 2007. Primary concerns are the amount of contact that may occur between the Contractor and his/her employees with the inmate population during the performance of the contract. Failure on the Contractor’s part to provide employees who are unable to pass the required security requirements and the ability to retain employees to perform the required services, can affect this output.

The program managers at each institution are responsible for conducting the appropriate vouchering, law enforcement checks, and ensuring that fingerprinting is completed on all Contract staff that may need access inside the confines of the secure perimeter. The personnel department will establish a security file that will be maintained on each of the Contractor’s employees from the beginning of the contract through its duration. The following investigative procedures will be performed:

National Crime Information Center (NCIC) check; 2) DOJ-99 (Name Check); 3) FD-258 (fingerprint check); 4) Law Enforcement Agency checks; 5) Vouchering of Employers; 6) Resume/Personal Qualifications; 7) OPM-329-A (Authority for Release of Information); 8) National Agency Check and Inquiries (NACI) check (if applicable); and 9) Urinalysis Test (for the detection of marijuana and other drug usage).

By submitting a quote to the solicitation, the Contractor and its employees agree to complete the required documents and undergo the listed procedures. An individual who does not pass the security clearances will be unable to perform services under the contract. The final determination and completion of the security investigation procedures will be made at the sole discretion of the appropriate institution. All persons are advised that a urinalysis test for the detection of marijuana and other drug usage shall be performed. Any person(s) testing positive shall be disqualified from performing under the resulting contract. Any individual employed by the Contractor deemed not suitable by the Bureau of Prisons will not be granted access to perform services under the contract. The Contractor must follow department of Justice Regulations at 8 CFR 274a regarding the employment of aliens. A copy of this directive is available upon the Contractor’s request.

All automotive type vehicles, i.e., passenger cars and trucks, or other mechanized/motorized equipment when parked and unattended shall be locked/disabled to prevent unauthorized use. The Contractor shall not leave any such vehicle/equipment running while unattended.

All contractor staff will be responsible for the completion of sign in procedures that are required when accessing the entrance of the respective waste retrieval site. This will include, but is not limited to, the Contractor Volunteer Log.

All incoming and outgoing vehicles will be searched by a Bureau of Prisons employee. Institution officers must be able to inspect the entire vehicle to his/her satisfaction. This will include a search within the gate upon entering the area, and upon exiting the area.

Quality Assurance/Acceptance Upon completion of the relocation of both new and existing units, according to this contract, and to the satisfaction of the Contracting Officer’s Representative, acceptance of this service and the notification of completion will be sent to the project manager. The final payment will later be issued once all lingering aspects of this project have been addressed and closed.

Utilities The FBOP will provide water, use of restrooms and minimal electricity service (120V) for small hand power tools including battery chargers in the event repairs/maintenance are required or ordered by the Contracting Officer and or Facility Manager. The contractor will provide all other equipment, supplies and materials needed to complete this project. A list of requested tools, materials, and any items shall be submitted to the Contacting Officer for prior approval before entry.

General Housekeeping Duties The contractor awarded the contract will be responsible to ensure the premises are always kept clean and free from accumulations of waste materials and rubbish. The contractor will remove all debris, scrap, and rubbish from the work area daily. Surplus materials and all equipment if performing repairs/maintenance shall be promptly removed from the site upon completion of the work. These items must be disposed of in accordance with all Federal, State, and local laws. The Contractor is also responsible to conduct all site repairs or replace damaged equipment in the event of an incident occurring due to the picking up, setting, and transportation of waste and material.

Project Area Preservation Remove, cut, alter, replace, patch and repair existing work as necessary to install new work. Existing work to be altered or extended and that is found to be defective in any way, shall be reported to the Contracting Officer’s Representative before it is disturbed. Materials and workmanship used in restoring work shall conform in type and quality to that of original existing construction, except as otherwise shown or specified.

The Contractor shall protect from damage all existing improvements and utilities at or near the work site.

The locations of which are made known to or should be known by the Contractor. The Contractor shall repair any damage to those facilities, including those that are the property of a third party, resulting from failure to comply with the requirements of this contract or failure to exercise reasonable care in performing the work. If the Contractor fails or refuses to repair the damage promptly, the Contracting Officer may have the necessary work performed and charge the cost to the Contractor.

Housekeeping and Material Disposal The contractor awarded the contract will be responsible to ensure the premises are always kept clean and free from accumulations of waste materials and rubbish. The contractor will remove all debris, scrap, and rubbish from the work area daily. Surplus materials and all equipment shall be promptly removed from the site upon completion of the work. The Contractor shall be responsible to remove all debris and waste materials from the job site at FCI Elkton upon conclusion and acceptance of the project. These items must be disposed of in accordance with all Federal, State, and local laws. The Contractor is also responsible to conduct all site repairs in the event of an incident occurring due to the picking up, setting, and transportation of equipment and material as notified by the Contracting Officer.

Health & Safety All proper personal protective equipment mandated by the Federal government, and states to which this project involves must be followed by all contractual staff affiliated with this contract. Any time limitations placed upon the service provider while work is being performed must be observed at all governmental levels.

Security A list of company personnel will be provided to the Contracting Officer. This includes any individual performing work within the scope of this project.

Prior to the scheduled day to which work will be performed the contractor must return the provided NCIC documentation to the Contracting Officer’s Representative to ensure a complete background check is performed for all crew personnel that will be onsite through this process. The contractor will provide this documentation a week prior to the operation.

C. Project Management

Site Familiarization Upon award of this contract, the Contracting Officer and service provider will schedule a site visit to increase the contractor’s knowledge of the project area/institutional grounds to ensure the performance of this contract is accomplished without incident or delay.

Contractor Quality Control The contractor shall provide a Job Superintendent/manager or equivalent who speaks and writes fluent English and is always accessible when contractor personnel are on the premises. The Superintendent will: a) review and approve submittals, b) inspect the quality of work performed, and c) certify the completed work for payment and other purposes.

Contractor Requirements It is the contractor’s responsibility to survey the work site and carry out all work in compliance with OSHA, EPA, and NEC national codes and regulations.

The contractor will submit a fuel spill plan after their awarding of this project. The contractor is responsible for fuel spills they cause and will remediate the area immediately. The federal government will not incur any additional costs associated with this clean-up effort.

Permits and Permission It will be required of the service provider to obtain all permits associated with this project if required by policy or written request of the Contracting Officer. Federal permits and those for the state of Ohio will be submitted and approved prior to the start of this project’s phase to which this service is required.

Prior to the arrival of equipment, a written request must be submitted to the Contracting Officer and consent returned. The contractor will provide the Contracting Officer with the date the on-site work is planned to begin no less than 14-calander days prior to the arrival of the contractor’s representative. Written permission must be obtained to store material on the institutional grounds. It will, therefore, be the responsibility of the contractor to ensure the materials will be secured in the designated locations procured by institutional staff and indicate when access to these materials will be required moving forward.

Invoicing The contractor will provide copies of all receipts related to the trash disposal. Receipts must include weight of the trash dumped and must be sent to the Contracting Officer’s Representative (Facility Manager) at least by the fifth working day of the following month after service. The contract will be monitored each time service is provided primarily by the COR. The Contractor shall be liable for any damage to Government property during pickups. The Contractor shall submit one combined itemized invoice identifying specific containers and their charges. Additional pickups will be paid monthly after services are rendered and an invoice is submitted. If there is a reason that the contractor cannot take the compactor due to the negligence of BOP staff, the contractor will be paid a fee for their time coming to the institution.

Performance Evaluation In accordance with FAR 42.1502 & 42.1503: Agencies shall prepare an evaluation of Contractor Performance and submit to Federal Past Performance Information Retrieval System (PPIRS). The Department of Justice, Federal Bureau of Prisons utilizes the Department of Defense (DOD) web-based Contractor Performance Assessment Reporting System (CPARs) to provide contractor performance evaluations. Contractor shall provide and maintain a current e-mail address throughout the life of the contract. The Contractor shall register with DOD within 30 days of receiving an e-mail from the Focal Point. The e-mail will contain a “USER ID” to complete the registration. The Contractor must be registered to access and review its evaluation and/or provide a response. If assistance is required when registering, please contact the institutional Contracting Staff/Focal Point for assistance, guidance, and instructions.

Contracting Officer’s Representative The COR is responsible for the technical aspects of the project and serves as the technical liaison for the contractor. The COR is also responsible for final inspection and acceptance of all reports and other responsibilities as specified by the contract. The COR is not authorized to make any commitments, obligate the government, or authorize any changes, which affect the price, terms, or conditions of this project. All changes shall be made through the authorization of the Contracting Officer. The COR may designate an assistant COR(s) to act for the COR by naming such assistant(s) n writing and sending a written, formal document, to both the Contracting Officer and contractor prior to them assuming that duty.

D. Project Completion

Completion Criteria The project site shall be protected and/or restored to a condition equal to that existing, prior to the commencement of work. Existing work disturbed or removed as a result of performing the required new work, shall be patched, repaired, reinstalled, or replaced with new work, and refinished and left in as good condition as existed before commencing work.

The Contracting Officer reserves the right to implement a deficiency-list to ensure standards and conditions are met prior to the closeout and final payment of the contract.

Submission of Invoices The contractor shall submit an invoice as a monthly progress payment with detailed additional documents citing material/equipment used, labor, and any additional expensed line-items required for reimbursement based on the parameters of this document. No invoice will be considered for payment unless accompanied by the relevant documentation.

All invoices should be on an official company letterhead including that organization’s name, address, bank number, and this project title.

Submit invoices to both the Contracting Officer for review and approval.

Additional Information

· Time of Completion: 365-Calander Days

· Submittals After Award: Submit samples, cut sheets, and shop drawings to the Contracting Officer’s Representative for review.

· Point of Contact:

image1.jpeg image2.png