Sources Sought Notice with SOW.docx

THIS IS A SOURCES SOUGHT NOTICE

DISCLAIMER:

This Sources Sought (SS) is issued solely for information and planning purposes and does not constitute a solicitation. All information received in response to this SS that is marked as proprietary will be handled accordingly. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this SS.

The submission of pricing, capabilities for planning purposes, and other market information is highly encouraged and allowed under this SS In Accordance With (IAW) FAR Part 15.201(e).

SOURCES SOUGHT DESCRIPTION:

This is NOT a solicitation announcement. This is an SS only. The purpose of this SS is to gain knowledge of potential qualified sources and their size classification relative to NAICS 562111 –Solid Waste Collection. Responses to this SS will be used by the Government to make appropriate acquisition decisions. After review of the responses to this SS, a solicitation announcement may be published. Responses to this SS are not considered adequate responses for a solicitation announcement.

The following VAAR policies and clauses will be applicable to this requirement if an SDVOSB/VOSB entity is interested and qualified in this requirement:

Limitations on Subcontracting requirements set forth in 15 U.S.C. § 657s and in VAAR 852.219-10 and 852.219-11;

852.219-77, VA Notice of Limitations on Subcontracting—Certificate of Compliance for Services and Construction The Department of Veterans Affairs (VA), VISN 15 Network Contracting Office, is seeking sources that can provide the following:

REFUSE COLLECTION AND RECYCLING SERVICES FOR THE MURFREESBORO CMOP

It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the services above. Please see attached Statement of Work for more details regarding the services requested.

If you are interested and capable of providing the sought out services, please provide the requested information below.

1. Please provide the following:

a. Company Name

b. Address

c. Point of Contact Name, Phone Number, and Email Address

d. SAM UEI No.

2. Please indicate the size status and representations of your business, such as, but not limited to: Service-Disabled, Veteran-Owned Small Business (SDVOSB), Veteran-Owned Small Business (VOSB), HUBZone, Woman-Owned Small Business (WOSB), Large Business, etc.).

3. Is your company considered small under the NAICS code identified under this RFI?

4. Does your company have an FSS contract with GSA, VA NAC, NASA SEWP, or any other Federal contract that can be utilized to procure the requirement listed above? If so, please provide the contract number.

5. Please submit your capabilities that show clear, compelling and convincing evidence that you can meet the requirement described in the attached Statement of Work.

Responses to this notice shall be submitted via email to Renee Kreutzer at renee.kreutzer@va.gov. Telephone responses shall not be accepted. Responses must be received no later than Monday, July 8th, 2024, at 5:00PM CDT. If a solicitation is issued, it shall be announced later and all interested parties must respond to that solicitation announcement separately from their response to this SS. Responses to this notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation.

STATEMENT OF WORK-FOR REFUSE COLLECTION AND RECYCLING SERVICES

Introduction

The contract awarded will be a non-personal services contract. As such, the contractor will provide continuous supervision to their personnel and the contractor, its employees, agents and subcontractors shall not be considered VA employees for any purpose.

1. Description of Services:

The contractor shall provide all personnel, equipment, tools, materials, vehicles, supervision, and other items and services necessary to perform refuse and recycling services for the Mid-South Consolidated Mail Outpatient Pharmacy (CMOP) at 3209 Elam Farms Pky, Murfreesboro, TN 37127. The contractor shall provide compactors and containers. The contractor shall provide baled cardboard pick-up service to the Elam site. The contractor shall perform to the standards in the contract as well as all local, state, and federal regulations.

1.1. Collection Requirements:

1.1.1. Routes/Schedules Submittals: The contractor shall establish vehicle routes and collection schedules that meet the requirements of the facility. They shall be submitted to the contracting officer five (5) calendar days prior to start of contract performance. The contractor shall collect all refuse and garbage. No changes are allowed to the schedule or haul route without Contracting Officer approval or through temporary direction of traffic law enforcement officials.

1.1.2. Schedule:

Schedule changes shall not be accomplished without written permission of the Contracting Officer. All services shall have a separate detailed line item on the invoice including but not limited to date, description, weight-in, weight-out and cost. The COR shall certify the invoices.

1.1.3. Unscheduled Collections: The contracting officer may require the contractor to make unscheduled collection, disposals, and relocation of containers for special events or other occasions. The contractor will respond within 24 hours of the event when approved by the contracting officer. Approved unscheduled services shall be invoiced as a separate line item on the invoice and will be certified by the COR.

1.1.3.1. Missed Pick Up: The contractor shall provide an emergency pick up within 24 hours of notification of a missed pick up. The missed pick up shall be provided at no charge to the Mid-South Consolidated Mail Outpatient Pharmacy (CMOP).

1.1.4. Inclement Weather Schedule: The contractor shall collect refuse during periods of inclement weather. In cases of severe weather, the COR shall be notified and may authorize exceptions. When exceptions are granted, the contractor shall make up all missed collections within 24 hours after the severe weather has terminated, unless the COR authorizes additional time.

1.1.5. Points of Collection: For the Mid-South CMOP, the collection station for refuse is by the loading dock on the Northeast side of building 3209. The compactor is in a gated area. The contractor shall position bulk containers for customer ease in depositing refuse. This may require repositioning of containers from time to time. The contractor shall also position containers to minimize interference with emergency vehicles, normal traffic flow, adjacent parking areas, sidewalks, roadways, overhead utilities, trees, and other potential obstructions.

1.1.6. Cubic Yard Capacity: Proposed one roll off enclosed container that has the capacity of forty two (42) cubic yards. The compactors shall be heavy duty with a motor of 480-volts, 30 amp connections. The unit will have a quick disconnect in order to pull the compactor or do field service on the unit. The compactor shall be equipped with pressure gauges so the operator can observe the compaction pressure. The government reserves the right to change the cubic yard capacity.

1.1.7. Government-Approved Containers: Collection of refuse in all areas shall be from contractor-provided, government-approved, waste containers. The schedule of container locations and container sizes included in this contract are specified for the purpose of locating adequate receptacles for anticipated refuse generation. The Contractor is authorized to vary such containers and locations as deemed necessary providing the overall quantity and size of containers remains the same and such changes are coordinated with and approved by the COR. Relocation of containers under this provision will not result in a change in contract price nor require a written modification to the contract. Containers shall be of uniform color and numbers assigned for identification purposes. The containers and compactors shall be maintained and/or repainted to prevent rust or unsightly appearance. The compactor shall have walk way for carts with weather protection cover. Cleaning of containers shall be the responsibility of the contractor. At a minimum, all containers shall be washed and cleaned inside and out once a week during the months of June, July, August, and September, and once a month the other eight months, or as they become malodorous or unsanitary or when determined by the Contracting Officer. Contractor shall be responsible to clean inside of compactor when the unit becomes unsanitary or when determined by the COR or the Contracting Officer.

1.1.8. Contractor Owned Equipment: Containers and compactors under this contract shall be contractor owned and maintained.

1.1.9. Contractor Replacement of Compactors: In the event a compactor breaks down, the Contractor shall provide a replacement compactor at no additional cost. The contractor shall replace compactor within two weeks or sooner after breakdown. The size of this compactor shall be determined by the Contracting Officer. Contractor shall make available temporary refuse or containers during this period. The temporary container shall be approved by the COR.

1.1.10. Size and Type of Containers: Containers to be furnished by the contractor shall be equipped and designed for application and must meet all commercial, local, state and federal regulation. The containers furnished by the contractor shell be comparable in design and fabrication as currently used by the CMOP or the contractor can provide recommendations of other style of containers or manufactures. Contractor furnished, 42 cubic yard containers, shall be a closed container or other recommended container.

1.1.11. Size and Type of Vehicles: The contractor shall be responsible for all city, county, state and federal licenses, insurances, and fees. Vehicles shall be equipped and designed for application and must meet all commercial, local, state and federal regulation. To prevent unreasonable delay in servicing collection caused by breakdown of vehicle, a standby vehicle with duplicate handling mechanism shall be provided by the Contractor. The vehicle shall be operated in such a manner as to protect the container in dump position from the wind and to prevent the spillage of materials across the back of the truck during dumping operations. Adequate measures will be taken at all times to prevent spillage or scattering of the truck contents by wind or other means.

1.1.12. Maintaining Containers and Collection Area: The contractor shall return the containers to their original location after servicing with containers and compactor functional and in operating condition. The contractor will be responsible for immediately cleaning up any spills, debris, etc., which may occur during servicing of containers. The contractor's clean up requirements includes but is not limited to improper connection of containers with compactors or contract driver forgetting to close container doors, or contractor driver forgetting to install dividers between containers or compactors, etc. If debris was distributed over a larger area due to winds, etc. contractor shall be responsible for collecting. The contractor will be responsible for keeping collection areas free of refuse and debris.

1.1.13. Weighing of Vehicles: All vehicles used in the collection of refuse shall be weighed on state certified vehicle scales at the landfill. Incoming and outgoing vehicle weights shall be recorded on weigh tickets provided by the operator at the weigh station. The weight ticket shall be emailed to the COR, the following business day after a pick -up and delivery by the contractor for each load. If the contractor has a Certificate of Destruction, this certificate must be approved by the COR.

1.2 Recyclable Requirements: (NOT APPLICABLE TO THIS SOLICITATION

1.2.1. Recyclable Materials Processing: Reserved.

1.2.2. Marketing: Reserved

1.2.3. Sales Receipts: Reserved

1.2.4. Security Requirements for White Paper Shredding: RESERVED.

1.3. DISPOSAL:

1.3.1. Disposal: The contractor shall transport and dispose of all solid waste at a licensed disposal site selected by the contractor. Disposal shall be in accordance with existing local, state, and federal regulations. The contractor shall be responsible for any permit or fees associated with the use of disposal locations. The waste compactor shall be in operation within two (2) hours of container pick -up. The contractor shall provide turnaround time.

1.3.2. Disposal of Non-marketable Materials: Disposal of non-marketable materials from processing materials at a facility shall be the responsibility of the contractor. This includes any material rejected for any reason.

1.4: Equipment Maintenance: The contractor shall maintain all contractor equipment ensuring they are free of unpleasant odors, dirt, debris, and pests. All containers must remain in good, workable condition. They must remain easily accessible to customers. The contractor shall perform all cleaning, painting, repair and other maintenance tasks. The tasks cannot be performed at the CMOP facility.

1.5. Reports and Records: The contractor shall provide a monthly report detailing total tonnages of refuse collected..

2. CONTRACTOR'S RESPONSIBILITIES:

2.1 The contractor agrees to procure and maintain for the contract period, Workmen's Compensation and Employers Public Liability Insurance in accordance with laws of the State of Tennessee. Before commencing work under the contract, the Contractor shall furnish to the Contracting Officer a certificate of insurance indicating the coverage outlined in FAR clause 52.228-5 and 28.307-2 and containing an endorsement to the effect that cancellation of or any material change in the policies which adversely affect the interests of the Government in such insurance shall not be effective unless a 30-day advance written notice of cancellation or change is furnished to the Contracting Officer.

2.2 The contractor shall comply with all posted traffic regulations. The contractor shall also comply with the Occupational Safety & Health Administration (OSHA) regulations.

2.3 The contractor shall obtain all necessary licenses and/or permits required to perform this work. The contractor shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. The contractor shall be responsible for any injury to employees or others as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by the contractor or contractor employee's fault or negligence. The contractor shall provide a copy with the solicitation response and maintain personal liability and property damage insurance prescribed by the laws of the State of Tennessee.

2.4 Reserved.

2.5 The contractor will be a regularly established business and financially responsible.

2.6 To ensure that the individuals providing services under the contract have not engaged in fraud or abuse regarding Section 1128 and 1128A of the Social Security act regarding federal health care programs, the contractor is required to check the Health and Human Services Office of Inspector General (HHAlOIG), List of Excluded Individuals/Entities on the OIG Website (www.hhs.gov/oig) for each person providing services under this contract. During the performance of this contract, the contractor is prohibited from using any individual or business listed on the List of Excluded Individuals/Entities. The Contractor must comply with all Federal Laws requiring either proof of citizenship or legal residency in the United States.

2.7 Reserved.

2.8 The number of Contractor's personnel shall be adequate to perform work efficiently and maintain required standards. The Contracting Officer may require, in writing, the Contractor to remove from the work any employee the Contracting Officer deems incompetent, careless or otherwise objectionable. Truck drivers shall present a valid operator's permit and shall be thoroughly acquainted with and comply with station traffic regulations.

2.9 Location for the dumpsters and compactors will be determined by the Unit and the COR.

3. Government Furnish Utilities: The Government will furnish the electric for the operation of the compactors. Electric is currently available for two compactors at Sam Jared and one compactor at Elam.

4. Duration of contract: Services are for the period August 1, 2024 through July 31, 2025. Contractor is also to provide four (4) option years. The government has the exclusive right to renew or not renew the option years.

5. Holidays: Federal Holidays are: New Year Day, Martin Luther King, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day and Christmas Day. There are requirements where the CMOP does work holidays and the contractor may be required to provide services on one, any, or all of these holidays.

6. Sales Receipts: Reserved

7. Quality Assurance: The government will periodically evaluate the contractor's performance by appointing an evaluator COR to monitor performance to ensure services are received. The government COR evaluator will evaluate the contractor's performance through intermittent onsite inspections of the contractor's quality control program and receipt of complaints from base personnel. The government may inspect each task as completed or increase the number of quality assurance inspections if deemed appropriate because of repeated failures discovered during quality assurance inspections or because of repeated customer complaints. Likewise, the government may decrease the number of quality assurance inspections if performance dictates. The government will also receive and investigate complaints from various customers located on the installation. The government is responsible for validating customer complaints.

8. Quality Control: The contractor is responsible for developing and maintaining a quality program to ensure refuse services are performed in accordance with commonly accepted commercial practices. The contractor is responsible for developing and implementing procedures to identify, prevent, and ensure non-recurrence of defective services. As a minimum, the contractor is responsible for developing quality control procedures addressing the areas identified in paragraph 8, Service Delivery Summary. The contractor is responsible for submitting the quality control program to the Contracting Officer with the bid proposal.

9. Service Delivery Summary: The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Collect and Dispose of Solid Waste in accordance with the established schedule.

1.1 - 1.4

4 valid defects

Maintain equipment in good workable condition.

1.4

4 valid defects

Provide Reports and Records with all required information in a timely manner. Collection report contains monthly collected refuse tonnage; Weight tickets are submitted twice monthly; Landfill tickets are submitted monthly.

1.5

No defects allowed

Perform unscheduled collections required by the Contracting Officer in accordance with paragraphs 1.1 and 1.3.

1.1.2

No defects allowed

10. Quality Assurance Surveillance Plan:

The Quality Assurance Surveillance Plan (QASP) has been developed to evaluate contractor actions while implementing this Statement of Work (SOW). It is designed to provide an effective surveillance method of monitoring contractor performance for each listed objective on the Service Delivery Summary (SDS) in the maintenance contract. The QASP provides a systematic method to evaluate the services the contractor is required to furnish. This QASP is based on the premise the government desires to maintain a quality standard in operating, maintaining, and repairing facilities and that a service contract to provide the service is the best means of achieving that objective. The contractor, and not the government, is responsible for management and quality control actions to meet the terms of the contract. The role of the government is quality assurance to ensure contract standards are achieved. In this contract the quality control program is the driver for product quality. The contractor is required to develop a comprehensive program of inspections and monitoring actions. The first major step to ensuring a "self-correcting" contract is to ensure that the quality control program approved at the beginning of the contract provides the measures needed to lead the contractor to success. Once the quality control program is approved, careful application of the process and standards presented in the remainder of this document will ensure a robust quality assurance program.

11. Government Remedies: The Contracting Officer shall follow FAR 52.212-4, Contract Terms and Conditions-Commercial Items, for contractor's failure to perform satisfactory services or failure to correct non-conforming services.

12. Qualification of Bidders: Bids will be considered only from bidders who are regularly established in the business called for and who in the judgment of the Contracting Officer are financially responsible and able to show evidence of their reliability, ability, experience, equipment, facilities and personnel directly employed or supervised by them to render prompt and satisfactory service. The bidder shall be licensed by the state or local health authority in those localities where such licenses are required. If a pre-award survey is conducted, the Contractor shall have management officials, of the appropriate level, represent the firm. In addition, the proposed project manager shall be available to respond to questions raised during the pre-award survey. The Contractor shall also prepare a written document to present a briefing regarding the manner in which he intends to accomplish contractual obligations. As a minimum, Contractor shall address the following items of information in the presentation (a written and electronic copy of the presentation with backup data below must be submitted to the CO with the proposal.

a. Startup and phase-in schedule.

b. Key personnel letters of intent and resumes.

c. Availability of labor force, plan for recruiting, type and extent of training.

d. The role of the project manager and the extent of his/her authority.

e. Organizational and functional charts reflecting line of management responsibility.

f. Manning charts in formal request by the CO (only to be used to ensure that Contractor understands the workload).

g. Plans and management procedures for logistical administrative support of all functions;

that is, Contractor furnished supplies and equipment and procedures for timely payment of personnel.

h. Procedures to be used to ensure contract requirements are met (quality control program).

i. Corporate experience, as evidenced by past and present contracts.

j. Other purchases for which Contractor has bid and for which Contractor is apparent low bidder.

13. Inspection of Premises:

Bidders should inspect the premises prior to submitting bids in order to be fully aware of the scope of services required. Failure to do so will not relieve the successful bidder from performing in accordance with the strict intent and meaning of the specifications without additional cost to the Government. Prospective bidders may call at the COR office at 615-620-8427 between 8:00 a.m. - 4:00 p.m. any day except Saturdays, Sundays and holidays.