SOW solid waste.pdf

STATEMENT OF WORK/SPECIFICATIONS

FY25 WASTE SERVICE

Federal Correctional Institution Elkton 8730 Scroggs Road Lisbon, OH 44432

October I 5th , 2024

United States Department of Justice Federal Bureau of Prisons

FY25 WASTE DISPOSAL

Table of Contents

Section 1.0 - Intent

• Introduction

• Site Conditions

Section 2.0 - Scope of Work

• Part A - Description of Work o Service Description o Solid Waste Description o Schedule o Compactor Requirements o Repair/Maintenance o Consultation o Reporting o Inclement Weather Schedule o Holiday Removal

• Part B - General Conditions o Risk Assessment o Quality Assurance/ Acceptance o Utilities o General Housekeeping Duties o Health & Safety o Security

• Part C - Project Management o Site Familiarization o Contractor Quality Control o Contractor Requirements o Training o Permits and Permission o Invoicing o Performance Evaluation o Contracting Officer' s Representative

• Part D - Project Completion o Completion Criteria o Submission of Invoices o Additional Information

1.0 Intent

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 wi ll 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 Sate llite Low, and the garage area. The contract type is an indefinite delivery/requirements contract with finn-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 eleven months contin uous months. 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 a lso provide all personnel, equipment, tools, materials, vehic les, 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 forty-four removals of waste required accumu lating in the perfonnance period .

• FSL Rear Dock: Estimated twenty-four removals of waste required accumulating in the performance period.

• Outside Facilities Area : Estimated twelve removals of waste required accumulati ng in the performance period .

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

The contractor wi ll be responsible for a ll licenses, permits, and fees associated with the removal of the waste.

The contractor shall remain responsible for all equipment and prope1ty.

Waste Collection Description All waste containment and remova l shall be in accordance with the Ohio Revised Code Chapter 3734 (So lid and Hazardous Wastes).

Waste to be received by the serv ice provider will be, but not limited to, municipal solid waste which includes common so lid waste, everyday waste, and general medical debris defined as solid waste. Bulk waste wi ll also be included in this contract which includes construction and demolition debris from in-house maintenance activity consisting of non hazardous building materials. Compostable material wi ll also be removed wi thin the disposal compactor and is classified as post and pre-consumer food waste, genera l yard waste/ landscape materials. Spec ialty 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 wi ll be provided as requested by the Institution ' s Contracting Officer ' s Representative (Facility Manager).

Schedule Retrieval of solid waste produced by FCl 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: every other Thursday, at 3:00 A.M.

• Garage Area : Once per month between the hours of 6:00 A.M. to 3:00 P.M. the contractor shall notify a staff member within the vicinity of the garage that trash is being removed.

Compactor Requirements The contractor shall provide and maintain clean and properly functioning containers/compactors for a ll waste . The required compactor shall be capable of contain ing a volume of 32-cubic yards. The contractor w ill provide bulk compactors with side compartment doors to a llow for the access to staff and the securing of the unit according to institutional policy and supp lementation . The compactor ' s hydraulic equipment shall utilize non-toxic env ironmentally friendly fluid that will minimize impact to the environment. All incidents of leaking equipment wi ll 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 Fac ility Manager shall monitor and be the contact for the contractor for sched uling and delivery /receiving of the required conta iners/compactors. The contractor shall deliver and drop the contai ners in the area designated by the Facil ity Manager during nonnal business hours, between 0830 and 1500 Monday th rough Friday (excluding federal holidays) to commence the approved sched ule as stated.

Repair/Maintenance It wi ll be the responsibility of the contractor to maintain a ll hydraulic, e lectrical, and mechanical components of the compactor both internal and external (docking station). This includes the monetary cost of all material, eq uipment, and labor required and provided to repair, replace, or upgrade any part of the existing and future system associated . This contract also encompasses al l makes and models of exist ing equipment. If any part of this system requires replacement or upgrade, it wi ll be the responsibility of the contractor to provide it withi n a six-month duration set by the Contracti ng Officer or Contracting Officer ' s Representative. Repair needs must be met within 24-hours of written, dig ital , or verbal notice from the Contracting Officer and or Contracting Officer's Representative.

Consultation It wi ll be the responsib ili ty of the contractor to develop a Waste Management Plan that identifies areas of disposal , the distance from the institution to the disposal location, and oppo11unities and implementation strategies to meet the stated goal of the FBOP in conducting safe and effective waste removal. A fina l 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 sha ll submit to the contracting officer and Contracting Officer' s Representative a monthly report that includes the pickup location, we ight of each material load, date of disposal , disposal site, and percentage diverted. A ll repor1s and documentation wi ll be provided to the Bureau of Prisons Faci li ty Manager no later than 30 days after processi ng the material.

It will be the responsibility to prepare and subm it 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 Proper1y and/or any inju ry. Record and document date and actions.

Inclement Weather Schedule The contractor shall collect the so lid waste during periods of inclement weather. In cases of severe weather, the contracting office may authorize except ions. When exceptions are granted, the contractor shall make a ll postponed collect ions within 24-hours after the severe weather has terminated, unless the contracti ng officer authorizes additional time.

Holiday Removal The contractor is not required to provide serv ices on Federal Holidays but must otherwise collect the recyclable material and solid waste within 24-hours of the sched uled collect ion.

If the contractor ' s management personnel determines that waste wi ll be removed during an observed federal holiday, a notice must be submitted to both the Contracting Officer Representative and Contracti ng Officer, 24-hours in advance of esti mated arrival.

B. General Conditions

Risk Assessment A report detailing all factors of risk associated with the collection at the institution and transpo11ation of waste from FCI Elkton to the disposa l location will be submitted to the FBOP up to, but not exceed ing, a two-week period from the time of conclusion of the prior site visit. This document is to inc lude numbered ri sks, their severi ty, and so lutions to prevent damage, ensure crew safety, and prevent the interruption of work to be performed as stated in the contract.

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

Security The employees of the Contractor entering the institution sha ll 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 hi s/her employees with the inmate population during the perfonnance of the contract. Failure on the Contractor' s pa1t to provide employees who are unable to pass the required security requirements and the abi lity to retain employees to perform the required services, can affect this output.

The program managers at each institution are responsib le for conducting the appropriate vouchering, law enforcement checks, and ensuring that fingerpr inting is completed on all Contract staff that may need access inside the confi nes of the secure perimeter. The personnel department will establish a security file that wi ll be maintained on each of the Contractor' s employees from the begin ni ng of the contract through its duration. The fo llowing investigative procedures will be performed:

National Crime lnfonnation 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 app licable); and 9) Uri nalysis Test (for the detection of marijuana and other drug usage).

By submitting a quote to the solicitation, the Contractor and its emp loyees agree to complete the required documents and undergo the listed procedures. An individual who does not pass the security c learances 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 urinalys is test fo r the detection of marij uana and other drug usage shal l be performed. Any person(s) testing positive shall be disqualified from perfonning under the resu lting contract. Any individual emp loyed by the Contractor deemed not suitab le 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 avai lable upon the Contractor' s request.

All automotive type vehic les, 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 sha ll not leave any such vehicle/equ ipment running while unattended.

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

All incoming and outgoing vehic les wi ll be searched by a Bureau of Prisons employee. Institution officers must be able to inspect the entire vehic le to his/her satisfaction. Thi s wi ll include a search within the gate upon entering the area, and upon exiting the area.

Utilities The FBOP will provide water, use ofrestrooms and minimal e lectricity service ( 120V) for small hand power tools including battery chargers in the event repairs/maintenance are requi red or ordered by the Contracting Officer and or Facility Manager. The contractor will provide a ll 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 a lways kept clean and free from accumulations of waste materials and rubbish. The contractor wi ll remove a ll 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 a ll Federal , State, and local laws.

The Contractor is a lso 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, a lter, replace, patch and repair existing work as necessary to install new work. Existing work to be altered or extended and that is fou nd to be defective in any way, shall be reported to the Contracting Officer' s Representative before it is disturbed. Materials and workmansh ip used in restoring work shall conform in type and qua li ty to that of original existing construction, except as otherwise shown or specified.

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

The locations of which are made known to or shou ld be known by the Contractor. The Contractor shall repair any damage to those faci lities, including those that are the property of a third party, resulting from fai lure to comply with the requirements of th is contract or fa ilure to exercise reasonable care in performing the work. If the Contractor fai ls 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 wi ll be responsible to ensure the prem ises are always kept clean and free from accumulations of waste materials and rubbish. The contractor wi ll remove a ll debris, scrap, and rubbish from the work area daily. Surplus materials and a ll equipment shall be promptly removed from the site upon completion of the work.

The Contractor shall be responsible to remove a ll 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 a lso responsible to conduct all site repairs in the event of an incident occurri ng due to the picking up, setting, and transportation of equipment and material as notified by the Contract ing Officer.

Health & Safety All proper personal protective equipment mandated by the Federa l government, and states to which this project invo lves must be fo llowed 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 a ll governmenta l leve ls.

Security A li st of company personnel will be provided to the Contracting Officer. This includes any individual performing work within the scope of this termed service.

Prior to the sched uled day to which work wi ll 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 wi ll schedule a site visit to increase the contractor' s knowledge of the project area/ institutional grounds to ensure the performance of this contract is accom plished 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 wi ll : 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 OS HA , EPA, and NEC national codes and regu lations.

The contractor will submit a fuel spi ll 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.

Training Prior to the initiation of the tenned service, the contractor must schedule with FCI Elkton's Contracti ng Officer, an Institutional Badge Training seminar which will include all applicable agency information to selected employees to perform the required contractual work. The contractor should include applicable employees such as the following examples:

• Project Management Staff that require revolving access

• Sanitary Engineers

• Back-up Drivers

• Compactor Mechanics

• Sub-Contractors

Training sessions must be held between the days of Monday and Friday, between the hours of 8:00 A.M. and 3:30 P.M.

Scheduling these sessions must be made through the Contracting Officer.

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 and any other states, will be subm itted 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 worki ng 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 prope1ty 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 responsib le 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 send ing a written, formal docum ent, to both the Contracting Offi cer and contractor prior to them assuming that duty.

D. Project Completion

Completion Criteria The project site shall be protected and/or restored to a condit ion 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, repai red, reinsta lled, or replaced with new work, and refini shed and left in as good condition as existed before commencing work.

The Contracting Officer reserves the right to implement a defic iency-l ist to ensure standards and conditions are met prior to the closeout and final payment of the contract.

Submission oflnvoices The contractor shall subm it an invoice as a monthly progress payment with deta iled additional documents citing materia l/equipment used, labor, and any additional expensed line- items required fo r re imbursement based on the parameters of this document. No invo ice wi ll be considered fo r payment unless accompanied by the relevant documentation.

All invo ices should be on an offi cial company letterhead including that organization' s name, address, bank number, and this project ti tle.

Subm it invoices to both the Contracting Officer fo r review and approva l.

Additional Information

• Time of Completion: 334-Ca lander Days

• Submittals After Award: Subm it samples, cut sheets, and shop drawings to the Contracting Offi cer' s

Representative for rev iew.

• Point of Contact:

H. Bourne - Contracting Officer (330) 420-6200 EXT. 6476 G. Holisky- Contracting Officer' s Representative (33 0) 420-6200 EXT. 6426

FEDERAL CORRECTIONAL INSTITUTIO

ELKTON, OHIO

INDEPENDENT GOVERNMENT COST ESTIMATE (IGE)

FY25 SOLID WASTE REMOVAL SERVICES

11 - Month Award Plan

DESCRIPTION: (BASE YEAR ESTIMATE) EST. UNIT

QTY

Rental of(4) 32 cubic yard trash Compactors 11 MO

Pull charges & Disposal Fees 144 EA (3 times per week x 48 weeks per term) (FCI)

Additional Pull Charges & Disposal Fees (FCI) 6 EA (Will Call)

Pull charges & Disposal Fees 24 EA (Biweekly x 24- events per term) (FSL)

Additional Pull Charges & Disposal Fees (FSL) 4 EA (Will Call)

Pull charges & Disposal Fees (Will Call) 11 EA (1 time per month (outside) compactor (FCI)

Trip Charge fee if pull cannot be complete due to BOP I EA staff

R = Requirements amount -

FP = Fixed Price amount -

TOTAL BASE YEAR - $ ___ _

UNIT TOTAL (estimated)

PRICE PRICE

Fixed or Requirement

Fixed

Fixed

Required

Fixed

Required

Fixed

Required