SSN_FCI Elkton_Solid Waste.pdf

U.S. Department of Justice

Federal Bureau of Prisons

Administrative Division

Field Acquisition Office Grand Prairie, Texas 75051

MARKET RESEARCH QUESTIONNAIRE

Solid Waste Removal & Disposal Services

Federal Correctional Institution (FCI) Elkton

Lisbon, Ohio

The Federal Bureau of Prisons (BOP), Field Acquisition Office (FAO), is conducting market research in compliance with Federal Acquisition Regulation, Part 10. The requirement is for the provision of Solid Waste

Removal & Disposal Services at FCI Elkton, located at 8730 Scoggs Road, Lisbon, Ohio 44432.

The Government intends to make a single award of an indefinite delivery/requirements type contract with firm fixed prices that will consist of one (1) base year and four (4) additional twelve-month option years, plus an optional six (6) month extension at the unilateral discretion of the Government. The NAICS code is 562111

(Solid Waste Collection). The small business size standard is $47 million.

A draft copy of the Statement of Work is attached to this questionnaire for more specific details. Additional details will be forthcoming in the solicitation. A Government solicitation document for this requirement is being developed, of which a contract may or may not result. Market research is being conducted to determine interest and capability of potential sources for this requirement.

THIS IS A SOURCES SOUGHT ANNOUNCEMENT ONLY – Solicitations are not available at this time. This notice does not constitute a commitment by the Government. The information gathered from market research will be vital in the formation and set-aside status of the solicitation.

THIS IS A NOT A NEW REQUIREMENT – Services are currently in place for this requirement. The current incumbent is Hamilton Alliance, Inc. The contract was awarded in February 2018, in the amount of $774,466.00 for a base year and four (4) one-year options. This contract ended on January 31, 2023.

Please answer the following questions:

1. The North American Industrial Classification System (NAICS) code for Solid Waste Collection is 562111, which sets the small business size standard at $47 million. (below $47 million in gross revenues is considered small; above $47 million in gross revenues is considered large). Based on this standard, what is your business size?

Small Large

2. Is your company eligible for participation in one of the following small business programs? If so, please indicate the program(s) below:

“8(a)” Program Women-Owned Small Business concern

Economically Disadvantaged Women-Owned Small Business concern

HUBZone Small Business concern

Veteran Owned Small Business concern

Service-Disabled Veteran-Owned Small Business concern

3. Is your company certified to provide services in Ohio? Yes No

4. Can your company provide these services as either the Prime Contractor or as a Subcontractor:

Prime Contractor Subcontractor

5. Does your company own or operate a permitted landfill? __Yes ____No

6. If you are a small business, what level of subcontracting, if any, would your firm utilize? Services (except construction) require at least 50 percent of the cost of contract performance incurred for personnel shall be expended for employees of the concern.

7. If you plan to subcontract any of the requirement, will your company be compliant with FAR 52.219-14?

Yes No

8. Is your company able to provide readily available, qualified employees to fulfill FCI Elkton’s requirement as specified in the first paragraph? Yes No

9. Is your company registered in System for Award Management (SAM)? Yes No

**All potential quoters are advised if a solicitation is issued it will include the clause at FAR 52.204-7 (Oct

2018) for System for Award Management (SAM). This clause requires all contractors doing business with the

Federal Government after September 30, 2003, to be registered in the SAM database. If your company is not registered in SAM, registration can be completed at: www.sam.gov

10. Can your company provide firm fixed unit pricing for future contract periods (for example: a contract with a base year and four option years, equaling a total of five years)? Please indicate the maximum number of years you can provide firm-fixed unit prices.

5 years 4 years 3 years 2 years 1 year only

11. The Federal Acquisition Regulations requires the following insurances policies: Workers’ Compensation and Employer’s liability not less than $100,000; and General Liability no less than $500,000 per occurrence; and

Automobile Liability of at least $200,000 person, $500,000 per occurrence for bodily injury, and $20,000 per occurrence for property damage. Are these rates and requirements consistent with regulatory requirements in

Ohio?

Yes No (If no, what are the standard rates per insurance?)

12. Are services of this type customarily available in the commercial marketplace? (Available to commercial business and industry or to the general public)

13. How many calendar days does your company need to prepare a proposal resulting from this solicitation?

15 days 30 days 45 days 60 days

14. If awarded a contract, how many calendar days following an award would it take your company to begin providing services to the institution?

** Please note that all individuals providing services at the institutions must undergo a security clearance investigation. This investigation may take 30 calendar days or longer to complete.

Calendar days

15. Does your company have an issue with the attached Statement of Work? Yes No

16. Has your company previously provided these types of services in a prison environment?

http://www.sam.gov/

17. Which of the following best describes your organization?

Non-Profit Faith-Based Corporation LLC

18. Please furnish the following information in reference to your firm:

Name of Business:

Address:

Point of Contact:

Telephone Number:

E-mail Address:

UEI: CAGE:

VENDOR WEBSITE:

I am extremely appreciative of the time you have taken to complete this questionnaire. Please email your response to me at sburke@bop.gov no later than October 15, 2025, at 11:00 am, EST.

Should you have any questions or concerns, please feel free to contact me.

Sincerely, Sarah Burke, Contracting Officer

U.S. Armed Forces Reserve Complex

Field Acquisition Office

346 Marine Forces Drive

Grand Prairie, TX 75051

NOTE: The resulting solicitation will be distributed solely through the System for Award Management website at www.sam.gov. Hard copies of the solicitation will not be available. The website provides downloading instructions to obtain all documents relating to the solicitation. All future information concerning this acquisition, including the pre-solicitation notice, solicitation, and any subsequent amendments, will be distributed solely through the website. Interested parties are responsible for monitoring the website to ensure they have the most up-to-date information about the acquisition.

mailto:sburke@bop.gov http://www.sam.gov/

STATEMENT OF WORK/SPECIFICATIONS

SOLID WASTE DISPOSAL SERVICE

Federal Correctional Institution Elkton

8730 Scroggs Road

Lisbon, OH 44432

September 1st, 2025

United States Department of Justice

SOLID WASTE REMOVAL & DISPOSAL SERVICES

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 Pick-Up

• 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 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

SOLID WASTE REMOVAL & DISPOSAL SERVICES

1.0 Intent

Introduction

The Federal Bureau of Prisons (FBOP), Field Acquisition Office (FAO), located in Grand Prairie, Texas, intends to make a single award of an indefinite delivery/requirements type contract with firm fixed prices 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 Contracting

Officer holds the right 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, plus an additional four, 12-month option years for renewal at the unilateral discretion of the government and an option to exercise a 6-month extension. 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.

Performance Period:

The period of performance of the resulting contract shall be as follows:

Base year – Effective Date of Award through 12 months from Effective Date of Award

Option Year 1 – 13 months through 24 months from Effective Date of Award

Option Year 2 – 25 months through 36 months from Effective Date of Award

Option Year 3 – 37 months through 48 months from Effective Date of Award

Option Year 4 – 49 months through 60 months from Effective Date of Award

Optional Six (6) Month Extension Period – 61 months through 66 months from Effective Date of Award

Place of Performance:

Federal Correctional Institution (FCI) Elkton

8730 Scroggs Road

Lisbon, OH 44432

2.0 SCOPE OF WORK

A. Description of Service

Service Description

The contractor (Service Provider) will provide four (4), 32 cubic yard, fully enclosed trash containers/compactors with each point of entry being securable via chain and lock.

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 fourth compactor will be the revolving compactor and shall be stored onsite at the directions of the

Contracting Officer’s Representative (COR). When one of the other three compactors is removed from the grounds, the revolving compactor will be put in its place.

The contractor shall meet 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.

SOLID WASTE DISPOSAL

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.

Schedule

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

• Federal Correctional Institution (FCI) Rear Dock: Monday, Wednesday, Friday at 4:00 A.M.

• Federal Satellite Low (FSL) Rear Dock: Thursday, at 4:00 A.M.

• Garage Area: Last Thursday of the month between the hours of 8:00 A.M and 10:00 A.M.

Compactor Requirements

The contractor shall provide and maintain clean and properly functioning containers/compactors for all waste. The required compactor shall be fully enclosed with each point of entry being securable via chain and lock. This excludes trash collection systems in an “Open Top” configuration. The unit provided must be capable of containing a volume of 32 cubic yards. The contractor will provide bulk compactors with side compartment doors to allow access for staff and for the securing of the unit according to institutional policy and supplementation. 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 Contractor Officer’s Representative (COR), or the Contracting Officer without delay and without failure regardless of the size of the leak and if the leak has been corrected. The institution’s

Facility COR 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 8:30 A.M. and 3:00 P.M., 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 30 days or duration set by the Contracting

Officer. Repair needs must be met within 24-hours of written, digital, or verbal notice from the Contracting Officer and or

Contracting Officer’s Representative. Prior to designated personnel arriving at the institutional grounds for repair/maintenance functions approval must be obtained from the designated Contracting Officer or Contractor Officer’s

Representative, a minimum of 24-hours in advance of their self-determined arrival.

All representatives/employees for both the prime contractor and sub-contractor(s) must hold the status of a “badged” contractor for the duration of the life of the contract.

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 Contractors 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 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. The permits will be submitted and approved prior to the start of the collection 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 service 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 and any sub-contractor personnel including maintenance entities 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.

A list of company personnel will be provided to the Contracting Officer. This includes any individual performing work within the scope of this service. 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 service personnel that will be onsite through this process.

All personnel, including maintenance and repair technicians, accessing FCI Elkton’s grounds will be required to undergo the badging process, which includes an 8-hour training course to inform them of the procedures required to ensure their task is carried out in conformance to the institution’s requirements in conjunction with agency policy. The badging process/training for contractor personal will be scheduled to take place during business hours which are Monday through

Friday between the hours of 7:30 A.M. and 3:30 P.M.

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 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 sites. 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.

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 for ensuring 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 for ensuring 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.

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 contract if required by policy or written request of the Contracting Officer.

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 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 monthly combined itemized invoice identifying specific containers (FCI, FSL, Garage), dates of pick-ups, compactor rental fees 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.

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 COR and Contracting Officer for review and approval.

Additional Information

• Time of Completion: 1,825-Calander Days

• Submittals After Award: Submit samples, cut sheets, and shop drawings to the Contracting Officer’s

Representative for review.

• Point of Contact: Will be provided upon award.