S--FY18 Base Year Recycling

SOURCES SOUGHT SYNOPSIS DESCRIPTION: This Sources Sought Synopsis shall be used to determine the availability of potential sources having the skills and capabilities necessary to perform/provide recycling services at Overton Brooks VA Medical Center (OBVAMC) located at 510 East Stoner Avenue in Shreveport, Louisiana 71101. All interested vendors are invited to provide information to contribute to this market survey/sources sought synopsis including, commercial market information. This is not a solicitation announcement. This is a sources sought synopsis only. Questions should be submitted by email to contact@example.gov. Provide only the requested information below. The purpose of this synopsis is to gain knowledge of potential qualified sources and their size classification (Service Disabled/Veteran Owned Small Business (SDVOSB/VOSB), Hubzone, 8(a), small, small disadvantage, woman owned small business, or large business) relative to NAICS 562111, Recyclable material collection services (size standard of $38.5 Million). Responses to this synopsis will be used by the Government to make appropriate acquisition decisions. After review of the responses to this sources sought synopsis, a solicitation announcement may be published on the FBO website. Responses to this sources sought synopsis are not considered adequate responses to the solicitation announcement. All interested offerors must respond to the solicitation announcement in addition to responding to this sources sought announcement. Please demonstrate the contractor's ability to perform services of this nature as the course of its daily business operations. Services shall be performed in accordance with industry standards and practices by qualified personnel. Responses must be emailed to contact@example.gov no later than NOON CST, July 18, 2017. Your response should include both the STATEMENT OF CABABILITY and BUSINESS SIZE AND SOCIO-ECONOMIC STATUS information as explained below. Please place Attention: Recyclable Collection Service OBVAMC , in the subject line of your email. This notice is to assist the VA in determining sources only. A solicitation is not currently available; therefore, DO NOT REQUEST A COPY OF A SOLICITATION THAT DOES NOT EXISTS. If a solicitation is issued it will be announced at a later date, and all interested parties shall respond to that solicitation announcement separately from the responses to this announcement. REQUESTED INFORMATION: (1) STATEMENT OF CABABILITY: (1) Submit a brief [five (5) pages or less] capability statement explaining your capability to perform commercial recyclable material collection services. Include the number of qualified personnel need to accomplish this service. Include experience in performing these services for the VA, other Government (Federal or State) agency, or for a private medical facility. Please specify your maximum capacity and your availability to start. Please state the distance of your facility from the Department of Veterans Affairs, Overton Brooks VA Medical Center 510 East Stoner Avenue Shreveport, Louisiana 71101 (2) BUSINESS SIZE AND SOCIO-ECONOMIC STATUS: (a) Indicate whether your business is large or small (b) If small, indicate if your firm qualifies as a small, emerging business, or small disadvantaged business (c) If disadvantaged, specify under which disadvantaged group and if your firm is certified under Section 8(a) of the Small Business Act (d) Indicate if your firm is a certified Hub zone firm (e) Indicate if your firm is a woman-owned or operated business (f) Indicate if your firm is a certified Service-Disabled Veteran Owned Small Business (SDVOSB) or Veteran Owned Small Business (VOSB) (g) Include the DUNS number of your firm. (h) State whether your firm is registered with the System for Award Management (SAM) at http://www.sam.gov and/or the VetBiz Registry at http://vip.vetbiz.gov/. If not, please NOTE: any future solicitation could only be awarded to a contractor who is registered in the System for Award Management (SAM). To receive award based on VOSB or SDVOSB status you must be registered in the VetBiz Registry. SPECIFIED REQUIREMENT: The contractor shall communicate its capabilities to accomplish the following: 1. Description of Services: Contractor shall provide all personnel, equipment, tools, material, labor, supervision, materials, and others items and services necessary to perform recycling services at OBVAMC located at 510 East Stoner Avenue in Shreveport, Louisiana 71101. The Contractor shall perform to the standards in the contract and comply with all local, state, and federal regulations. The contract resulting from a solicitation shall be for a base period of one (1) year beginning October 1, 2017 (or five-day calendar days after award whichever is later) through September 30, 2018 with the provision to renew for four (4) each one (1) year options if exercised. No regulated or hazardous wastes shall be recycled in this contract. 2. Compactor Requirements: Contractor shall furnish one (1) compactor container of the following size and configuration. Types and sizes of recycling containers must be self-contained 20 yards, overall length 223 inches, container length 131 ¾, overall height not more than 84 inches, floor length 220 inches, and width 102. If this compactor must be built by the contractor, the equipment shall be procured at the contractor s expense, owned by the contractor and may be removed upon contract completion. The Contracting Officer Representative (COR) or designee shall indicate the specific location(s) or area(s) for recycle compactor. The VA reserves the right to relocate the containers when deemed necessary. 3. Collection Requirements: The Contractor shall provide one (1) compactor container for collection of recyclable commodities listed in Appendix A. Collection of recyclable material shall be picked up and disposed of once a week on Wednesday. Recyclable materials shall be mixed for collection in containers. 3.1 The Contractor and COR shall monitor fill rates and determine if additional trailers are needed. Hours of operation for pick up are 0700-1630 hours, normal work days 5 days a week. The containers shall be emptied as deemed necessary by the COR and contractor. 3.2 The Contractor shall transport mixed recyclables to a Contractor-owned or third party off site facility for disposal and/or resale. See section 6 for revenue sale of commodities reimbursed to the Government. The Contractor shall not allow the container to exceed 80% capacity. Established collection schedules shall be submitted to the COR five (5) calendar days prior to start of contract performance. The Contractor may propose adjustments to the schedule at any time but as a minimum the COR and contractor shall monitor fill capacities during the first 30 days of performance to determine if current pick-up schedule is sufficiently meeting the Government needs. 3.3 The Contractor shall collect recyclable materials during periods of inclement weather. In case of severe weather, the COR 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 authorized additional time. The Contractor is encouraged to identify changes to pick up frequency that improve the overall efficiency of recycling removal, and propose these changes to the COR. No changes shall be made until approval by the Contracting Officer in the form of a contract modification. Collection shall be made between the hours of 0730 1630. Collections outside the hours shall require prior approval of the COR. 4. SPECIAL PICKUPS: The event of an unusual condition may cause a container to require pickup before the scheduled time, the Government may request pickup, at no additional cost to the Government. Additional pickup of recycling container may be requested by the COR. 5. MAINTAINING CONTAINER AND COLLECTION AREAS: The Contractor shall return recycling containers to their original location after servicing, in an upright position with the lids (if applicable) securely in place. Contractor shall be responsible for immediately cleaning up any spills, debris, etc., which may occur during servicing of container and picking up all recyclables on the ground within ten feet of the container. The Contractor shall notify the COR of location(s) where recyclables are frequently placed outside of container so the COR may notify facility manager(s) and, if necessary, adjust pick-up frequency. 6. REVENUE FOR COMMODITIES: All proceeds from sale of commodities shall be mailed to OBVAMC: (complete address will be established after award). Proceeds shall be mailed in a separate check by agent receiving recyclables commodities from contractor and deposited into a pre-established account by Overton Brooks VAMC. Continuing instructions shall be given after award. 7. CONTRACTOR RESPONSIBILITY: The Contractor shall prepare recycle material for resale; perform general cleaning, recommended maintenance and repairs to equipment, as required. Contract shall provide training on proper usage of all equipment to hospital personnel. Times and locations shall be determined by the Contractor and COR. 8. EQUIPMENT MAINTENANCE: The Contractor shall be responsible for the upkeep of the compactor to ensure it remains in serviceable condition. Containers shall be maintained ensuring they are free of unpleasant odors, dirt, debris, and pests. Upkeep includes, but is not limited to, ensuring compactor is working properly and compactor is free from excessive rust and is painted as necessary. 8.1. The Contractor shall steam clean and disinfect recycle compactor located at OBVAMC, 510 East Stoner Avenue, Shreveport, LA 71101. This equipment shall be cleaned and disinfected at the contractor s facility on a semi-annual basis or more frequently as warranted. Contractor shall provide proper equipment for all transportation of all compactors requiring off site maintenance. 9. HANDLING/TRANSPORTING WASTE, USED AND/OR RECYCLED MATERIALS: 9.1 The Contractor shall have a current waste handler s or recycle license. A copy of the license or certification must be provided to OBVAMC prior to award of the contract. 9.2 The Contractor s vehicles shall meet all state and federal regulations. Vehicle shall be licensed to transport recyclable material and waste. 9.3 The vendors/transporters shall use only qualified and trained personnel to transport and handle recycled materials. 9.4 When necessary, vendors/transporters shall check in with the appropriate point of contact upon arrival at the site and prior to loading/unloading of materials. 9.5 The Contractor shall be responsible for the clean-up and clean-up costs of all spillage while hauling recyclable material. 10. REPORTS: The Contractor shall provide monthly reports (haul tickets) to the Recycle Program Manager detailing total tonnage of recyclable collected and sold. Prior month reports shall be due by the close of business on the fifth (5) workday of the next month. Contractor shall provide summary documentation for the end of each fiscal year. 11. CUSTOMER COMPLAINTS: The COR shall receive and investigate complaints. The COR shall be responsible for initially validating customer complaints. The Contracting Officer shall make final determination of the validity of customer complaint (s) in case of disagreement with the COR and Contractor. 12. PERIODIC PROGRESS MEETINGS: The Contracting Officer, COR, and other Government personnel as appropriate, and the Contractor shall periodically meet to discuss the Contractor s performance. The following issues should be discussed; opportunities to improve the contract, any modifications required of the contract, unsatisfactory inspections, valid customer complaints and steps taken by the Contractor to prevent occurrences in the future. The COR shall provide a summation of unsatisfactory inspections and customer complaints and provide insight into any identified trends. The Government shall put all minutes in writing, signed by the Contracting Officer, COR, and any other signatures deemed appropriate, a copy of the minutes shall be placed in the official contract file. 13. GENERAL INFORMATION: 13.1 CONTRACT MONITORING PROCEDURES: At the time of contract award, the Contracting Officer shall appoint a COR to assist with the contract monitoring requirements. The COR shall monitor such items as quality of service, timeliness of performance, customer service, cost control, and business relations supporting documentation. In accordance with FAR 1.601 (a) Contracts may be entered into and signed on behalf of the Government only by contracting officers. A COR may not modify the stated terms of the contract, including extending the length of the contract period. 13.2. ADMINISTRATION: The Contractor shall contact the Contracting Officer on all matters pertaining to the administration of this contract. Only the Contracting Officer is authorized to make commitments or issue changes that shall affect price, quantity, quality, or delivery terms of this contract. 13.3. QUALITY CONTROL: The Contractor shall develop and maintain a quality control program to ensure services are performed in accordance with commonly commercial practices and meet the requirements of the Statement of Work (SOW). The COR shall periodically inspect the Contractor performance by physically checking an attribute of the completed task, determining whether the performance meets the standards contained in this SOW. 13.3.1 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) PERFORMANCE OBJECTIVES SURVEILLANCE METHOD PERFORMANCE THRESHOLD Recycled waste collected at required intervals. 100% Review No defects allowed. The contractor shall ensure that all customer complaints are address with 24 hours of report. 100% Review No defects allowed. Contractor shall provide monthly haul tickets detailing total tonnage of recyclables collected and sold. 100% Review 2 defects per year. 13.4. GOVERNMENT REMEDIES: The Contracting Officer shall follow FAR 52.212-4, Contract Terms and Conditions-Commercial Items (June 2010), for Contractor failure to perform satisfactory services of failure to correct non-conforming services 13.5. FACILITY CLOSURE: Work scheduled, but not accomplished because of facility closure due to weather or any unforeseen activity, shall be accomplished as soon as possible after reopening. 13.5.1 FEDERAL HOLIDAYS: Work shall not be performed on these days unless authorized by the Contracting Officer. The ten holidays observed by the Federal Government are: New Year s Day Martin Luther King s Birthday Presidents Day Memorial Day Independence Day Labor Day Veterans Day Columbus Day Thanksgiving Christmas 13.6 APPENDICES: APPENDIX A RECYCLED COMMODITIES Corrugated Cardboard Office paper Mixed paper Magazines Catalogs Plastic Aluminum Cans