S--Waste and Recycling at the St. Cloud VA Medical Center

Statement of Work PURPOSE: The VA Medical Center St. Cloud, MN (VA) is requesting proposals for non-hazardous waste removal services for its campus located at 4801 Veterans Dr. St. Cloud, MN 56303-2099. VA is seeking a Contractor who has the capability to provide outside storage for commingles recyclables, cardboard and mixed paper, compost, concrete, general waste, and construction and demolition debris. The Contractor must also remove the waste from outside containers and manage the waste consistent with the waste management hierarchy. The waste management hierarchy is a guide created by the US EPA, recognized industry-wide, for prioritizing waste management practices. Source reduction and reuse is the most preferred method of waste management, followed by recycling and composting and lastly, waste to energy consumption, then landfill. The Contractor is expected to meet the following VA waste management program objectives: Remove and manage VA s waste in a manner consistent with the waste management hierarchy; Right size outdoor containers and removal schedules to ensure efficiency and reduce wear and tear on roads. Achieve Federal Executive Order 13693, Planning for Federal Sustainability in the Next Decade goals. The goal of EO 13693 is: Maintain Federal leadership in sustainability and Reducing Greenhouse Gas (GHG) emissions. Provide annual waste audit services, waste tracking, reporting and invoicing services in order to measure progress towards meeting Federal Executive Order 13693, Federal Leadership in Environmental, Energy and Economic Performance goals for Federal Agencies, goals. Collaborate proactively with the Contracting Officer Representative (COR) and VA representatives to meet VA s waste management program objectives. The estimated annual tons of materials to be managed under this contract are provided in Table A: Estimated Annual Tons. Materials Tons Commingled aluminum, tin, glass, plastic, cardboard and mixed paper 350 Compost 18 Concrete 40 General Waste 820 Construction debris 290 Definitions: General Waste Combustible, noncombustible and non-hazardous waste, such as non-recyclable paper, packaging wrapping, health care single use items, diapers and floor sweepings. Source Separated Organics Organic waste separated from general trash, such as napkins, paper towels, paper plates, cups and food containers, milk and juice carton, paper bags and waxed paper, fast food wrap, parchment paper, and soiled paper not suitable for recycling, coffee grounds and filters, tea bags, paper vacuum bags, dryer lint, and indoor plants. See below under Compost for definitions related to outdoor organic materials. Recyclables Recyclables separated from general trash, such as paper products, cardboard and co-mingled plastic, glass, tin, and aluminum containers, concrete and other recyclable commodities. Compost Compost includes materials from grounds maintenance activities including wood, brush, tree limbs, grass clippings and other vegetative matter. Construction debris - Construction debris includes non-hazardous waste generated from construction and demolition of buildings. General requirements Outdoor container and material removal service. The Contractor shall provide outdoor containers, equipment, labor, materials and services for storage and removal of general trash, recyclables, compost, concrete and construction debris in accordance with the objectives of the SOW. Quarterly report. The Contractor must provide a quarterly report on general trash, recycling, compost, concrete and construction debris removal by the 21st of the month following each quarter. The quarterly report must include a separate line item for each type of material removed during the previous quarter with the following data reported for each type of material removed from the campus: tare weight, net weight, cost or credit for removal, and the business name of the facility where the material was processed or disposed. If estimates of weight are to be reported in lieu of actual tare and net weight the Contractor must document the assumptions and methodology used to determine tare and net weight of each type of material removed. The assumptions and methodology used to determine tare and net weight of each type of material are arrived at by citing the source (i.e. Solid Waste Association of North America) of the density and volume to weight conversion factors used. The methodology is expected to be documented within the quarterly report and used consistently for all removal services provided within the period of performance. Annual Waste Audit Service. Within the first 3 months of the baseline year and options years the Contractor shall perform a physical waste audit and performance report. The VA expects the annual waste audit to be a value-added service at no additional charge. The annual physical waste audit and report shall include: A physical waste audit completed in collaboration with the COR that includes a sample of the waste stream sufficient to provide a characterization of the VA s waste composition and quantities. A report describing the methodology, composition, quantities and recommendations for improvements consistent with the waste management hierarchy. A verbal report on the audit and findings to the COR. Collaboration with the COR on any Contractor recommendations the VA chooses to implement. Source Separated Organic Waste Service. Based on an August 2013 Waste Audit, approximately 19% of the VA waste stream is organic waste. The successful bidder may assume source separated organics recycling service within the period of performance via a contract amendment. The service and contract amendment is to be coordinated with the VA Contracting Officer and COR. This service may also be competitively bid at any time within the period of performance at the VA discretion. Removal Hours. The Contractor will be responsible for delivery and setup of all containers, supplies and equipment necessary to be in place by noon of the first day of the contract. The Contractor will be required to remove all general trash and recyclables between the hours of 6 AM and 8 AM, excluding holidays. Exceptions to days and hours may occur as only when specified by the COR in collaboration with the Contractor. Government holidays include: New Year s Day January 1 Martin Luther King Day 3rd Monday in January President s Day 3rd Monday in February Memorial Day Last Monday in May Independence Day July 4 Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veteran s Day November 11 Thanksgiving Day Last Thursday in November Christmas Day December 25 Container Hygiene and Maintenance. All containers except compost and construction debris containers (Roll off dumpsters) must be covered and constructed so they can be lifted up and inverted. Containers must be rodent proof, leak proof, fire retardant and show a neat, clean and orderly appearance. Containers must be free from rust and excessive dents. Containers that reflect an unsightly appearance will be removed and replaced by the Contractor upon request of the COR. Mechanical maintenance and painting of Contractor furnished containers is the responsibility of the Contractor. All painting of containers and other than minor maintenance shall be performed off of VA grounds. All repair or exchange of unsightly containers must occur within 24 hours of COR notification to the Contractor unless other arrangements are made with the COR. Public Health Nuisance. The Contractor will be required to provide all services in such a manner as to not cause conditions detrimental to public health or to constitute a public nuisance. Regulatory Compliance. The Contractor will assume full responsibility for compliance with all Federal, State, City and county laws, rules and regulations governing waste, compost, recycling and construction debris management services. Daily General Waste Removal. Containers used for daily general waste storage must open from the top for easy access (counter balanced if metal tops are used) and have a lockable lid. Padlocks and a key will be provided by the VA COR. Keys must be turned in at the time of contract termination. If the key is not turned in, the Contractor will be charged the cost of padlock replacement including labor. The minimum capacity to maintain the existing level of daily general waste removal service at designated locations includes: Daily General Waste Removal Building Number Material Container size (cubic yards) Removal frequency 116 General Waste 6 M/T/W/Th/F 51 General Waste 6 M/T/W/Th/F 50 General Waste 8 M/T/W/Th/F 49 General Waste 6 M/T/W/Th/F 48 General Waste 6 M/T/W/Th/F 14 General Waste 6 M/T/W/Th/F 4 General Waste 8 M/T/W/Th/F 28 General Waste 6 M/T/W/Th/F 11 General Waste 2 W/F On Call Removal. Minimum capacity to maintain the existing level of on call compost, construction debris and concrete removal service at designated locations included: On call removal Building number Material Container size Removal frequency East of 57 Compost 20 yard On call East of 57 Construction 20 yard On call East of 57 Concrete 20 yard On call Three Times per Week Removal. Single stream recycling containers require service three times per week on Monday, Wednesday and Friday. Containers must open from the top for easy access (counter balanced if metal tops are used) and have a lockable lid. Padlocks and a key will be provided by the VA COR. Keys must be turned in at the time contract termination. If the key is not turned in, the Contractor will be charged the cost of padlock replacement including labor. Minimum capacity to maintain the existing level of commingled recyclables removal three times per week on Monday, Wednesday and Friday between the hours of 6 AM and 8 AM with occasional on call removal of recyclables at locations designated by the VA to include: Three days per week removal Building number Material Container size (cubic yard) Removal frequency 116 Commingled recyclables 6 M/W/F 50 Commingled recyclables 6 M/W/F 50 Commingled recyclables 6 M/W/F 48 Commingled recyclables 6 M/W/F 14 Commingled recyclables 8 M/W/F 4 Commingled recyclables 8 M/W/F 4 Commingled recyclables 8 M/W/F 28 Commingled recyclables 2 M/W/F 11 Commingled recyclables 2 W/F Non-personal Service Contractor shall provide all tools, parts, equipment, materials, supervision and transportation necessary to provide refuse and recycling services for the Department of Veterans Affairs St. Cloud Veterans Affairs Medical Center (STCVAMC) in accordance with the attached Statement of Work. Services are to be performed for a period of the Base Year plus four renewal option years. No pass through costs due to an increase in delivery, fuel, processing, or disposal site shall be passed onto the Government during the contract period. Billing shall be monthly and must be itemized according to the material removed (i.e. commingled recyclables, general waste, compost, or concrete) and cost or credit for each material by volume and/or weight. Any extra costs for on-call services must be similarly itemized. Costs shall be based on current market pricing and existing level of service with the understanding that service improvements may affect the number and size of containers, locations and other services as the bidder works with the VA to meet the objectives stated in section 1.b. Mutually agreeable contract modifications may be used as a vehicle to adjust for container and services levels from year to year.