S205--667-24-1-397-0002 Solid Waste Removal Contract Overton Brooks VAMC (VA-24-00002765)

PERFORMANCE WORK STATEMENT (PWS) Solid Waste Pickup and Disposal Environmental Management Service Part 1 General Information GENERAL. This is a non-personnel services contract to provide solid waste pickup from the designated locations. The proposed containers shall minimize spills and the exposure of waste to the environment during collection. The goal is to improve cleanliness, improve aesthetics, reduce infestation and promote healthier surroundings. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government. DESCRIPTION OF SERVICES/INTRODUCTION. The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non- personal services necessary to perform solid waste disposal services as defined in this Performance Work Statement except for those items specified as Government furnished property and services. The Contractor shall perform to the standards in this contract. BACKGROUND. At present solid waste is accumulated and collected at two locations, the main building and the rear of Building 6. OBJECTIVES. The contractor shall collect and dispose of approximately 8-10 tons per week of wet solid waste (trash). The VA shall not be held responsible to any particular quantity of waste that is actually generated during the contract period. SCOPE. The contractor shall pickup and dispose of solid waste. Services include solid waste collection at the main hospital and building #6. The main hospital collection location has a no spill compactor container that holds approximately 10 tons of wet solid waste to be collected (2) times per week on Mondays and Thursdays. Building 6 shall have a contractor provided front load container eight approximately (8) cubic yards capacity with an estimated 1 ton of solid waste generated per week to be collected (1) time per week on Wednesdays. The pickup areas shall remain clean, neat, and free of infestation as a result of solid waste disposal. PERSONNEL CONTRACT MANAGER. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and alternate (s) who shall act for the contractor when the manager is absent shall be designated in writing to the Contracting Officer. AUTHORITY. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. AVAILABILITY. The contract manager or alternate shall be available within 3 hours to meet on the installation with government personnel designated by the Contracting Officer to discuss problem areas any time the work is performed at OBVAMC. EMPLOYEES. Contractor personnel will present a neat appearance and be easily recognized. This may be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges which contain the company name and employee name. All employees and representatives of the Contractor must be fluent enough in the English language to read and understand chemical labels/signs and to converse intelligibly with the COR. ACCESS LIMITATION. Only authorized Contractor employees are allowed inside the VA clinic. Contractor employees are not to be accompanied in the work area by acquaintances, family members, assistants, or any other person unless said person is an authorized Contractor employee. QUALITY CONTROL ESTABLISH AND MAINTAIN. The contractor shall establish and maintain a complete Quality Control Plan to ensure the requirements of the contract are provided as specified. One copy of the contractor's Quality Control Plan shall be provided to the Contracting Officer with the contractor's proposal. An updated copy shall be provided to the Contracting Officer as changes occur. CONTENT. The plan shall comply with the requirements of FAR 52.246.4, Inspection of Services Fixed Price, which is incorporated in section C-3 of the contract. The plan shall include the following: INSPECTION SYSTEM. An inspection system covering all the services specified in this PWS; must specify the areas to be inspected on a scheduled or unscheduled basis, how often inspection will be accomplished, and the title of the individual (s) who will perform the inspections. IDENTIFICATION AND PREVENTION. The methods for identifying and preventing defectives in the quality of service performed before performance becomes unacceptable. RECORDS. On-site records of all inspections conducted by the contractor and necessary corrective action taken. This documentation shall be made available to the government during the term of the contract. GOVERNMENT REVIEW. The government will review the Contractor Quality Control Plan (QCP) to determine if it is adequate. If the plan is adequate, the government will accept the plan. If the plan is not adequate as submitted, the deficiencies will be identified to the contractor in writing. The contractor shall correct all identified deficiencies and submit a corrected Contractor Quality Control Plan within ten working days or contract start date, whichever is sooner. The government will also periodically review the manner in which the contractor is conducting the quality control program by either reviewing the contractor's records, observing actual performance or both. QUALITY ASSURANCE (QA). CONTRACTING OFFICER'S REPRESENTATIVE (COR), PROJECT INSPECTOR (PI). Government personnel, with titles such as shown above shall be appointed to monitor contractor performance and to inspect and accept or reject the services as required by the contract. The name and telephone number of each such person under the contract will be furnished to the contractor in writing by the Contracting Officer. GOVERNMENT EVALUATION. The government will evaluate the contractor's performance under this contract using the method of surveillance deemed appropriate. If the government QA reveals that any contract provision has not been met, a Contract Discrepancy Report (CDR) shall be prepared. The contractor shall respond to CDRs by completing blocks 9 and 10 explaining: (1) why performance was unacceptable, (2) how performance will be returned to acceptable levels, and (3) how recurrence of the problem will be prevented in the future. PERFORMANCE EVALUATION MEETINGS. The contract manager may be required to meet periodically with the COR and the Contracting Officer during the contract. Meetings shall be as often as necessary as determined by the Contracting Officer. However, if the contractor requests, a meeting will be held whenever a Contract Discrepancy Report is issued. The meetings shall focus on performance and actual or potential problems. A mutual good faith effort shall be made by all parties to resolve all issues. The written minutes of these meeting shall be signed by the contract manager, Contracting Officer, and COR. If the contractor does not concur with the minutes, notice of non-concurrence shall be provided to the Contracting Officer. This notice shall be in writing and provided within seven work days of receipt of the minutes. HOURS OF OPERATION DAILY WORK HOURS. All required pickups shall be accomplished on Wednesday of each week between the hours of 7:00 AM and 3:30 PM, except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. In the event the scheduled pick-up falls on a holiday or due to emergency, the contractor shall pick-up the next business day. All work schedules must be coordinated with the COR. RECOGNIZED HOLIDAYS. The contractor is not required to provide service on the following Federal observed holidays: New Year's Day, Martin Luther King's birthday, Presidents' Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veteran's Day, Thanksgiving Day, and Christmas Day. When a holiday falls on a Sunday, the following Monday is observed as a legal holiday by U.S. Government agencies. When a holiday falls on a Saturday, the preceding Friday is observed as a holiday by U.S. Government agencies. PLACE OF PERFORMANCE PLACE OF PERFORMANCE. Work under this contract shall be performed at Overton Brooks VA medical Center, 510 East Stoner Avenue, Shreveport, Louisiana 71101. SECURITY REQUIREMENTS. There are no specific security requirements for this contract. PHYSICAL SECURITY. The Contractor shall be responsible for safeguarding all Government equipment, information and property provided for Contractor use. At the close of each work period, Government facilities, equipment, and materials shall be secured. CONFIDENTIALITY AND NONDISCLOSURE It is agreed that: The preliminary and final deliverables and all associated working papers, electronic files, course materials and reports, and other material deemed relevant by the Government which has been generated by the Contractor in the performance of this service are the exclusive property of the U.S. Government and shall be submitted to the Contracting Officer at the conclusion of the contract. The Contracting Officer will be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the final deliverables, or any other written or printed materials pertaining to this service. There shall be no information released by the Contractor. Any request for information relating to this contract presented to the Contractor shall be submitted to the Contracting Officer for response. Press releases, marketing material or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the Contracting Officer. PART 2 DEFINITIONS & ACRONYMS DEFINITIONS AND ACRONYMS: DEFINITIONS. CONTRACTOR: A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime. CONTRACTING OFFICER: A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the Government. Note: The only individual who can legally bind the Government. CONTRACTING OFFICER'S REPRESENTATIVE (COR): An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract. DEFECTIVE SERVICE: A service output that does not meet the standard of performance associated with the Performance Work Statement. DELIVERABLE: Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports. KEY PERSONNEL: Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal. PHYSICAL SECURITY: Actions that prevent the loss or damage of Government property. QUALITY ASSURANCE: The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards. QUALITY ASSURANCE Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of Contractor performance. QUALITY CONTROL: All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements. SUBCONTRACTOR: One that enters into a contract with a prime Contractor. The Government does not have privity of contract with the subcontractor. WORK DAY: The number of hours per day the Contractor provides services in accordance with the contract. 2.1.12. WORK WEEK: Monday through Friday, unless specified otherwise. ACRONYMS: FAR Federal Acquisition Regulation CFR Code of Federal Regulations COR Contracting Officer Representative COTS Commercial-Off-the-Shelf HIPAA Health Insurance Portability and Accountability Act of 1996 CO Contracting Officer OBVAMC Overton Brooks Veteran Affairs Medical Center POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit PART 3 GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES GOVERNMENT FURNISHED ITEMS AND SERVICES Facilities. The Government will provide OBVAMC will furnish the necessary electric power to run the hydraulic power system. The contractor shall be responsible for the maintenance and upkeep of the hydraulic power compactor. PART 4 CONTRACTOR FURNISHED ITEMS AND SERVICES CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES GENERAL. The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS. EQUIPMENT/MATERIALS. The Contractor shall provide the appropriate containers and personnel to dispose of solid waste in accordance with the Performance Work Statement. FEDERAL, STATE, AND LOCAL REPORTING. The contractor is responsible for supplying, completing and submitting all reports required or requested by Federal, State or local ordinances, which pertain to any duties contained in the contract. CONSERVATION OF UTILITIES. The contractor shall instruct employees in utilities' conservation practices and be responsible for operating under conditions which preclude the waste of utilities, which shall include: LIGHTING. Light shall be used only in areas where and when work is actually being performed. MECHANICAL EQUIPMENT. Mechanical equipment controls for heating, ventilation, and air- conditioning systems shall not be adjust by the workers. WATER USAGE. Water faucets or valves shall be turned off after the required usage has been accomplished. DOCUMENTATION AND RECORDS. All documentation, records and schedules as described in this PWS that is the responsibility of the contractor, are the property of the government and shall be turned over to the government upon completion or termination of the contract. All records are subject to the Freedom of Information and Privacy Acts and any requests for release of any records shall be handled accordingly. BUSINESS ASSOCIATES AGREEMENT (BAA). In accordance with the requirements of the Health Insurance Portability and Accountability Act of 1996 (HIPAA), this contract will require a Business Associate Agreement. The contractor will enter into a Business Associates Agreement (BAA) with the Department of Veterans Affairs, unless a previously executed BAA is on file. The BAA is an instrument that will hold the contractor liable for any release of confidential medical information by any of its employees. A copy of a BAA is provided in the Contract Documents, Exhibits, Or Attachments section. POST AWARD CONFERENCE/PERIODIC PROGRESS MEETINGS. The Contractor shall attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the contracting officer will apprise the Contractor of how the Government views the Contractor's performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government. KEY PERSONNEL. The following personnel are considered key personnel by the Government: The Contractor Representative s name and telephone number must be provided by the contractor with the proposal. The Contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the Contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 7:00 a.m. to 3:30p.m., Monday thru Friday except Federal holidays or when the Government facility is closed for administrative reasons. Please submit a resume of related jobs performed for all key personnel. IDENTIFICATION OF CONTRACTOR EMPLOYEES. All contract personnel attending meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed. Third parties must be able to identify that contractor personnel are employed by the contractor. PART 5 SPECIFIC TASKS Specific Tasks: BASIC SERVICES. The Contractor shall provide services for solid waste removal using: Government owned no spill compactor/container in which the entire solid waste compactor can be carried away for disposal of contents. The container will be cleaned/disinfected as needed to minimize odors and pests. Contractor owned front-load container approximately 8 cubic yards in capacity at a minimum. The container will be cleaned/disinfected as needed to minimize odors and pests. PICKUP FREQUENCY. Solid Waste collection shall be performed as frequently as needed but a minimum of (2) times a week (Monday and Thursday). Schedule shall be confirmed throughout the life of the contract. SOLID WASTE PICKUP. Solid waste collection shall be performed at the main building from a no spill compactor twice a week. Average tonnage is approximately8- 10 tons of solid waste per week. SOLID WASTE PICKUP AT BUILDING #6. Solid waste shall be performed at building #6 from a contractor owned front-load container approximately 8 cubic yards in capacity at a minimum of once a week (Wednesday). Average estimated tonnage is approximately 1 ton of solid waste per week. CONTAINER MAINTENANCE. Containers should be steam cleaned, and disinfected before being place at the medical center. Containers must be sprayed with pesticide twice a month from June through November and once a month from December through May. CLEANLINESS. Contractor is responsible to pick up all (excess/spilled) solid waste or debris on the ground upon pulling the solid waste compactor away from the stationary solid waste control panel followed by cleanup of the area. This is to be done before leaving the medical center premises prior to going to the landfill. DOCUMENTATION. Provide documentation to EMS Service as scheduled in TE2. PART 6 APPLICABLE PUBLICATIONS APPLICABLE PUBLICATIONS (CURRENT EDITIONS) The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures. PART 7 ATTACHMENT/TECHNICAL EXHIBIT LISTING ATTACHMENT/TECHNICAL EXHIBIT LIST: Attachment 1/Technical Exhibit 1 Performance Requirements Summary Attachment 2/Technical Exhibit 2 Deliverables Schedule TECHNICAL EXHIBIT 1: PERFORMANCE REQUIREMENTS SUMMARY PERFORMANCE REQUIREMENTS SUMMARY (PRS) CHARTS. The PRS charts, at the end of this exhibit. COLUMN 1. List those PWS requirements which are essential to acceptable contract performance and define the standard of performance for each listed service. The absence from this Performance Requirements Summary (PRS) of any contract requirement, however, shall not detract from its enforceability or limit the rights or remedies of the government under any other provisions of the contract including the clause entitled "Inspection of Services" and "Default." COLUMN 2. Define the standard of performance for each listed service. COLUMN 3. Set forth the maximum allowable deviation from perfect performance for each listed service, Acceptable Quality Level (AQL), that may occur before the government will invoke the payment computation formula resulting in a payment of less than 100 percent of the maximum payment for the listed service. COLUMN 4. Set forth the primary surveillance methods the government will use to evaluate the contractor's performance in meeting the contract requirement represents. COLUMN 5. Defines the procedure the government shall use in reducing the contractor's monthly payment if satisfactory performance is not rendered. GOVERNMENT QUALITY ASSURANCE. Contractor performance will be compared to the contract standards and acceptable quality levels (AQL) using the Quality Assurance Surveillance Plan (QASP). SURVEILLANCE METHODS. The government may use a variety of surveillance methods to evaluate the contractor's performance. Only one method will be used at a time to evaluate a listed service during an inspection period for payment computation purposes. The methods of surveillance that may be used are: 100% INSPECTION. Inspection of all service outputs in a given lot. CRITERIA FOR EVALUATING PERFORMANCE. Performance of a listed service will be accepted and paid for at the maximum payment percentage specified in column 5 of the PRS when the number of defectives found by the government during contract surveillance does not exceed the number of defectives allowed by the AQL in Column three. When the AQL is exceeded, the contractor shall complete Block 9 and 10 of a Contract Discrepancy Report (CDR). The contractor shall explain in writing why performance was unacceptable, how performance will be returned to acceptable levels, and how recurrence of the problem will be prevented in the future. The Contracting Officer will evaluate the contractor explanation and determine if full payment, partial payment, or the contract termination process is applicable. The contractor's payment for services rendered will be calculated as stated in paragraph 4 Contractor Payment. DETERMINING THE NUMBER OF DEFECTIVES THAT WILL CAUSE LESS THAN MAXIMUM PAYMENT. OTHER THAN RANDOM SAMPLING. When the method of surveillance is not random sampling, the number of defectives that will cause less than a maximum payment will be determined as follows: AQL = CONSTANT NUMBER: If the AQL is a constant number of defectives, (for example, 2 defectives), the AQL plus one or more additional defectives will cause less than maximum payment, (for example, 3 defectives). ACCEPTANCE OF REPERFORMANCE OR LATE PERFORMANCE. GENERAL. The contractor is expected to ensure performance to standard through his/her quality system. Except as otherwise provided by this section 3.2, or other contract provisions, the services required by this contract are of such a nature that defective or incomplete performance disclosed by government inspection is not entitled to re-perform, perform late, defective services to improve and existing inspection rating or avoid a reduction in the full contract price. PROCEDURES. In accordance with applicable contract provisions, at the sole election of the government and upon notification to the contractor, the contractor may be required to r-perform or perform late any or all defective work disclosed by government inspection. Where the government so elects, the contractor shall be notified promptly after inspecting that specified defective services will be re-performed or performed late, and completed within a reasonable time specified by the government. In such cases, the government shall r-inspect work designated for re-performance or late performance, and the contractor may be held liable for any damages sustained by the government including, for example the cost associated with re-inspection. CONTRACTOR PAYMENT. FULL PAYMENT. For performance of a service that exceeds the AQL, the contractor shall be paid the percentage of the monthly contract price indicated in column 5 of the attached PRS charts for that service. PAYMENT DEDUCTIONS. If performance of a service does not exceed the AQL, the government will not pay the full percentage in column for that service. CALCULATIONS. The payment of listed services which do not exceed the AQL will be calculated as follows. 4.2.1.2. 100% INSPECTION AND CUSTOMER COMPLAINT. For service observed by 100 percent inspection, or customer complaint, the maximum payment percentage for the service in column 5 of the PRS is multiplied by the percentage of the lot found acceptable. The resulting percentage is the percentage of the monthly contract price that the contractor will be paid for the listed service. The total numbers of defectives found, not just the defectives in excess of the reject level, are used to determine the percentage of the lot found unacceptable. The percentage of the lot found unacceptable subtracted from 100 percent determine the percentage of the lot found acceptable. EXAMPLES OF PAYMENT COMPUTATIONS. FOR SERVICE NOT SURVEILLED BY RADOM SAMPLING: ASSUMPTIONS. Assume an AQL of 5 percent, a lot size of 50 units, and that five defectives were found by the COR. The payment would be computed as follows: Maximum contract payment per month $10,000 Maximum payment percentage for the service (column 5 PRS) x 0.04 Maximum payment for acceptable service $400 5 defectives exceeds reject level of 3 defectives (5% of lot size of 50 = 2.5 rounded up to 3) Percentage of sample found unacceptable = (5 defectives ÷ by lot size 50 x 100) 10% Percentage of lot found acceptable (100% - line 5) = 90% Payment for percentage of acceptable service (line 3 x line 6) $360 5.4. RIGHT. The government explicitly reserves the right to unilaterally apply any of the above payment provisions and to unilaterally deduct any appropriate amounts from the contractor submitted invoice prior to payment of such invoices. 5.5. APPLICABILITY. The above payment provisions apply with limit to firm fixed price contracts. For contracts other than firm fixed price, the above payment provisions apply to the extent they are not in conflict with the applicable payment clause incorporated into the contract. TECHNICAL EXHIBIT 1 Performance Requirements 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. Performance Objective Standard Acceptable Quality Level (AQL) Performance Threshold Method of Surveillance Payment Percentage PRS # 1. No more than one EMS COR documented complaint during a work week. The Contractor shall remove solid waste from The Contractor service main building at a shall be accomplished minimum of twice a leaving the pickup 100% week. PWS paragraph area free of any/all Inspection by 5.2.1. debris. EMS COR 60% PRS # 2 The Contractor service shall be accomplished leaving the pickup area free of any/all debris. No more than one COR documented EMS personnel complaint during a work week. The Contractor shall remove solid waste from Building #6 at a minimum of once a week. PWS paragraph 5.2.2. 100% Inspection by EMS COR 20% PRS # 3 Zero complaints Container shall be kept neat, clean, and aesthetically pleasing. PWS paragraph 5.3. Container shall remain like new in appearance excluding normal wear and tear. 100% Inspection by EMS COR 10% PRS # 4 100 % Compliance Zero Deviations Documentation shall be provided as stated in Technical exhibit #2. 100% Inspection by EMS COR 10% TECHNICAL EXHIBIT 2 DELIVERABLES SCHEDULE Deliverable Frequency # of Copies Medium/Format Submit To The contractor shall prepare a detailed Quality Control Plan (QCP) for each task. Adobe Acrobat PDF Once with Contractors proposal. Five (5) days prior to any proposed changes to the accepted QCP. 1 copy 1 copy Adobe Acrobat PDF Submit all copies to the Contracting Officer with proposal via email. Contractor shall provide weight tickets monthly to Environmental Management Services by the 5th of each month for the preceding month. By the 5th of each month for the preceding month 1 copy Printed originals or scanned copies. Electronic copy by Adobe Acrobat PDF Scanned copies of the tickets can be sent electronically to EMS COR faxed to +1 (555) 000-0000 Contractor shall Submit all copies to the Contracting Officer via email provide proof of steam cleaning, disinfecting, and pesticide spray for all containers to the Before or on Adobe Acrobat PWS paragraph 5.5. contract start date 1 copy PDF