S205--Sources Sought (RFI) 36C26324Q0189 Waste Management and Recycling Service VA Sioux Falls, South Dakota

1 8 PROPOSED STATEMENT OF WORK FOR WASTE AND RECYCLING REMOVAL SERVICES DESCRIPTION OF SERVICES The contractor shall provide all labor, management, equipment, supplies, transportation, applicable licenses and permits, and other items and services necessary to perform Waste and Recycling Removal Services for the removal and disposal of the following: five (5) (Contractor provided) 3 cubic yard ergonomic front-loading containers one (1) (Contractor provided) 2 cubic yard ergonomic front-loading container one (1) (Contractor provided) 8 cubic yard container one (1) (Contractor provided) 20 cubic yard container one (1) (Contractor provided) 30 cubic yard container three (3) (Contractor provided) 64 or 65-gallon residential containers one (1) (VA-owned) 40 cubic yard San-I-Pak container All containers are positioned at various locations at the Department of Veterans Affairs Sioux Falls VA Health Care System (VAHCS), 2501 W. 22nd Street, Sioux Falls, SD 57105. The All landfill fees shall be paid by the Contractor. The Waste and Recycling Removal Services encompass refuse and trash collection, transportation, and disposal. The Contractor shall clean up and remove any debris that has fallen from any containers while the exchange is being made. Upon notification by the Contracting Officer or the Contracting Officer s Representative (COR), All work shall be performed during normal business hours of the Sioux Falls VAHCS unless coordinated with the COR (See Section 1.4 Emergency Procedures). Period of Performance Base Year: 04/01/2024 to 03/31/2025 Option Year I: 04/01/2025 to 03/31/2026 Option Year II: 04/01/2026 to 03/31/2027 Option Year III: 04/01/2027 to 03/31/2028 Option Year IV: 04/01/2028 to 03/31/2029 COLLECTION REQUIREMENTS Remove Refuse and Trash: The Contractor shall perform general removal of refuse and trash for the areas identified below. Contractor s responsibilities shall include the removal and disposal trash, clean up (includes removing any debris that has fallen from any containers during pick-up). Collections must be made in Contractor s containers, unless otherwise noted, which must be fully enclosed, leak-proof, fire-retarding, and kept clean. The contractor shall have sufficient personnel, licensed vehicles with appropriate permits, and expendable and durable goods to perform the duties required without additional support from the VA. Ergonomic Front-Loading Containers ( Dumpsters ) and Residential Containers. The Contractor shall furnish five (5) 3-cubic yard and one (1) 2-cubic yard ergonomic front-loading containers, and three (3) 64 or 65-gallon Residential Containers. Containers will be low in the front and high in back (for easier access) and have lids that prevent access for moisture and rodents. Ergonomic Front-Loading Containers ( Dumpsters ) & Residential Containers Location Number of Weekly Pickups Collection Days 2 cubic yard container (Specific Location Provided Upon Award) 1 See Notes #1, 2, 3, and 7 3 cubic yard container (Specific Location Provided Upon Award) 2 See Notes #1, 2, and 3 3 cubic yard container (Specific Location Provided Upon Award) 2 See Notes #1, 2, 3, 4, and 5 3 cubic yard container (Specific Location Provided Upon Award) 2 See Notes #1, 2, and 3 3 cubic yard container (Specific Location Provided Upon Award) 2 See Notes #1, 2, 3, and 6 3 cubic yard container (Specific Location Provided Upon Award) 2 See Notes #1, 2, and 3 64 or 65 gallon residential container (Specific Location Provided Upon Award) 2 See Notes #1, 2, and 3 64 or 65 gallon residential container (Specific Location Provided Upon Award) 2 See Notes #1, 2, and 3 64 or 65 gallon residential container (Specific Location Provided Upon Award) 2 See Notes #1, 2 and 3 NOTE: Collection weekly schedules shall be approved by the Contractor and the COR prior to starting. All pickups shall occur during the weekdays. Collection times shall be agreed upon by both the Contractor and the COR prior to starting. Changes to the containers shall be formally approved by the Contracting Officer and implemented by formal contract modification. Container shall be non-ergonomic to meet the space requirements of the warehouse. The dumpster located by (location provided upon award) requires special instructions from the COR for pick-up. Note: the truck cannot be backed up next to the building where the dumpster is located because truck exhaust fumes will enter the building through the air intake system. Container will be scheduled to be picked up one day per week (See Section 1.4 Emergency Procedures for additional coordinated pick-ups). Roll-Off Containers. The Contractor will furnish one (1) 8-cubic yard roll-off container for disposal of single-stream recyclables, one (1) 20-cubic yard roll-off containers for disposal of yard waste, and one (1) 30-cubic yard roll-off for disposal of construction recyclables. Roll-Off Containers Location No. of Weekly Pickups Days Location: 8 cubic yard container (Specific Location Provided Upon Award) 3 Mon-Wed-Fri See Notes # 1, 2, 3, and 4 Location: 20 cubic yard container (to include grass trimmings, tree branches, soil, etc). (Specific Location Provided Upon Award) See Notes # 4, 5, and 6 Location: 30 cubic yard container (to include scrap metal, wood, furniture, etc). (Specific Location Provided Upon Award) See Notes # 4, 5, and 6 NOTE: The Contractor will provide a cover for the single-stream recyclables container that will ensure the contents remain dry. The Contractor will transport Single-Stream Recyclables to a center approved for Single-Stream recycling. The Contractor will provide an appropriate cover over the top of the roll-off container. Additional Recycling. The contractor will pick-up both standard and non-standard sized pallets regardless of serviceable condition. Additional Recycling Building Number No. of Bi-Monthly Pickups Days/Times Roll-Off Containers (Specific Location Provided Upon Award) 1 See Note See Note NOTE: The Contractor will pick-up the pallets twice per month (once in the first half and again in the second half of the month). Based on an average for calendar year 2017, there are approximately 130 pallets in good condition per month. The pickup will occur during normal business hours on a non-holiday weekday. San-I-Pak Sterile Compactor Removal. The Contractor will provide pick-up of a 40-cubic yard container from the San-i-pak Sterilizer Compactor located on the south end of (specific location provide upon award). The Contractor will pay landfill costs. Based on an average for calendar the year, there is 4.3 tons of waste in compactor for each pull. San-I-Pak Container Building Number No. of Weekly Pickups Days/Times 40 cubic yard container (Specific Location Provided Upon Award) 1 Fri See Note NOTE: The Contractor will arrive Friday mornings between the hours of 8:15am to 10:00am In the event of accidental spillage during the compactor removal process, the VA will be responsible for cleaning up the immediate area. There will be no weekend or holiday sterile compactor pickups. If Friday is a Federal Holiday, pickup on the preceding Thursday morning or the following Monday morning will be required which will be coordinated ahead of time with the COR. 1.2 Classification of Refuse and Trash. Examples of refuse and trash to be disposed include the following: Combustible and non-combustible materials. Vegetation such as leaves, branches, upFboNoticeed shrubs, and trees. Inert environmental refuse and trash such as dirt, mud, rocks, and sand. Construction refuse and trash such as asphalt, blinds, brick, carpet, concrete, drywall, electrical wires, lamps, glass, insulation materials, copper, steel, aluminum, tile, pipe, plastic, vinyl, and wood. Personal items such as books, papers, clothing, and cooking utensils. Household or office items such as appliances, furniture, and telephones. Food remnants and edible or non-edible garbage but not limited to coffee grounds, tea leaves, egg shells, banana peels, citrus fruit rinds, onion hulls, table scraps, and similar materials. Miscellaneous Trash such as paper, wrappings, cartons, metal, glass, floor sweepings, wastepaper, lumber, non-repairable wooden items and construction debris. This is a firm fixed price contract. Ensure the pickup schedule is sufficient to prevent any overflows. 1.3 Emergency Procedures. (a) Inclement Weather. The Contractor shall collect refuse material during periods of inclement weather. Inclement weather pick-ups shall be coordinated with the COR. (b) Emergency Pick-ups. Any emergency (extra or on-demand) pick-ups must be coordinated by the COR and implemented by a formal modification to the contract that is issued and signed by the Contracting Officer. (c) Use of Subcontractors. The Contractor shall comply with the terms and conditions included in the solicitation and contract provisions and clauses pertaining to commercial sub-contracting practices. 1.5 Points of Collection. The Contractor shall coordinate with the COR to position bulk containers to minimize interference with adjacent parking areas, sidewalks, roadways, overhead utilities, trees, and other potential obstructions. When repositioning the containers, the Contractor shall reconnect the holdback chains that (installed for the 2 or 3 cubic yard container locations) to prevent accidental movement and/or ensure all casters are locked. 1.6 Government-Approved Containers. Collection of trash and garbage in all areas shall be from Contractor-provided, Government-approved containers Containers will be rat-proof, fire retarding, and leak proof. Containers shall have easily closeable lids. Containers shall be maintained in an acceptable appearance, including finish free excessive of rust, holes, dents, etc. 1.7 Appearance and Washing of Contractor Furnished Containers. All Contractor-owned containers will be clean and sanitary in appearance. There shall be no large cosmetic damage to these containers. Substitute containers shall be furnished when dumpsters are removed from the site. Replacement containers shall be sprayed with COR approved insecticide and deodorant The Contractor will immediately clean up spills, caused by the Contractor, during pick-up. Any additional cleaning service, not caused by the Contractor during pick-ups, or related to cleaning and/or non-commercially provided container cleaning (available to the general public) must be coordinated through and approved by the Contracting Officer through a formal modification to the contract. 1.8 Maintaining Containers and Collection Areas. The Contractor shall return the containers to their original location after pick-ups (in an upright position with the lids closed securely in place. The Contractor shall collect debris placed at collection stations; for example, tree branches, sacks, cartons, boxes, cans, tied bundles, or other containers. The Contractor will be responsible for keeping collection areas free of refuse and debris. In the event of leakage or liquid spills while on VA campus, the Contractor will be responsible for cleaning up spills made during scheduled pick-ups. At no time will the Contractor apply chemicals to any spills without prior approval from the COR. 2. DISPOSAL: 2.1 Off-Site Disposal. The Contractor shall be responsible for any permit or fees associated with the use of off-site disposal locations. 3. GENERAL INFORMATION. 3.1 Quality Control. The Contractor shall develop and maintain a quality program to ensure refuse services are performed in accordance with commonly accepted commercial practices. 3.2 Quality Assurance. The COR will periodically ensure that contracted services are received. The COR will notify the Contractor of any customer complaints and provide the the Contractor opportunity to propose a remedy or provide an explanation. The Contractor shall report all customer complaints (or customer requests) to the COR before taking any action. Proposed remedies to complaints may require an in-scope determination and issue of a formal modification to the contract by the Contracting Officer. 3.3 Identification, Parking, Smoking, and VA Regulations. a. Identification. Contractor employees shall coordinate with the COR to obtain identification badges. This identification shall be visibly worn, at all times, while on the premises of the VA Medical Center. b. Parking. The Contractor shall park in designated parking areas. Information on parking is available from the COR. The VA will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. c. Driver Safety Practices. The Contractor shall ensure that their drivers follow all prudent safety practices while operating a motor vehicle on the VA campus. All Contractor pick-up vehicles shall have operable, braking, emergency parking systems, backup alarms, and wheel chocks. Contractor employees shall adhere to the maximum speed of 15mph while driving on the main campus and a maximum speed of 10mph while driving through the parking lots Driving at a significantly slower speed to ensures the safety of patients, staff, visitors, drivers, pedestrians, and equipment. Exceeding VA Campus speed limits may result in a traffic citation (ticket) issued by VA Campus Police. VA Campus Police are federal law enforcement officers; therefore, citations issued on a VA campus are subject to federal jurisdiction (not a local district, state, or municipal court) and are adjudicated through US District Court. d. Tobacco Use Policy. No use of any form of tobacco will be allowed in any VA building unless using a designated tobacco use shelter. Tobacco use shelters are marked with public signs and the COR may provide shelter location directions. No use of any form of tobacco will be allowed within 75 feet of any entrance to Medical Center Buildings. No use of any form of tobacco will be allowed within 50 feet of any other entrance to buildings on the grounds. Smoking receptacles will be provided for disposal of smoking materials as persons approach the non-tobacco use areas. e. VA Concealed Carry Weapons Policy. Possession of weapons is prohibited while on federal property. Enclosed containers, including tool kits, shall be subject to search. 3.4 Payment and Reporting. Invoices will be paid in arrears on a monthly basis. Invoices must include the Contract Number, Purchase Order Number, covered period of service, and certifiable weight of the contents from every container pulled, costs (pull charge and associated cost per tonnage fee). The Contractor shall issue pick-up tickets for conventional, compactor, and debris removal services. All containers must be weighed and reported for each individual container on invoices except for the Ergonomic Front-Loading Containers ( Dumpsters ) and the Residential Containers. If these are unable to be weighed individually, a system of estimation must be reported on the invoices. The Contractor will provide, at a minimum, monthly, quantity, weight, and cost (revenue if a rebate is applicable) totals for pallets removed from the facility. The Contractor shall cite revenue of recycled items on invoices and apply revenue in the form of a discount on monthly invoices. A copy of Landfill tickets and/or service slips shall be provided to the COR. Physical (paper) invoices may be delivered to a designated location (set by the COR) on a weekly basis. Electronic invoice information will be provided upon selection/award as part of the official contract. 3.6 Performance Within the Scope of the Contract. The Contractor shall only perform services that are specified in the contract. The Contractor must notify the COR immediately upon customer requests or complaints that require additional services (not provided under the contract). The Contractor shall not perform any additional work without a formal modification to the contract that is requested by the COR and issued/signed by the Contracting Officer. 3.7 Pre-work Orientation: In accordance with Joint Commission, the Contractor will attend a pre-work orientation meeting prior to the commencement of work on site. The VA will schedule this meeting and it will include discussion of the following topics: Fire and Safety Infection Control Disaster Procedures Transportation routes and general information on the project. Other topics deemed necessary The Contractor will be responsible to ensure that Contractor employees coming to the work site receive the information covered above. 3.8 Reconstitution. All waste shall be completely removed without damage to or mess left within the pick-up areas. Immediately report any damage to COR, before taking any action, to determine whether repairs are required. 5. SECURITY REQUIREMENTS. Contractor and Subcontractor employees shall obtain a VA Police background check No employee shall be permitted to perform work, or access non-public areas, without a background check. VA Police provides a formal written clearance, to work on campus, upon successful completion of the background check. Background Information (required by Contractor employees) shall include: Employee Name (full, including previous names) Social Security Number Date of Birth Place of Birth 5.1 Physical Security. All vehicles/trucks utilized for pickup of trash and garbage must be properly identified with Contractor name.