V--Solid Waste Trash Removal

STATEMENT OF WORK FOR GENERAL WASTE AND TRASH REMOVAL SERVICES DESCRIPTION OF SERVICES. The contractor is responsible for providing all personnel, equipment, tools, materials, vehicles, supervision, and other items and services necessary to perform general waste and trash removal services at the VA Medical Center, Tomah, WI. The contractor is responsible for performing to the standards in the contract as well as all local, state, and federal regulations. Collection areas, size and frequency are shown in Technical Exhibit 1 (TE-1) Maps of pickup areas. COLLECTION REQUIREMENTS. Routes/Schedules Submittals. The contractor is responsible for establishing vehicle routes and collection schedules to meet the pickup frequency indicated. Routes and schedules must be submitted to the Contracting Officer s Representative (COR) and must be approved prior to the contractor starting work. No changes are allowed to the schedule or haul route without COR approval. Frequency tables are located in TE-1. Unscheduled Collections. The COR may require the contractor to make unscheduled pickups. The pickup is required to be accomplished within 48 hours of notification for pickup need. Estimated amount of unscheduled pick-ups per year is four (4). Inclement Weather Schedule. The contractor is responsible for collecting general waste and trash removal during periods of inclement weather. Upon contractor request, in cases of severe weather, the COR may authorize exceptions. When exceptions are granted, the contractor is responsible for making up all missed collections within 24 hours after the severe weather has terminated, unless the COR authorizes additional time. Points of Collection. Collection stations for general waste and trash removal are listed in TE 1. The contractor is responsible for positioning bulk containers for customer ease in depositing general waste and trash. This may require repositioning of containers from time to time. The contractor is responsible for positioning containers to minimize interference with adjacent parking areas, sidewalks, roadways, overhead utilities, trees, and other potential obstructions. Collection Container Capacity. Capacity of containers is indicated in TE 1. Frequency, Container Size and Points of Collection Changes: The Government reserves the right to change the cubic yard capacity at any collection station or change the number of collection stations as long as it does not increase the overall total cubic yard capacity requirement of this SOW. The Government may also reduce the frequency of collections. 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. Maintaining Dumpsters and Collection Area. The contractor is responsible for returning the containers to their original location after servicing, in an upright position with the lids securely in place (closed). The contractor will also be responsible for immediately cleaning up any spills, misplaced waste products, and alike or similar scenarios which occur during the servicing of containers. The contractor, whether spilled by the contractor or placed there by VA personnel, shall pick up within ten feet of the container, during collection. Equipment Maintenance. The contractor is responsible for maintaining all contractor dumpsters ensuring they are free of unpleasant odors, dirt, debris, and pests. All containers must remain in good, workable condition. They shall remain easily accessible to customers. The contractor is responsible for performing all cleaning, painting, repair and other maintenance tasks off site. Trucks and trailers used for hauling and collecting shall be washed as required to ensure they are free of odor, dirt, debris, and pests. Off-Site Disposal. The contractor shall transport and dispose of all waste and trash materials at a permitted off-site disposal site selected by the contractor and approved by the COR. The contractor shall be responsible for any permits or fees associated with the use of off-base disposal locations or marketing centers. SERVICE DELIVERY 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 minimums do not relieve the contractor from performing 100% of all work requirements. These thresholds are critical to mission success. Work must be accomplished according to the terms, conditions, and specifications stated in the contract. Performance Objective SOW paragraphs Performance Threshold Collect and Dispose of General Waste and Trash Materials in accordance with the established schedule. 1, 3, and 4 No more than 2 unsatisfactory inspections per month. Maintain all vehicles/equipment in good workable condition. All vehicles/equipment should be washed and free of odors. 1.9 No more than 2 unsatisfactory inspections per month. Provide Reports and Records with all required information in a timely manner. Monthly Collection Reports submitted monthly should detail the total tonnage/poundage of General Waste and Trash collected by commodity. Weight tickets are submitted within 24 hours of collection. Landfill tickets are submitted within 24 hours, 1.5 and 4 No more than 2 unsatisfactory inspections per month. Perform unscheduled collections required by the COR/contracting officer in accordance with paragraphs 1.2. and 1.3. 1.2. and 1.3 0 Deficiencies permitted. Privacy Act Documents. The contractor understands and agrees that property obtained under this contract may contain records previously maintained as a system of records subject to the Privacy Act. The contractor is subject to the provisions of the Privacy Act and is responsible for compliance with its provisions with respect to the handling and disposal of protected information. HIPAA Compliance: The contractor is subject to the provisions of the Health Insurance Portability and Accountability Act (HIPAA). It is the contractor s responsibility to review HIPAA requirements which are available at the following address: www.ahima.org . Contractor must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI). As required by HIPAA, the Department of Health and Human Services (HHS) has promulgated rules governing the security and use and disclosure of protected health information by covered entities, including the Department of Veterans Affairs (VA). In accordance with HIPAA, the Contractor will be required to enter into a Business Associate Agreement (BAA) with VA. REPORTS/INVOICES/RECORDS: Disposal Report. The contractor is responsible for providing monthly reports detailing the total tonnage/poundage of General Waste and Trash items collected. Invoices. Services will be billed in arrears monthly and invoices must include: tonnage/poundage of the items collected, site frequency pickup schedule, container size and date of pickup. AVAILABILITY OF FUNDS DURING A CONTINUING RESOLUTION At the beginning of each new fiscal year (October 1st) the federal government or parts thereof may be operating under a Continuing Resolution and only be funded for a limited period of time rather than for the entire fiscal year. If, at any time, funds for this contract are provided under a Continuing Resolution (CR), funds will only be available for performance under this contract up to and including the expiration date of the CR, and any extension thereof. The Government's obligation for performance of this contract beyond that date is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise for performance under this contract beyond the expiration date of the CR, and any extension thereof, until funds are made available to the Contracting Officer for performance and until the Contractor receives notice of availability. GENERAL INFORMATION. Quality Control. The contractor is responsible for developing and maintaining a quality assurance program to ensure General Waste and Trash removal services are performed in accordance with commonly accepted commercial practices. The contractor is responsible for developing and implementing procedures to identify, prevent, and ensure non-recurrence of defective services. Quality Assurance. The government will periodically evaluate the contractor s performance by appointing an evaluator to monitor performance to ensure services are received. The government evaluator will evaluate the contractor s performance through intermittent on-site inspections of the contractor's performance and receipt of complaints from facility personnel. The government is responsible for validating customer/facility complaints. 4. Hours of Operation. Normal Hours. The hours for conducting General Waste and Trash collection will be during the time period agreed upon by the COR, Monday thru Friday. Normal hours of operations at the VAMC are Monday through Friday from 8:00 am to 4:30 pm, excluding holidays. Federal Holidays observed by VAMC: New Years' Day Labor Day Martin Luther King Day Columbus Day Presidents' Day Veterans' Day Memorial Day Thanksgiving Day Independence Day Christmas Day Also included would be any other day specifically declared by the President of the United States to be a National Holiday. When a holiday falls on a Sunday, the following Monday shall be observed as a legal holiday by U.S. Government agencies. When a holiday falls on a Saturday, the preceding Friday shall be observed as a legal holiday. 5.5. KEY PERSONNEL AND TEMPORARY EMERGENCY SUBSTITUTIONS (AS APPLICABLE) During the first ninety (90) days of performance, the Contractor shall make NO substitutions of key personnel unless the substitution is necessitated by the individual s illness, death, or termination of employment. The Contractor shall notify the Contracting Officer, in writing, within 5 calendar days after the occurrence of any of these events and provide the information required by paragraph (b) below. After the initial 90-day period of the contract, the Contractor shall submit the information required by paragraph (b) to the Contracting Officer at least 5 days prior to making any permanent substitutions. The Contracting Officer must approve all substitutions. The Contractor shall provide a detailed explanation of the circumstances necessitating the proposed substitutions, complete resumes for the proposed substitutes, and any additional information requested by the Contracting Officer. Proposed substitutes shall have comparable qualifications to those of the persons being replaced. The Contracting Officer will notify the Contractor after receipt of all required information of the decision on the proposed substitutes. The contract will be modified to reflect any approved changes of key personnel. Physical Security. The contractor is responsible for safeguarding all government documents as indicated in Section 3. Paper/Document Disposal. All vehicles/trucks utilized for pickup of recycling materials must be properly identified with contractor name. Contractor Personnel: Contractor personnel must wear a common uniform or identification with the contractor's name printed in neat and professional manner so as to be easily visible and readable. CONTRACTING OFFICER S REPRESENTATIVE (COR). The VA representative(s) of the Contracting Officer will be designated to represent the Contracting Officer in furnishing technical guidance and advice regarding the work being performed under this contract. The foregoing is not to be construed as authorization to interpret or furnish advice and information to the Contractor relative to the financial or legal aspects of the contract. Enforcement of these segments is vested in and is the responsibility of the Contracting Officer Contractor Reporting Person Contractor -- Provide telephone number(s) to call for your Service Department:___ ___________________ Provide name(s) of authorized contact person(s): ____ _________________________ Protection of Government Property During work execution, the Contractor shall take special care to protect Government property including furniture, walls, baseboards, and other surfaces. Accidental splashes shall be removed immediately. Damage resulting from Contractor operations shall be repaired by the Contractor, including painting, refinishing, or replacement (if necessary), at no additional cost to the Government. Contractor shall be responsible to meet all OSHA/Safety requirements in the performance of the work. This shall include but not be limited to taking all the necessary precautions to protect the patients, visitors and/or staff at each location. Contractor shall be held responsible for any injuries and/or damage, which may be caused as a result of the Contractors failure to adhere to these requirements. DAMAGE: Extreme caution shall be exercised to prevent damage to the building and its contents. Any damage must be reported to the COR immediately for appropriate action. Any damage caused by the Contractor will be repaired and or replaced to the satisfaction of the VA at the Contractor s expense Insurance: A. Worker compensation and employer's liability. Contractors are required to comply with applicable Federal and State Worker Compensation and occupational disease statutes. B. General Liability. Contractors are required to have Bodily Injury Liability Insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence. Property Damage Liability. Contractors are required to have Property Damage Liability insurance coverage of at least $500,000. Pre-work Orientation The Contractor shall be responsible to ensure Contractors and Sub-contractors employees providing work on this contract are: fully trained, completely competent, and approved by the VA to perform the required work as described above. Identification, Parking, Smoking, and VA Regulations The Contractor's FSEs shall wear visible identification at all times while on the premises of the VA Medical Center. It is the responsibility of the Contractor to park in the appropriate 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. Smoking is prohibited on the VA campus except in designated smoke shelters. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court. 5. 14. Services Not Covered Any work other than as specified in the contract shall be identified as a non-priced task, and if determined by the Contracting Officer to be within the overall scope of the contract, work shall be added by a modification to the contract. Any work requested that is identified as outside the scope of the contract shall be addressed by the facility as a separate procurement. 5.15. SPECIAL QUALIFICATIONS. The contractor is responsible for ensuring all employees possess all required licenses for operating all equipment used in the execution of this contract. 6. TECHNICAL EXHIBITS. 1. Task & Frequency Tables TECHNICAL EXHIBIT 1 (TE-1) TASKS & FREQUENCY TABLE General Waste and Trash Collection Line Item COLLECTION STATION STREET ADDRESS BUILDING NUMBER DUMPSTER FREQUENCY 100 General Waste & Trash 500 E. Veterans Street/B St. 10 6 Yard (1) 3 Times Week 101 General Waste & Trash 500 E. Veterans Street/C St. 18 4 Yard (1) 1 Time Per Week 102 General Waste & Trash 500 E. Veterans Street/6th St. 36/40 6 Yard (1) 3 Times Week 103 General Waste & Trash 500 E. Veterans Street/6th St. 40 20 Yard (1) 1 Time Per Week 104 General Waste & Trash 500 E. Veterans Street/4th St. 400 Dock 6 Yard (1) 3 Times Week 105 General Waste & Trash 500 E. Veterans Street/E St. 401 (Canteen) 8 Yard (1) 3 Times Week 106 General Waste & Trash 500 E. Veterans Street/3rd St. 402 Warehouse 8 Yard (1) 3 Times Week 107 General Waste & Trash 500 E. Veterans Street/3rd St. 402 Warehouse 4 Yard (1) 3 Times Week 108 General Waste & Trash 500 E. Veterans Street/6th St. 404 Dock 6 Yard (1) 3 Times Week 109 General Waste & Trash 500 E. Veterans Street/6th St. 408 Dock 8 Yard (1) 3 Times Week 110 General Waste & Trash 500 E. Veterans Street/4th St. 424 (Kitchen) 8 Yard (1) 3 Times Week 111 General Waste & Trash 500 E. Veterans Street/6th St. 416 4 Yard (1) 3 Times Week 112 General Waste & Trash 500 E. Veterans Street/4th St. 452 SPS 6 Yard (1) 3 Times Week 113 General Waste & Trash 500 E. Veterans Street House # 3 4 Yard (1) 1 Time Per Week 114 General Waste & Trash 500 E. Veterans Street 405 4 Yard (1) 3 Times Week 115 General Waste & Trash 500 E. Veterans Street 409 Toter (3) 3 Times Week 116 General Waste & Trash 500 E. Veterans Street 410 Toter (3) 3 Times Week 117 General Waste & Trash 500 E. Veterans Street 411 Toter (3) 3 Times Week 118 General Waste & Trash 500 E. Veterans Street 412 Toter (3) 3 Times Week 119 General Waste & Trash 500 E. Veterans Street 23 4 Yard (1) 3 Times Week All Dumpsters to be provided by the contractor. The government may add or delete to this list at a later date, if it should become necessary to meet recycling needs or streamline the recycling program.