SOLICITATION NOTICE
S -- Requirement for universal waste management services to include pick-up, storage, transportation, and disposal/recycling of universal waste.
- Notice Date
- 11/29/2019 9:03:20 AM
- Notice Type
- Solicitation
- NAICS
- 562211
— Hazardous Waste Treatment and Disposal
- Contracting Office
- 261-NETWORK CONTRACT OFFICE 21 (36C261) MATHER CA 95655 USA
- ZIP Code
- 95655
- Solicitation Number
- 36C26120Q0158
- Response Due
- 1/21/2020 8:59:59 PM
- Archive Date
- 02/05/2020
- Point of Contact
- Jocelyn T Layson-CastilloContract Specialist808-433-0600
- E-Mail Address
-
Jocelyn.Layson-Castillo@va.gov
(Jocelyn.Layson-Castillo@va.gov)
- Awardee
- null
- Description
- B.3 STATEMENT OF WORKGENERAL INFORMATION 1. Title of Project: Universal Waste Pick-Up and DisposalScope of Work: The contractor shall provide all resources necessary to accomplish the deliverables described in this Statement of Work (SOW), except as may otherwise be specified. The purpose of this term contract is to establish Universal Waste pick-up and disposal for the Department of Veterans Affairs - Northern California Health Care System (VANCHCS) facilities as mandated by the Resource Recovery Act and the California Environmental Protection Agency. This contract is for the convenience of VANCHCS. Prior authorization is required from the Contracting Officer (CO) or Designee before any work is to be initiated under this contract. Universal waste management services shall include; storage, transportation and disposal/recycling of universal waste. Sites included under this contract will be at nine VANCHCS Medical Centers and Outpatient Clinics (OPC) located in: Mather, Redding, Chico, Yuba City, Auburn, McClellan, Martinez, Mare Island, and Oakland.Background: Universal waste includes those types of hazardous wastes that are more common and pose a lower risk to people and the environment than other hazardous wastes. Federal and State regulations identify universal wastes and provide rules for handling, recycling, and disposal. The regulations, called the Universal Waste Rule, are in the California Code of Regulations, Title 22, Division 4.5, Chapter 23 (hereafter referred to as Title 22 ). All waste defined as universal waste must be collected and recycled per this regulation.Performance Period: Work is based on volume generated by the facility; volume will vary depending on the individual site and generation of universal waste. The work shall begin within 30 calendar days of award, unless otherwise specified. If any work is done at the government site, it shall not take place on Federal holidays or weekends unless directed by the Contracting Officer OR Contracting Officer s Representative (COR).5. VA observed Federal Holidays: New Years Day Martin Luther King Jr. s Holiday Presidents Day Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas DayAny day designated by the President of the United States as a Federal Holiday.When a holiday falls on a Sunday, the following Monday will be observed as a legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a legal holiday.B. CONTRACT AWARD MEETINGThe contractor shall not commence performance on the tasks in this SOW until the Contracting Officer or designee has conducted a kick off meeting at the Mather site.C. GENERAL REQUIREMENTSFor every task, the contractor shall identify in writing all necessary subtasks (if any), associated costs by task, and together with associated sub milestone dates. The contractor's subtask structure shall be reflected in the technical proposal and detailed work plan.All written deliverables shall be phrased in layperson language. Statistical and other technical terminology shall not be used without providing a glossary of terms. Where a written deliverable is required by the COR in draft form, the VA will complete their review of the draft deliverable within 10 calendar days from date of receipt. The contractor shall have 10 calendar days to deliver the final deliverable from date of receipt of the government s comments.Contractor will provide US DOT approved waste containers at to the government. Contractor will assist VANCHCS in the proper container selection, upon request from the COR. VANCHCS will strive to deliver to the Contractor universal waste in such a way that incompatibles are not stored together for disposal. However, it shall be the Contractor s responsibility to inspect the waste to ensure proper segregation.Contractor, if requested, will provide separation assistance if directed by the COR.Contractor, upon request, will provide monthly or quarterly inspections of universal waste accumulation storage lockers or rooms. Inspections will include inspection of containers and preparing a written inventory of types and amounts of universal waste at specified sites. If requested, Contractor will provide a checklist to the COR.Contractor will provide a properly completed Bill of Lading for each shipment of universal waste that is taken for shipment from any VANCHCS property. A scanned copy of the Bill of Lading will be emailed to the COR within 3 business days of the pick-up.Contractor will comply with all applicable regulations including, but not limited to; California Code of Regulations, Title 22, Division 4.5, chapter 23.US DOT transportation regulations as listed in 49 CFR, Parts 100-180. All hazardous materials (i.e. universal waste) shall be properly classified, described, packaged, marked, labeled, and in condition for shipment as required by Federal and State transportation regulations. The vehicle shall be properly licensed and placarded.Contractor upon request will provide spill clean-up, containers, and disposal in accordance with Federal, State, and Local Regulations.The contractor is responsible for performing the specific requirements under Pre-Transportation Function found in 49 CFR 171.8 as required to assure the safe transportation of a hazardous material. This includes proper shipping documents, packaging, labeling, placarding, inspection and other requirements.The primary contractor must demonstrate that the contract manager has at least 1 year of experience with universal waste management. Sub-Contractors have the same requirement. The names, telephone numbers and addresses of the contract manager and sub-contractor managers shall be provided. At least 5 verifiable references shall be provided the contractor and each sub-contractor. A resume must be provided along with copies of applicable training certificates. A summary of the contractor s and sub-contractors Notices of Violations for universal waste or hazardous waste infractions from inspection agencies for the prior 3 years shall be submitted. That summary shall include the violations and corrective actions. The use of any sub-contractors must be pre-approved by the CO and the COR. This information must be provided to the COR as part of the bid proposal, and annually thereafter in the first month of each optional year.Crew members must have at least 2 months of experience with universal waste packaging, handling and disposal. The names of the initial onsite crew members performing the site work shall be provided. Proof of current Hazardous Waste and Universal Waste Training, and a resume must be provided. This information must be provided to the COR as part of the bid proposal, and annually thereafter in the first month of each optional year.The bid proposal must include the names and addresses of all sub-contractors, including the proposed Disposal Facilities. The use of any sub-contractors must be pre-approved by the CO and the COR. Each Disposal Facility must be within 150 miles of Mather, California, unless waived by the COR. The contractor shall submit the names and Environmental Protection Agency (EPA) ID numbers to the COR of all proposed Disposal Facilities prior to using any on this contract. The COR shall be the final approval authority to use any proposed Disposal Facility. The contractor shall provide the COR all requested information deemed necessary by the COR to evaluate a Disposal Facility. At a minimum, it will include a summary of the Disposal Facility s capabilities, copies of their permits, contact information, and a summary of the Notices of Violations from inspection agencies for the prior 3 years. This information must be provided to the COR as part of the bid proposal, and annually thereafter in the first month of each optional year. All vehicles used for the transportation of hazardous waste and materials shall be permitted and licensed in accordance with all applicable Federal and State regulations. Copies will be provided to the COR after the contract is awarded and annually thereafter.The contractor shall comply with all applicable hazardous and universal waste regulations as it applies to work performed under this contract. If the contractor s, including any of its subcontractors, failure to comply with any applicable regulation results in a Notice of Violation (NOV) to VANCHCS from a Federal, State, or Local regulatory agency the contractor shall be liable for all costs associated with the NOV. This includes any fines and other penalties assessed to VANCHCS, and clean-up costs that are required to be performed. A reduction in the payment of task orders may occur to off-set these costs. If this occurs, the contractor shall provide copies of related documentation to the COR within 5 days of the demand. The contractor shall not be held liable for any violations committed solely by VANCHCS. The intent of this clause is to help ensure that universal waste is properly packaged, labeled and transported to an approved Disposal Facility in a manner that meets the requirements of all applicable regulations.D. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLESDescription of Tasks and Associated Deliverables: The contractor shall provide the specific deliverables described below within the performance period stated in Section A.4 of this SOW.Task One: Contractor will pick-up universal waste at designated points of storage throughout each VANCHCS location as specified by the COR. Waste must be packaged in Department of Transportation (DOT) approved containers. Labeling shall comply with Title 22. In addition, waste must be packaged to prevent accidental leakage or spills. Contractor will work with the COR for scheduled, or as needed, pickups. Contractor will replace the containers removed from each collection point.Estimated Annual Universal Waste From VANCHCS Sites (pounds)FacilityTotal WeightFluorescent BulbsBatteries(dry solid)Batteries(lead acid)Misc. WasteMather6,0004001,0002,2002,400Martinez3,2504004001,2501,200McClellan330501257580Mare Island1153050305Oakland (all)1153050305Chico160201002020Redding (all)17030502070Yuba City5053555Auburn5053555TOTALS10,2409701,8453,6353,790Expected Pick-Up Frequencies By Site:AddressesFacilityFrequencyMatherMonthly10535 Hospital Way, Mather, CA 95655MartinezMonthly150 Muir Road, Martinez, CAMcClellanEvery 3 Months5342 Dudley Blvd, McClellan, CA 95652Mare IslandEvery 3 Months201 Walnut Ave Vallejo, CA 94592OaklandEvery 3 Months2221 Martin Luther King Jr. Way, Oakland, CA 94612525 21st St, Oakland, CA 94612ChicoEvery 3 Months1601 Concord Ave, Chico, CA 95928ReddingEvery 3 Months351 Hartnell Ave, Redding, CA 96002760 Cypress, Ste 100, Redding, CA 96002Yuba CityEvery 6 Months425 Plumas Street, Yuba City, CA 95991AuburnEvery 6 Months11985 Heritage Oaks Place, Ste 100,Auburn, CA 95603Task Two: After pick-up, the contractor will transport universal waste to a disposal site that is licensed in accordance with the requirements of the State of California and Title 22. The pick-up and disposal will occur during the same business day. The contractor shall use only Disposal Facilities approved for this contract by the COR.Deliverable One: A detailed work plan and initial briefing. The Contractor shall provide a detailed work plan and briefing for the VA project team that presents the contractor's plan for completing the contract before work on this contract begins. The contractor's plan shall be responsive with this SOW and describe, in further detail, the approach to be used for each aspect of the contract as defined in the technical proposal. Contractor will have a method of tracking disposition of waste loads within 24 hours upon request from the COR. Contractor will provide certification of disposal for each container monthly to the COR. Contractor will provide waste spill clean-up at the storage locations, if requested by the COR, including broken fluorescent tubes.Each of the sites will be included in the deliverable. At a minimum, it shall also include type of truck, type(s) of vehicle licenses, operator training, disposal site(s), and packaging protocol.Deliverable Two: Contractor will provide the number and type of DOT approved collection containers at each site based upon instructions from the COR. Minimum inventory levels will be set by the COR for each site. Typical containers are 2-gallon and 5-gallon plastic buckets with sealable lids.Deliverable Three: Contractor will provide an annual report of Universal Waste generated at each site with the data and format specified by the COR. Reports will be provided to the COR within 15 calendar days of the end of each Federal fiscal quarter. It shall be a spreadsheet that can be easily sorted and summed by site and waste type. The report shall be approved by the COR.Deliverable Four: Contractor will provide a copy of the completed Bill of Lading for each shipment of waste leaving each VANCHCS property. Scanned copies will be emailed to the COR within 3 business days of each pick-up.Deliverable Five: Contractor will provide documentation of proper disposal of all waste leaving any VANCHCS property. Acceptable documentation is a certificate-of-destruction or a Bill of Lading signed by the disposal facility.E. EVALUATED OPTIONAL TASKS AND ASSOCIATED DELIVERABLES Contractor will not be allowed to miss scheduled pick-ups without providing notice to the COR at least 3 full business days prior to the pick-up and scheduling an alternate date that is agreed to by the COR.Contractor will not be allowed to miss required submissions of reports by more than 5 days of established deadline.If a Certificate of Disposal is provided by the disposal site, Contractor will submit it to the COR within 2 weeks of each Universal Waste pickup.SCHEDULE FOR DELIVERABLES1. Unless otherwise specified, the number of draft copies and the number of final copies shall be the same.2. If for any reason any deliverable cannot be delivered within the scheduled time frame, the contractor is required to explain why in writing to the COR, including a firm commitment of when the work shall be completed. This notice to the COR shall cite the reasons for the delay, and the impact on the overall project. The Contracting Officer or COR will then review the facts and issue a response in accordance with applicable regulations. G. CHANGES TO STATEMENT OF WORKAny changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor. H. REPORTING REQUIREMENTSThe contractor shall provide the COR progress reports identifying opportunities for improvement, if any, as they are identified by the contractor. I. TRAVELTravel may be needed for the kick-off and closing meetings, if held.J. GOVERNMENT RESPONSIBILITIES Provide wastestream types and estimated annual amounts for all waste offered for disposal. Provide Contractor with the distribution email list for disposal documents and reports. Provide Contractor with a list of site storage points.Provide Contractor with a list of Points of Contact, and possible alternates, who may sign the shipping documents at each site. Provide Contractor with a permanent contractor identification badge, if needed.Provide all waste in a condition that is ready for transportation. Provide Contractor with a schedule of dates to pick up waste at the sites.All contract personnel accessing VA information/computer system will be required to complete VA Cyber Security Awareness Training annually and sign all applicable computer user agreements prior to accessing VA systems. The COR will be responsible for ensuring and documenting that this requirement is satisfied. Contract personnel shall maintain, access, release, and otherwise manage the information contained on VA information/computer systems in accordance with all VA/VHA security policies, applicable VA confidentiality statutes (Title 38 U.S.C. Section 5701 and Title 38 U.S.C Section 7332) and the respective regulations implementing these statutes, and Federal statutes and/or regulations applicable to Federal agency records. Copies of this information discussed in the aforementioned paragraphs can be provided to the Contractor and contract personnel upon request.K. CONFIDENTIALITY AND NONDISCLOSURE It is agreed that:1. The preliminary and final deliverables and all associated working papers, and other material deemed relevant by VA which has been generated by the contractor in the performance of this contract are the exclusive property of the U.S. Government and shall be submitted to the Contracting Officer or COR at the conclusion of the contract.2. 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 contract. No information shall be released by the contractor. Any request for information relating to this task order presented to the contractor shall be submitted to the Contracting Officer for response.3. 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. L. COMPLIANCE AND BUSINESS INTEGRITY (CBI) TRAINING:a. AWARENESS TRAINING: Contractor employees shall complete initial compliance awareness training within thirty (30) days of commencing work under this contract as well as complete annual compliance awareness refresher training. At the minimum, CBI awareness training will include the following topics: 1) the revenue cycle, 2) seven elements of an effective compliance program, 3) definition of high risk areas, and 4) definition of a compliance concerns and how to address a compliance concern. This requirement can be fulfilled by completing the training module available via the following Internet site: http://www.visn21.va.gov/CBI.asp.b. REMEDIAL TRAINING: When notified, contract employees must complete remedial training and education to address any detected compliance exceptions.c. PROOF OF TRAINING: Contract employees are responsible for submitting proof of awareness and remedial training completed to the Contracting Officer s Technical Representative (COR) for this contract. The COR will retain proof of training in accordance with applicable Records Control Schedule. M. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS: Upon contract award, all key personnel shall be subject to the appropriate type of background investigation or screening per VA/VHA policy as delineated below, and must receive a favorable adjudication from the local VA facility or VA Security and Investigations Center (SIC) depending on the type of investigation/screening required. �This requirement is also applicable to all subcontract personnel. �If the investigation or screening is not completed prior to the start date of the contract, the Contractor will be responsible for the actions of those individuals they provide to perform work for VA. Contract personnel who previously received a favorable adjudication as a result of a Government background investigation or screening may be exempt from this contract requirement provided that they can provide documentation to support the previous adjudication. Proof of previous adjudication must be submitted by the Contractor to the VA Contracting Officer. Proof of previous adjudication is subject to verification. Some positions maybe subject to periodic re-investigation/screening.Position Risk/Sensitivity For all positions required under this contract, the position risk/sensitivity has been designated as: Low Risk/Non-SensitiveBackground Investigation/Screening Since it is anticipated that the Contractor or contract personnel will be providing non-health care related services at a VA facility(s) under a single contract or series of contracts and WILL NOT have access to VA information systems, the background investigation/screening commensurate with the requirements of this contract is: Background Screening Includes Fingerprinting, Verification of Identity, and Credentials/Employment History, if Necessary.Contractor ResponsibilitiesThe Contractor shall prescreen all personnel to ensure they are able to read, write, speak, and understand the English language.Within five (5) business days of contract award, the Contractor shall submit or have their contract personnel provide any information or documentation required to conduct the background screening as requested by the local VA facility or VA Contracting Officer. Once the items requested in paragraph 3. b. above are received, VA will pre-screen these items for completeness, and forward them to the appropriate party(s) in order to initiate the required background investigation(s) or screening(s) within fourteen (14) calendar days of appointment. Only after the VA Contracting Officer notifies the Contractor that the background investigation(s) or screening(s) was initiated shall the Contractor be authorized to provide services under the contract. As previously stated, if the investigation or screening is not completed prior to the start date of the contract, the Contractor will be responsible for the actions of those individuals they provide to perform work for VA.The Contractor, when notified of an unfavorable determination by the Government, shall withdraw the contract person from consideration of working under the contract. Failure to comply with these Contractor personnel security requirements may result in termination of the contract for default.Government Responsibilities The Contracting Officer s Technical Representative (COR) will be responsible for insuring the Contractor personnel security requirements described herein are fulfilled. Upon receipt, the local VA facility or VA SIC, depending on the type of investigation/screening required, will review the accuracy of the items requested in paragraph 3. b. above, and forward these items to OPM to conduct their portion of the background investigation or screening, as applicable.The requesting VA facility will pay for any portion of the investigation or screening conducted by OPM, if any. Depending on the type of investigation/screening required, the local VA facility or VA SIC will notify the VA Contracting Officer after adjudicating the results of the background investigation or screening.The COR will ensure that the required investigations or screening have been completed or are in the process of being requested. Personnel Identity Verification (PIV) of Contractor PersonnelIn accordance with FAR 52.204-9 and VA Directive 0735 Personal Identity Verification of Federal Employees and Contractors, any contract person who requires routine physical access to a Federally-controlled facility and/or routine access to a Federally-controlled information system will be required to verify their identity prior to providing services under the contract. Prior to providing services under the contract, each contract person will be asked to provide up to two (2) forms of identification from the Accepted Identification Documentation List to the appropriate VA representative in order to obtain a proper VA-issued identification card. See the Accepted Identification Documentation List provided below. The COR, or designee, will be responsible for sponsoring each contract person that requires a VA-issued identification card.PIV ID Proofing CriteriaThe following criteria must be met by all VA employees, contractors, and affiliates prior to being issued a PIV card or Temporary Identity Badge.Table of Accepted Identification (From Form I-9)Last Update: June 5, 20061. Two forms of identification are required from the list of acceptable documents. At least one ID must be a state or federal government issued picture ID. Either of the following is accepted:a. Two forms of identification from the left column (Federal or State Government issued picture ID).b. One form of identification from the left column (Federal or State Government issued picture ID) and one form from the right column (Non-Picture ID or Acceptable Picture ID not issued by Federal or State Government).2. Any form of identification used for ID proofing may not be expired.3. Hand written or photocopied documents are not accepted.4. An ID issued before a legal name change (e.g. birth certificate or driver's license) can be presented as one form of ID if a legal document (e.g. marriage certificate/license or a court order) is also presented linking the previous name to the current legal name. The linking document has to display both the former and current legal names. Both documents must be valid and not expired. For example, a married woman may use both a certified copy of her birth certificate and marriage license as one form of ID as long as the marriage license has to display both her maiden name and married name.5. The Applicant s name listed on the VA Form 0711, Request for One-VA Identification Card, must match the name on one of the IDs presented by the Applicant.
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