Inactive Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside (FAR 19.14)

STATEMENT OF WORK/SPECIFICATIONS FOR HAZARDOUS MATERIAL REMOVAL SERVICES 1.         DESCRIPTION OF SERVICES. The Contractor shall provide all management, tools, supplies, equipment, labor an... STATEMENT OF WORK/SPECIFICATIONS FOR HAZARDOUS MATERIAL REMOVAL SERVICES 1.         DESCRIPTION OF SERVICES. The Contractor shall provide all management, tools, supplies, equipment, labor and applicable licenses and permits necessary to ensure that hazardous material (HazMat) and hazardous waste (HazWaste) removal and disposal services are performed at the West Campus of the CAPT James A. Lovell Federal Health Care Center (FHCC) (i.e., FHCC tenant locations and property that is not located on Naval Station Great Lakes land). HazMat/Waste removal will be performed in such a manner as to be least disruptive to medical center operations. Contractor must obtain FHCC and Environmental Protection Agency (EPA) approval of disposal facility. Copies of these authorizations shall be submitted with the signed quote. The Contractors shall always conduct themselves in a professional manner while in hospital buildings and while on hospital grounds. HazMat/Waste removal involves the collection, packaging, labeling, inventory, manifesting, labor, transportation, and proper disposal of HazMat/Waste. It must take into account the special treatment of HazWaste, as well as the environmental implications related to the management of this waste. Upon notification by the Contracting Officer (CO) through the issuance of an award letter, the Contractor shall perform HazMat/Waste removal in areas covered under this contract in coordination and upon the notification of the Contracting Officer s Representative (COR). Contractor shall be responsible for all fees associated with the services to be performed. HAZMAT/WASTE REMOVAL: The Contractor shall perform removal of HazMat/Waste as identified in the Supplies or Services and Prices/Costs Section of the specifications. The Contractor shall remove HazMat/Waste within forty-eight (48) hours after notice to proceed unless otherwise approved by the COR. Contractor s responsibilities shall include, but not be limited to, the collection, packaging, labeling, inventory, manifesting, labor, transportation, and proper disposal of all HazMat/Waste. B.       DEFINITION OF HAZARDOUS WASTE. Categories of HazMat/Waste(s) are identified in compliance with 40 CFR Part 261. C.       RECONSTITUTION. All identified HazMat/Waste shall be completely removed. Any spills occurring during the removal process by the Contractor shall be contained and complete clean up shall be the responsibility of the Contractor. DISPOSAL AND TEMPORARY ACCUMULATION POINTS: The Contractor shall use approved hauling routes as defined by the COR to prevent interference with facility operations. Temporary accumulation points are located throughout the facility which will be identified by the COR. In order to prevent problems with traffic, noise, or other problems having the potential to adversely affect health, safety, or the environment, the government reserves the right to regulate routes, intervals, delivery points, and times for collection. E.        HAULING. All HazMat/Waste hauled by the Contractor shall be contained or enclosed to prevent leaking or spilling. F.        TRANSPORTATION ROUTES. The Contractor shall ensure all spillage or leaks are promptly cleaned-up from any transportation route if such spillage or leaks are from hauling equipment and vehicles. G.       DISPOSAL. All HazMat/Waste collected by the Contractor shall be disposed of in accordance with federal, state and local laws and regulations and in accordance with the Conformance Standards. All disposal and/or destruction is to occur off the facility. The Contractor shall provide the COR with a copy of such documentation necessary to verify the proper disposal of all materials.  RECYCLING. Recycling is encouraged for both waste reduction and cost reduction purposes. I.       EMERGENCY SERVICES: Upon notification of an emergency, the contract manager shall respond by telephone within one (1) hour to speak with the COR to initiate emergency services. Upon receiving direction by the COR, Contractor personnel shall begin emergency work within twenty-four hours. The COR will notify the Contractor as soon as an emergency requirement is known. Total emergency services are not expected to exceed 8 calls per year. 2.       LICENSES/PERMITS/INSURANCE: The Contractor shall be properly licensed by Federal, State and local authorities, to provide pickup, removal and disposal of Haz/Waste. The Contractor shall provide copies of all licenses and permits indicated in this Statement of Work (SOW) with their offer at the time of the offer due date, and in accordance with 52.212-2, Evaluation Commercial Items. The Contractor will provide the name, address, contact name, and phone number(s) of all disposal facilities to be used under this contract, with their offer at the time of offer due date. The contractor shall provide proof (copy of certificate) of US EPA identification number(s) for each business entity operated by the contractor that will provide service regarding any aspect of this contract. A.       REFERENCES: As indicated in Section 52.212-2, Evaluation Commercial Items, the Contractor shall provide with the initial offer a minimum of three (3) references of either current or past commercial customers as well as all state, local and federal agency customers from the last three years. A reference will consist of facility name, address, contact name, and phone number. B.       INSURANCE REQUIREMENTS: Insurance coverage as required by all applicable law is a condition of this procurement. The Contractor must provide, at the time of initial offer, copies of all pertinent insurance certificates necessary to provide this service as required by federal, state and local agencies - as evidence of full compliance. All insurance coverage must be current and in force at the time of initial offer or with any updates to be promptly forwarded to the CO. 3.    PROCEDURES FOR PROVIDING SERVICE: The Contractor shall make at least a quarterly pickup (i.e., every 90 days or less) of specified HazMat/Waste and be available on an on-call basis for inventory of the same. Emergency pickup may also be made on an on-call basis and must be within 24 hours of notification by the COR. A.       HazMat spill service (non-emergency) is to be provided on an as needed basis within 48 hours of notification by the COR. B.       Emergency spills will be handled at the discretion of the COR by any source deemed necessary to ensure the safety of the facility and personnel. C.       The COR will contact representatives of the Contractor and request qualified personnel to perform an inventory of chemicals to be removed. The inventory shall include the names, quantities and types of containers of various forms of hazardous waste(s). 1.        The COR will assess priorities and make direct arrangement with the vendor for pickup scheduling. 2.        The Contractor shall report to the COR and be assigned to the respective FHCC representatives who will ensure that Contractor gets from site to site, and the COR will communicate as necessary with hospital staff to provide access to secured areas for the Contractor. 3.        The Contractor will provide the COR with a list of items to be removed from the facility before removing these items as defined in the specifications. 4.      PACKAGING, MATERIALS AND LABELING: The Contractor shall supply all packaging materials. Containers shall be leak proof, puncture proof, stackable and transportable, damage free and in good working order at all times. Containers/packages must be uniform in size. All container lid-securing devices must be identical. The Contractor shall supply all labels and placards necessary to satisfy federal, state and local laws for package content identification and transportation over public thoroughfares and transfer to any company involved in the destruction, recovery, or burial of HazWaste. Said labels and placards shall be of size, shape, color and format required by regulatory bodies and affixed by the Contractor in accordance with requirements and current industry practice. 5.        CONTRACTOR COMPETENT STAFF:  The Contractor shall have one knowledgeable and competent representative and alternate, with whom the respective FHCC staff will communicate with regarding all aspects of the contract to include but not be limited to: packaging and labeling, analysis, manifest completion and packaging lists, and shipment scheduling. If the Contractors representative changes, the CO and COR must be notified immediately 6.       LISTING AND MANIFESTING: The Contractor shall visit the facility and list all materials being packaged in a "lab pack" form, and all materials packaged by the respective FHCC in drums or containers; or transferred from the FHCC storage container(s) to the Contractor s container(s). This shall constitute a packing list. A manifest shall be created by the Contractor on Contractor-provided forms and manifests and shall be in compliance in format and information with all federal, state and local laws. Copies of the manifests will be provided as further detailed in Paragraph 11, J within the acceptable time frames required by the industry and Conformance Standards but no later than five (5) calendar days after completion of the work. 7.     WASTE DISPOSAL PICKUP LOCATION: The Contractor shall pick-up HazMat/Waste from each "satellite site" or central location designated by the COR, and shall be responsible for providing whatever transport equipment, supplies, and labor necessary to move said wastes to the Contractor s vehicle(s). The Contractor shall also transport all necessary supplies, containers, and packaging materials to each "satellite site" or central location designated by the COR. 8.   METHODOLOGY FOR DESTRUCTION, RECOVERY OR BURIAL: The methods for destruction, recovery, or burial shall become the choice of the Contractor provided the methods are in compliance with all federal, state, municipal and local laws and are in accordance with all Conformance Standards. The preferred methods of the FHCC are destruction or recycling when applicable and there isn t an inordinate threat to human or environment health. 9.     SERVICE DELIVERY SUMMARY. Performance Objective SOW Para Performance Threshold HazWaste Removal, Transporting, Disposing & Reconstitution. HazWaste is removed timely and surrounding areas are clean and neat in appearance. Approved hauling routes are used. Haul routes are free of debris. Certifications of destruction/disposal are delivered to the COR within 45 days of the pick-up date. Emergency services are completed as specified. 1 Customer complaints shall not exceed two (2) per quarter. 10.    GOVERNMENT FURNISHED PROPERTY AND SERVICES. The Government will supply satellite pick-up points for collection and requested Environmental Compliance Guidance. 11.   GENERAL INFORMATION QUALITY CONTROL. Because of the nature of the work, the Contractor must ensure quality control is performed. As a minimum, the Contractor shall develop a Quality Assurance Surveillance Plan (QASP), which addresses the areas identified in the Service Delivery Summary. The COR must have a specific quality control point of contact to notify in case of customer complaints. As indicated in Section 52.212-2, Evaluation Commercial Items, the Contractor shall submit the QASP with the response to this request for quotation. B.         QUALITY ASSURANCE. The Government will periodically evaluate the Contractor s performance in accordance with the Quality Assurance Surveillance Plan. C.         GOVERNMENT REMEDIES. The Contracting Officer shall follow FAR 52.212.4, Contract Terms and Conditions-Commercial Items, for Contractor s failure to perform satisfactory services or failure to correct non-conforming services. D.         HOURS OF OPERATION. The Contractor shall perform all waste removal operations between the hours of 8:00AM and 4:30PM except for emergency situations as designated by the government. Federal Holidays are excluded as noted in Paragraph 14. E. SECURITY REQUIREMENTS. The Contractor and the VA agree that the Contractor will have access to sensitive areas of the medical center and will be removing potentially lethal substances, which if they ended up in the wrong hands could become terrorist weapons. The Contractor agrees to safeguard these wastes so they are not used against the U.S. Government. The Contractor additionally agrees that if they fail to demonstrate this continued trust that they may be subject to a background investigation based on standards found in VA Directive 0710. F. PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE FACILITY: The Contractor shall coordinate specialized emergency pick-ups through the COR during emergencies in accordance to federal, state and local authorities. G. RESPONSIBILITY FOR ACCIDENTAL SPILL OF HAZMAT/WASTE: The Contractor shall be completely responsible for any and all spills of waste or materials that occur during inventory, packaging, or transportation to any site for destruction, recovery, or burial.             The Contractor is responsible for any damage or loss suffered by the government or injury suffered by any government employee because of any spills of HazMat/Waste caused by the vendor. H.        HAZMAT/WASTE EXCEPTIONS: The VA COR shall not request the removal of radioactive material in conjunction with this contract. I.         CONTRACTING OFFICER S REPRESENTATIVE (COR): FHCC Contact Person(s): To be provided upon award.              CONTRACTOR SHALL BE REQUIRED TO CONTACT THE COR TO COORDINATE SERVICE PICK-UPS.       Contractor shall provide telephone number(s) to call for your company department to notify for pickups:____________________________________________________________________ Provide name(s) of authorized contact person(s): ____________________________________ J.          REPORTING DOCUMENTS: The Contractor will be responsible for generating all reports and documentation in conjunction with the amount, transport, disposal, or destruction of all HazMat/Waste material under this contract. This shall include submission copies of the manifests of disposal/destruction to all federal, state and local agencies. Reporting documentation shall also include: 1.        Pick-up certification: The Contractor shall, prior to departing the FHCC, certify the numbers of containers picked up during each visit. A signature shall be obtained from the COR or authorized designee for proof of pickup. Failure to obtain signature could result in a delay in payment. A copy of the above documentation shall be provided to the COR prior to departing from the site. The above certification can be included as part of the Transportation Manifest. 2.        Transportation Manifests: Contractor shall provide copies of manifests covering transport of the waste from its pickup at the FHCC to its final destruction. Manifests shall show pick-up time and date, arrival time and date at the disposal site, weights and other certifications as required by the EPA and the State of Illinois. At least one copy of the manifest shall be provided to the COR. Manifests will be provided within the acceptable time frames required by the industry and Conformance Standards but no later than five (5) calendar days after completion of the work. 3. Certificates of Destruction: Original certifications of proper disposal/destruction certifying the proper disposal of waste shall be provided to the COR or his/her designee within seven (7) working days upon completion of each service performed or as agreed upon with the COR. 12. DEFINITIONS/ACRONYMS: CO - Contracting Officer COR - Contracting Officer's Representative Contractor and/or Supplier/Installer - Company performing work under this contract. DVA - Department of Veterans Affairs FHCC CAPT James A. Lovell, Federal Health Care Center (FHCC) VHA - Department of Veterans Affairs Hospital (VHA) UL -Underwriters Laboratories OSHA Occupational, Safety and Health Administration (OSHA) EPA- Environmental Protection Agency (EPA) JCAHO - Joint Commission On Accreditation Of Healthcare Organizations 13.  CONFORMANCE STANDARDS: Contract service shall ensure that the services are performed or equipment functions in conformance with the latest published edition of JCAHO, OSHA, DVA, EPA etc. and all state, local, federal, and industry standards. Contract shall also include those standards listed in Paragraph 6. 14. HOURS OF COVERAGE: Hours of coverage are as indicated within each location s description of services. Normal days of coverage are Monday through Friday, excluding holidays. All service for each location will be performed during the hours stated within the description of services, unless other hours are requested or approved by the COR or their designee. Federal Holidays observed by the Lovell, Federal Health Care Center:                                             New Years' Day                      Labor Day Martin Luther King Day         Columbus Day Presidents' Day                        Veterans' Day Memorial Day                        Thanksgiving Day Independence Day                 Christmas Day 15.      COMPETENCY OF PERSONNEL PEFORMING SERVICES. A.       Each respondent must have an established business, with an office and full time staff. The staff must include at least a "fully qualified" employee and a "fully qualified" alternate who will serve as the backup. B.      "Fully Qualified" is based upon training and on experience in the field. For training, the employee(s) must have successfully completed a formalized training program for the services identified in the description of services. For field experience, they must have a minimum of two years of experience of scheduled and unscheduled HazMat/Waste removal and disposal services. C. The employees shall be authorized by the Contractor to perform the HazMat/Waste removal and disposal services. The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved individuals for each type of HazMat/Waste required to be removed and disposed of. The CO may authenticate the training requirements and request training certificates or credentials from the Contractor at any time for any personnel who are servicing any FHCC property. The CO and/or COR specifically reserve the right to reject any of the Contractor's personnel and refuse them permission to work on the FHCC facility. D.       If Subcontractor(s) are used, they must be approved by the CO; the Contractor shall submit any proposed change in Subcontractor(s) to the CO for approval/disapproval. 16.   ORIENTATION FOR CONTRACTOR EMPLOYEES The Contractor will attend an orientation meeting as arranged by the COR. The COR will schedule this meeting with the Contractor to talk about issues including, but not limited to: Spill Prevention, Control, and Counter countermeasures FHCC Green Environmental Management System (GEMS) Programming Emergency Management Planning The Contractor will be responsible for ensuring that Contractor employees coming to the work site receive the information required above. C.  The Contractor will be responsible to ensure Contractor employees providing work on this contract are fully trained and completely competent to perform the required work. 17.  IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS: The Contractor's employees shall always wear visible identification while on the premises of the FHCC. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking will be made available by the COR. The FHCC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any building at the FHCC. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of FHCC regulations may result in a citation answerable to the United States (Federal) District Court; not a local district, state, or municipal court.Â