Hazardous and Non-Hazardous Chemical and Universal Waste Disposal Services for the Lexington VA Medical Center
STATEMENT OF WORK PART A GENERAL INFORMATION A.1 Introduction - The Department of Veterans Affairs intends to award a Firm Fixed Price Contract to a qualified firm with the capability and capacity to provide hazardous, non-hazardous chemical and universal waste disposal services; pharmaceutical formulary review; collection containers; technical consulting; electronic record keeping; emergency spill response; train-the-trainer training for pharmaceutical waste; and annual hazardous waste and DOT training. The contract will include a base year and four renewable option years. The services will be provided at the Lexington, KY VA Health Care System (Troy Bowling and Franklin R. Sousley Campuses and Community Based Outpatient Clinics) within the VISN 9 Mid-South Healthcare System, in accordance with current federal, state and local regulations. This contract will not include the disposal of radiological, infectious or bio-hazardous waste, but may include small quantities for dual waste (i.e., infectious and hazardous waste). The medical center will require the manpower to transport hazardous waste, chemical waste, pharmaceutical waste and universal waste from satellite accumulation areas to the central accumulation area on a weekly basis and inspect satellite accumulation areas on a weekly basis. A.2 Background - The Troy Bowling Campus is a small quantity hazardous waste generator and the Franklin R. Sousley Campus is a conditionally exempt hazardous waste generator. Currently the Troy Bowling Campus has eight satellite collection areas located in non-clinical areas and approximately 40 in clinical wards, where the Franklin R. Sousley Campus has approximately 20 locations in clinical wards. The numbers of satellite collection areas are expected to increase. The medical center divisions are located at the following locations: Troy Bowling Campus 1101 Veterans Drive Lexington, KY 40502 (859) 231-4511 Berea, KY CBOC 209 Pauline Drive Berea, KY 40403 859-986-1259 Hazard, KY CBOC 210 Black Gold Blvd Hazard, KY 41701 606-436-2350 Franklin R. Sousley Campus 2250 Leestown Rd Lexington, KY 40511 Morehead, KY CBOC 333 Beacon Hill Rd Morehead, KY 40351 606-784-3004 Somerset, KY CBOC 300 Medpark Drive Somerset, KY 42503 606-676-0786 A.3 Considerations - Removal of the hazardous, universal and non-hazardous chemical wastes will be normally performed during the hours of 8:00 AM and 4:30 PM, Monday tough Friday, excluding National Holidays. The Contracting Officer Representative (COR) is available during those hours for the approval of manifests and other required documentation, unless exigent circumstances require services during an unscheduled time period. After-hours access will be coordinated with the COR or the COR s designee. STATEMENT OF WORK PART B WORK REQUIREMENTS B.1 Requirements and Scope - The contractor shall provide hazardous, non-hazardous chemical and universal waste disposal services from the Lexington, KY VA Health Care System (Troy Bowling and Franklin R. Sousley Campuses, and CBOCs) within the VISN 9 Mid-South Healthcare System. The contractor shall also be required to provide annual hazardous waste and DOT training to a maximum of thirty (30) VA employees (training once per year minimum) located at each Campus. Services shall include all labor, materials, tools, equipment, analysis, travel, transportation, documentation, waste treatment, disposal and support services required to categorize, package, transport, document and dispose of hazardous and universal wastes from all Lexington VAHCS facilities. The Contractor and the Contracting Officer s Representative (COR) for the VA Health Care System will arrange for a routine (non-emergency) service for each facility based upon volume. The successful offeror must possess the necessary technical expertise and resources required by this solicitation in order to be considered for contract award. B.2 Training - This contract will include annual training for all employees who handle hazardous and/or universal waste, at least once per year, designated by the COR (Maximum of 30 employees). The hazardous waste training program will provide training to employees who generate hazardous waste in Satellite Accumulation Areas, that have hazardous waste management responsibilities at each medical center, who sign manifests or who are authorized to serve as their respective facility s hazardous waste coordinator. Training will incorporate state specific regulations and include storage, manifest completion, records management, emergency responsibilities, Land Disposal Restrictions and other pertinent topics. The training will also include DOT Hazardous Materials training that meet the requirements of 49 C.F.R.AA 172.704(a), (c) and (d). The contractor will be required to provide Resource Conservation and Recovery Act (RCRA) training per the state and federal regulations for all employees with responsibilities for management of hazardous waste at each facility, not to exceed 30 employees for each VAHCS division. The successful contractor will provide DOT training to all employees who ship, prepare or sign hazardous waste manifests or other hazardous materials shipping papers and are covered under 49 C.F.R.AA 172.704(a), (c) and (d). B.3 Meetings - Quarterly meetings shall be held with the COR to address contract performance. Should contract deficiencies arise, meetings may be held on a more frequent basis to resolve any/all issues. B.4 Recordkeeping/Reports - Contractor shall have a centralized waste tracking system. The centralized tracking system will include a centralized database for all waste characterizations and determinations, hazardous waste manifests, universal bill of lading for universal wastes, methods of final (end) disposal, final (end) disposal sites, monthly, quarterly and annual waste generation reports by facility, training records. The contractor will be responsible for providing a database that will be able to generate reports on hazardous waste activities, waste characterization profiles, annual generation by facility and other information necessary for the successful operation and management of a hazardous waste management program. The electronic database will be provided to the COR upon request in a Microsoft Excel spreadsheet, Microsoft Access database or a web-based application. B.5 Train-The-Trainer Training The Contractor will partner with the GEMS Program Manager to develop medical center specific training to nursing staff on the collection of pharmaceutical waste. This training with be conducted in a train-the trainer style by the contractor. The training will occur, as needed. Historically this training has been conducted every two years, in 2-session offered over multiple (e.g., 3 times per day) over multiple days (e.g., 3 consecutive days) covering various shifts. The training scheduled will be scheduled at a mutually agreeable time at the Troy Bowling Campus. Training will need to start at 7:30 AM and again at 5:00 PM to accommodate shift work at the medical center. B.6 Pharmaceutical Formulary Review The contractor will provide an electronic review of the medical center formulary and provide recommendations as appropriate. The completed review will identify all listed waste, characteristic waste and RCRA-equivalent waste. The review will also identify Department of Transportation packing and labeling instructions. The final review will be submitted in Microsoft Excel spreadsheet in an electronic file. B.7 Consulting Services At the medical center s request the vendor will provide technical expert consulting services on topic related to EPA RCRA, DOT and other environmental regulations. Consulting services are expected to be utilized very infrequently during the term of the contract (e.g., 5 hours per year). B.8 Twenty-four-hour Spill Response Services - Contractor shall have the capability to provide twenty-four (24) hour per day, seven (7) days per week of emergency response services for spills of hazardous materials and/or wastes, radiological wastes and universal wastes. The contractor shall respond within two (2) hours to spill incidents at each campus of the Health Care System and/or Community Outpatient Clinics (CBOC) to conduct spill mitigation activities, neutralize spilled products, and provide expert advice concerning products and their potential impacts on people and the environment. Response shall include spill clean up at each division of the medical center or CBOC, to handle and dispose of products or product residuals generated as a result of a spill and to prepare required documentation on behalf of the facility. The contractor shall also possess the capability to respond within this two (2) hour on-site framework to assess any potentially unstable/reactive hazardous substance identified, and to effect on-site remote opening and stabilization as appropriate within twenty-four (24) hours. This service will be provided on a 24-7 basis and must be provided on-site within 2 hours of after being notified by the medical centers point of contact. The contractor will be responsible for providing emergency first responder services in the event of a spill of hazardous materials/wastes, radiological wastes and universal wastes. This service must be available 24 hours per day, 7 days per week and be available with personnel on the scene within 2 hours. If Contractor fails to respond within two (2) hours, VA reserves the right to obtain the required service from another source capable of full performance of these contract requirements, and the contractor s performance evaluation may be negatively impacted. The contractor must be able to identify spilled product, conduct spill mitigation activities (e.g., containment, diversion from storm drains), neutralize spilled product, provide expert advice concerning products and their potential impacts, undertake spill cleanup activities, handle and dispose of spilled product and residuals, and prepare appropriate documentation on behalf of the facility. The contractor will provide their spill procedures for integration into facility level SPCC or contingency plans. The contractor shall provide their billing procedure that would be used for spill and emergency response activity. B.9 Supplies and Installation for Pharmaceutical Waste Containers The contractor shall have the capability to supply collection containers of various sizes, mounting hardware, foot pedal stands (Listed in Attachment 2) and the labor to install the mounting hardware. B.10 Satellite Inspections, Container Change-out and Transport of Full Container to Central Accumulation -- The contractor will follow Lexington VAHCS policy on infection control while working in the medical center. While working in satellite accumulation areas the contractor may need to work in clinical areas where wearing personal protective equipment, including but not limited to an N95 respirator and disposable coveralls is required. The Lexington VAHCS will furnish the personal protective equipment necessary for access to the clinical areas of the medical center (e.g., operating, isolation, step down and intensive care rooms). The Veterans Administration does not accept the responsibility of enrolling the contractor's employee in a respiratory protection program. Some clinical areas will be inaccessible during the periodic inspections, due to medical necessity. The contractor will provide written documentation to the COR or his designee of the satellite areas, which were not inspected on the date of inspection. STATEMENT OF WORK PART C SUPPORTING INFORMATION C.1 General Task Statement - The successful contractor will be required to provide removal of hazardous, non-hazardous chemical and universal waste from the Lexington, KY VA Medical Centers (Troy Bowling and Franklin R. Sousley Campus and CBOCs) within the VISN 9 Mid-South Healthcare System. Quantities of each item listed are estimates based on a per item amount at specified facilities. Additional chemical wastes not listed may be added to this contract by amendment by the Contracting Officer, at the discretion of the VISN if such wastes are identified during the process of this contract. Additional chemicals not listed shall not be removed from the premises without written authorization from the Contracting Officer. All hazardous and non-hazardous materials generated by Lexington VAHCS Facilities will be disposed of by the Contractor in accordance with current Federal, State and local guidelines governing regulated hazardous and non-hazardous chemical wastes. (i) Packaging of chemical wastes will be in the largest container available for that waste stream. Smaller sizes shall be used for partial loads or to meet the disposal priorities or DOT requirements. (ii) Contractor will dispose of hazardous waste in a manner that leaves no future expense potential to the VA or the federal government. Chemicals should be disposed of in the following preferred priority: (1) Recycling of chemicals to another party for future use if economically feasible and practical. (2) The treatment of the chemical waste (at a facility approved for such processing by an appropriate state or federal agency) in a manner that renders it no longer a hazardous waste as defined in the 40 CFR series. These processes include (but are not limited to): (a) Reprocessing or recovery followed by recycling/reuse. (b) Chemical neutralization or detoxification. (c) Thermal treatment (e.g. incineration, pyrolysis). (3) The long-term internment (burial) in a secure chemical landfill site approved for such by the appropriate state or federal agency. (iii) Acceptance of the hazardous property (chemical wastes) at a properly permitted treatment, storage, or disposal site does not constitute disposal and/or completion of the contract. It is the prime contractor s responsibility to obtain all necessary documentation to prove that the timely end disposal of all items has been accomplished. (iv) Out of country shipments are prohibited under this contract (unless prior approval is received in writing from the COR). C.2 Waste Characterization - The Contractor is required to perform characterization of all waste streams identified by each facility using process knowledge, identity of the chemicals, and other types of chemical analysis including but not limited to Toxicity Characteristic Leaching Procedure (TCLP). Chemical wastes shall include but not be limited to ignitables, corrosives, poisons/toxics, reactive wastes, and universal waste (i.e. batteries, fluorescent lamps, mercury thermometers and blood pressure cuffs, lead aprons). Work shall be performed in accordance with all applicable, Federal, State, Local and all governing regulations. The Contractor will obtain permission from the COR before conducting chemical analysis to be charged against the contract. C.3 Containerizing - The Contractor will be responsible to package bulk wastes into the largest container feasible. The Contractor will be responsible for properly containerizing all lab-packs and for assuming all safety measures to prevent harm or injury to VA patients, visitors, employees, contractor employees (example: PPE) and the environment (example: storm drain covers). The COR, Safety Officer/Specialists, Industrial Hygienists, GEMS Program Managers, VA Police, Engineering Service Chief have the authority under this contract to present a verbal stop work order pertaining to job activity they reasonably believe represents an imminent hazard to life, property or the environment. This verbal order shall be followed up by a written stop work order issued by the Contracting Officer as soon as feasible after the imminently hazardous situation has been stabilized or abated. C.4 Accidental Release - Should hazardous, non-hazardous chemical or universal waste be released during the performance of services under this contract, tough no fault of the VA facilities, the Contractor will be responsible for all costs associated with the satisfactory remediation of the incident. This will include the cost of all labor and materials as well as any actual damages incurred to the facility and harm caused to patients, visitors and staff of the medical center. The remediation efforts shall be performed to the satisfaction of the jurisdictional regulatory authorities and the Lexington VAHCS GEMS Program Manager. C.5 Contractor Furnished Materials and Equipment - The Contractor will furnish all containers, computers, printers, internet access and packing material for lab packs. The contractor may, on occasion, be requested to furnish other waste storage containers (e.g., for bulk wastes). Contractor shall provide a list of containers and pricing with their proposal. Should the government require this service, contractor shall invoice the container in accordance with list submitted with their pricing proposal. C.6 - Location of Pick Up Points - The Contractor shall be responsible for the pick up of hazardous and non-hazardous chemical wastes from a multiple storage locations toughout the Lexington VAHCS. The location points may be identified at the time of notification of need for removal service. Access to the waste storage area and pick up locations is to be coordinated with Contracting Officer Representative or designated representative at each facility. (See Attachment 1-Pick up Locations). C.7 - Building Occupancy - The VA will maintain full occupancy of the site for the duration of the services required under this contract unless an exigent emergency situation requires localized evacuation (e.g., discovery of potentially unstable wastes). The Contractor shall not interfere or hinder the daily operations of the VA while performing services during other than exigent circumstances. C.8 Documentation - C.8.1 Compliance - The Contractor is required to comply with all Federal, State and local regulations, policies and procedures regarding tracking, record keeping, manifesting and documentation of all hazardous, universal and non-hazardous chemical waste and radiological wastes. The contractor will be required to comply with all changes to such Federal, State and local regulations and procedures which occur during the term of this contract. The Contractor will provide to the Government any additional certifications that may be required because of changes in such laws. C.8.2 Removal - The Contractor will provide all manifests and documentation that apply to the removal and disposal of hazardous, non-hazardous chemical and universal waste activities conducted by its workforces and/or its subcontractors. The Contractor will furnish a properly executed and legible copy of the appropriate manifests required to document the safe shipment and proper disposal of hazardous, universal and non-hazardous chemical waste generated by the Government under the terms of this contract. C.8.3 Transportation - Prior to the removal and transport of hazardous, non-hazardous chemical and universal waste generated by the VA, the Contractor will obtain approval and signature for each manifest from the VA Facility s Contracting Officer Representative or his/her designee verifying that the Contractor has accepted the waste from the VA and that the waste was properly shipped for treatment or disposal. Manifests not signed by the Contracting Officer Representative or his/her designee will not be deemed valid. The Generator Copy, Generator State Copy and Destination State Copy of the executed manifest (signed manifest will be provided to the facility within 30 days) will be provided to the VA Facility COR or the Safety Office and to Acquisition/Logistics when hazardous universal waste is disposed of as applicable and before the removal of any waste from facility. C.8.4 Time Limits - In addition to providing the manifests, the Contractor will provide a properly executed and signed disposal certificate for each manifest to the VA Contracting Officer Representative within thirty (90) calendar days of removal of waste from this facility. The disposal certificate will clearly indicate that all waste has been properly disposed of and will specify the site and date of disposal or incineration (90-day requirement). Exceptions to this must be approved by the COR and/or Lexington VAHCS representative. C.8.5 Electronic Data - All manifests, waste determinations, waste generation data, shipping information and other data required for the proper execution of this contract will be maintained by the contractor in an electronic database. This system should enable tracking of generator status, generate monthly, quarterly or annual reports, and enable tracking of compliance dates. The electronic database will be provided to the COR upon request in a Microsoft Excel spreadsheet or Microsoft Access database or at the end of the contract, whichever comes first. C.9 Capability Requirements/Delivery and Performance Schedules - C.9.1 Training and Experience - Contractor representatives who perform services under this contract must be competent, experienced and qualified to perform such services listed herein. All work performed will be first class in accordance with established good waste management practices. The Contractor shall submit proof of appropriate training and experience for vendor personnel performing services. C.9.2 Delivery Schedule - It is the intent of this contract to have a regular pick-up on either a quarterly or twice per year pick up schedule depending on the need. The responsible Contracting Officer Representative or his/her designee shall notify the Contractor of the necessity for the pick up for unusual circumstances outside of the normal schedule. The Contractor must coordinate all pickups with the facility COR. The Contractor will be required to pick up waste within seven (7) calendar days of telephonic notification by government representatives. C.9.3 Government Estimates - The Government requires services on a recurring basis. There shall be no penalty or additional costs incurred should a medical center require more or less than the estimated pickups or disposal volume outlined in the schedule of costs. C.10 Safety Requirements - In the performance of this contract, the Contractor shall take such safety precautions as the Contracting Officer or his/her designee may determine to be reasonably necessary to protect the lives and health of VA patients, visitors, staff and the general public. The Contracting Officer or his/her designee will notify the Contractor of any noncompliance with the foregoing provisions as well as the recommended corrective action. The Contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. Such notice, when served in person on the Contractor or his/her representative at the site of work, or telephonically to Contractor s designated representative, shall be deemed sufficient for the purpose of the previously mentioned. If the Contractor fails or refuses to comply promptly to satisfactorily abate the hazardous condition or situation, the Contracting Officer may issue an order stopping all or any part of the work and hold the Contractor in material breech of this contract. C.11 Chemo and Antineoplastic Pharmaceutical Waste The Lexington, KY VAHCS collects RCRA Pharmaceutical Waste in the Chemotherapy Preparation Room. Per VA internal policy once full these containers are NOT to be opened on the VAHCS property. These containers do not contain infectious waste. Disposal of these containers will include the proper disposal of the container and its contents (chemotherapeutic agents and antineoplastic agents). C.12 Protection of Veterans Identity It is likely that pill bottles and medicine containers may contain Veterans personally identifiable information (e.g., Name and Address). For that reason, no pharmaceutical waste containers will be opened. If the need arises for the pharmaceutical waste containers to be opened the COR or designee will be present of oversight purposes. C.13 Waste without Line Item Pricing The contractor will use the line item pricing agreed to within the contract. In the event no line item pricing is available within the contract, fair market pricing will be provided for disposal, recycling or fuel blending for all chemical, hazardous chemical and universal waste. STATEMENT OF WORK PART D SUBMITTALS D.1 Introduction - The Contractor will, without additional cost to the Government, provide and maintain all licenses and permits for operational personnel, trailers, containers, vehicles and other resources required for proper removal of hazardous and non-hazardous chemical waste in accordance with all applicable Federal, State, Municipal, and local regulations (e.g. OSHA, EPA, DEP, 49 CFR DOT). If appropriate licenses are not maintained in accordance with Federal and State requirements, the VA may terminate the contract effective upon discovery. The VA reserves the right to halt work if the Contracting Officer and or COR determine work is being done in an unsafe/unhealthy manner or that could harm the environment. VA will not incur additional costs if work is halted for good cause. D.2 Required Submittals - The following shall be provided to the Contracting Officer with bid proposal submission for evaluation purposes and annually within thirty (30) days of the renewal date of this contract with any changes to original submission clearly identified and highlighted: (a) Current waste transporter permit(s) (b) List of all transfer stations, treatment, storage and disposal facilities (TSDFs) including incineration, wastewater and sludge treatment facilities that shall be utilized during this contract to include the capacity of these facilities and the waste codes for the waste streams they are permitted to accept by treatment technology. Address, phone number and other contact information shall be provided. The VA reserves the right to inspect each of these facilities before approving its use or at any time during or after contract period while VA wastes are present. (c) Copy of Operator permit(s) (d) Certificates of training and experience of staff and/or personnel who will perform site work under this contract (all technicians that will work on VA premises will be expected to have received at least the minimum training required by law as specified in 29CFR 1910-120, 40 CFR Parts 260-265 and 49 CFR Parts 171-178. (f) Provide the contractor s experience in hazardous waste packaging, transport, and disposal. (g) Provide a copy of US EPA identification number(s) certificate for each business entity operated by the contractor that will provide service regarding any aspect of VA waste disposal program (i.e. storage, transfer, incinerator sites). (h) Provided a copy of certificate of registration with the State EPA as a hazardous waste hauler for each business entity operated by the contractor that will provide hazardous waste transportation services for any aspect of VA waste disposal program. (i) Provide written acknowledgement of responsibility for acquisition of all applicable business licenses and permits required by law. Contractor shall certify that it acknowledges and is in possession of all required business licenses and permits. (j) Provide a list of any violations and/or citations that the contractor has received for non-compliance with any hazardous waste laws, permit requirements, and/or OSHA requirements for the past tee years from the date of submission. Contractor shall include information on all related business entities including associated firms that are owned by the contractor or owned by a common parent company that will be involved in any portion of the processing of VA waste disposal program. If no discharge or violations have occurred, contractor must provide a statement that certifies no discharges or violations have occurred. (k) Provide a plan describing Standard Operating Procedures (SOPs) that will be followed while conducting normal hazardous waste management activities. The contractor shall describe: 1. Site safety and contingency procedures (e.g. spill management). 2. Operational procedures and site management structure. 3. Supplies and equipment practices. 4. Material sampling procedures. 5. Hazard assessment and categorization procedures. 6. Packing procedures. 7. Quality assurance and quality control procedures to ensure materials are properly identified, categorized, and packaged, and paperwork is properly completed. 8. Procedures for gaining waste acceptance into a transfer/ disposal facility. 9. Contractor and project management procedures. (l) Provide the following information regarding the hazardous waste fleet owned and operated by the contractor: 1. Basic description of transportation services offered and capabilities. 2. Fleet description of number, types, and ages of vehicles. 3. Description of service and maintenance programs. 4. Types of materials licensed to haul. 5. Latest DOT or MCS rating (include a copy of the last inspection). 6. The DOT/CHP compliance record. 7. Description of driver qualifications including training programs, and experience. 8. Provide evidence that background checks have been performed on all employees that will perform any duties under this contract. (m) Provide the following information on the contractor's emergency response (ER) capabilities (or any changes to original submission): 1. Contractor's ER policies. 2. ER capabilities and experience and limitations. 3. Type of ER equipment maintained (specify if owned or subcontracted and from whom). 4. Personnel availability, training and experience. 5. Contractor's emergency response procedure shall describe: a. How to request an emergency response. b. How the contractor notifies personnel and initiates response action. c. Incident command procedures followed by the contractor. d. ER work practices. e. ER protection of health and safety practices. f. ER invoicing policy. (n). Provide a detailed SITE SPECIFIC safety plan that will be used to ensure that workers and nearby population will be adequately protected during packaging and removal operations. (o) Provide information identifying any proposed subcontractors and identifying services to be performed by the subcontractors. Contractor must submit evidence that subcontractor is qualified and legally able to provide services. (ALL subcontractors must be approved by the Lexington VAHCS GEMS Program Manager prior to performing any duties under this contract). (p) Provide a list of names, titles, addresses, telephone numbers (including cellular), pager/beeper numbers, facsimile numbers and e-mail addresses of key managers, supervisors, customer service and field service personnel performing under this contract. (q) Provide written Standard Operating Procedures (SOPs) for the collection, handling, accumulation, sampling, lab testing, characterization, packing and shipping of hazardous, universal and non-hazardous wastes. (r) Provide a single point of contact with a backup. (s) Costs for all Supplies and Services (see Attachment 1 - Schedule of Supplies/Services and Prices/Costs) LIST OF LOCATIONS The medical center divisions are located at the following locations: Troy Bowling Campus Franklin R. Sousley Campus 1101 Veterans Drive 2250 Leestown Rd Lexington, KY 40502 Lexington, KY 40511 Site Plans with the location of all central accumulation, satellite accumulation will be provided at contract award. Satellite accumulation areas are located toughout the medical center s clinical wards. The Community Based Outpatients Clinics are located at the following locations: Berea, KY CBOC 209 Pauline Drive Berea, KY 40403 859-986-1259 Hazard, KY CBOC 210 Black Gold Blvd Hazard, KY 41701 606-436-2350 Morehead, KY CBOC 333 Beacon Hill Rd Morehead, KY 40351 606-784-3004 Somerset, KY CBOC 163 Tower Circle Somerset, KY 42503 606-676-0786 ATTACHMENT 1- See the attached Price-Cost Schedule spreadsheet.
36C24919Q0386 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 9
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