Regulated/Medical Waste Removal Base + 4OY
Page 2 of 16 This is a Sources Sought Synopsis; THERE IS NO SOLICITATION AVAILABLE. Requests for solicitation will not receive a response. Under FAR 52.219-14, Limitations on Subcontracting, at least 50% of the cost of contract performance incurred shall be expended for the prime contractor employees of the concern or other businesses within the same socioeconomic category for service-type procurements. The Great Lakes Acquisition Center (GLAC) in Milwaukee, WI is conducting market research with the intent of determining the interest, capabilities, and qualifications of potential businesses for the removal of regulated medical waste at the Jesse Brown VA Medical Center and CBOCs in Chicago, Illinois. This Sources Sought Synopsis is provided for market research purposes. This market research will be used to determine if a set-aside for any small business program is appropriate. Proposed project anticipates competitive, firm fixed price contract. Please review this announcement, including all attachments, in their entirety. Request that interested offerors complete and return a Capabilities Statement as described below. Capabilities Statement will be used to identify firms who possess both the capability and experience to provide regulated medical waste at the Jesse Brown VA Medical Center and CBOCs. The Government is in no way obligated to do business with or to enter into any form of contract with any person, firm or other entity that receives or responds to this announcement. The contractor shall provide all personnel, equipment, tools, labor, vehicles, materials, supervision, transportation and services necessary to effectively, economically, and satisfactorily perform all operations for the Fire Alarm System Maintenance and Repair in accordance with the DRAFT Statement of Work included in this posting. In addition to the information requested in the paragraph below, entitled "Capabilities Statement", responding parties must also indicate their size in relation to the applicable North American Industry Classification System (NAICS). The NAICS Code is 562211 with a Size Standard of $38,500,000.00 in revenue. CAPABILITIES STATEMENT Interested parties shall submit a Capabilities Statement, BRIEF and CONCISE, that clearly demonstrates ability to meet the stated requirements. The Capabilities Statement should present evidence that the interested party feels is relevant. All interested firms responding to this Sources Sought Notice are required to provide a capability statement which needs to include: - Company Name - Point of Contact Name, Phone Number and Email - Business Status (i.e., 8(a), HUBZone, Woman-owned, SDVOSB, Large, etc.) - Dunn & Bradstreet Number - Commercial and Government Entity (CAGE) Code - Indication of Current Systems for Awards Management (SAM) Registration (i.e., SAM and Online Representations and Certifications (ORCA) registration, etc.) - Capabilities statement (i.e., similar government and commercial contracts for Collection, Transportation, and Disposal of Hazardous Waste, pertinent information, organizational structure, etc.) The period of performance shall be for one (1) Base Year of approximately 12 months and four (4) 12-month option years. Prior Government contract work is not required for submitting a response under this sources sought synopsis. Interested Firm's shall respond to this Sources Sought Synopsis no later than 4:30 p.m. CST on January 11, 2019. All interested firms must be registered in System for Award Management (SAM) at the time of award to be eligible for award of Government contracts. Email your response to erika.cannaday@va.gov . POINT OF CONTACT: Erika A. Cannaday, erika.cannaday@va.gov. Submit Capabilities Statements by 4:30 p.m. Central Standard Time on January 11, 2019. Contracting Office Address: Great Lakes Acquisition Center (GLAC) Erika A. Cannaday 115 S 84th Street Milwaukee, WI 53214 Places of Performance: SITE 1 and (1A): Jesse Brown VAMC, (Taylor Street Dock) located at 820 South Damen Avenue, Chicago, Illinois SITE 1B: Jesse Brown VAMC, (Polk Street Dock) located at 820 South Damen Avenue, Chicago, Illinois SITE 2: Lakeside CBOC located at 211 E. Ontario Street, 12th Floor, Chicago, Illinois SITE 3: Adam Benjamin Jr. Outpatient Clinic, 9301 Madison Street, Crown Point, Indiana SITE 4: Auburn Gresham Clinic, 7731 S. Halsted, Chicago IL Primary Point of Contact: Erika A. Cannaday Contract Specialist erika.cannaday@va.gov Page 1 of Page 16 of 16 Page 1 of SECTION B.2 PERFORMANCE WORK STATEMENT DESCRIPTION OF SERVICES/OVERVIEW The purpose of this solicitation is for the Contractor to provide medical and general waste removal as well as recycling services at the specified locations. All services shall be performed by qualified Contractors who are licensed and authorized to perform the work defined herein. All services shall be completed in a timely manner and in accordance with the state, local, federal, and VA- standards as listed in the Statement of Work. In order to be given full consideration for award, the Contractor shall provide the additional information requested in 52.212-2, Evaluation Commercial Items and must be licensed to perform services required at this location. It shall be the Contractor s responsibility to ensure that all equipment/supplies and/or materials required during the performance of the work will comply with all Conformance Standards in the industry. All self contained roll off compactors shall be designed for dock usage or as further defined herein. Any mechanical or electrical modifications to accommodate the compactors in the designated dock areas will be at the cost of the Contractor and not the VA. The contactor also has the responsibility for maintaining/repairing the equipment/materials, compactors operation or supplies required at no cost to the VA. The compactor must be designed to meet or exceed all safety standards to include key type lock/start control; emergency stop and safety retract controls. Unit must be designed to prevent leakage, spillage, odors and pest control concerns. The Contractor shall install, maintain and monitor an automated notification fullness system (i.e., fax) that will maximize usage and notify Contractor when compactor is ready for replacement. Setting will be at the agreement of the Contractor and COR to maximize usage of the units. The Contractor shall submit with his/her signed Proposal a detailed description of the type of compactor recommended for use under this Contract. LOCATION OF FACILITIES: Waste specifications for removal of Regulated Medical Waste (RMW) (to include San-i-Pak treated waste), Pathological, Chemotherapeutic, general refuse/rubbish, sharps; and mixed grades of paper, loose and baled cardboard for recycling shall be at the following locations under any resulting contract: SITE 1 and (1A): Jesse Brown VAMC, (Taylor Street Dock) located at 820 South Damen Avenue, Chicago, Illinois SITE 1B: Jesse Brown VAMC, (Polk Street Dock) located at 820 South Damen Avenue, Chicago, Illinois SITE 2: Lakeside CBOC located at 211 E. Ontario Street, 12th Floor, Chicago, Illinois SITE 3: Adam Benjamin Jr. Outpatient Clinic, 9301 Madison Street, Crown Point, Indiana SITE 4: Auburn Gresham Clinic, 7731 S. Halsted, Chicago IL TASK 1: REGULATED MEDICAL WASTE (RMW)/GENERAL RUBBISH & TRASH Provide all labor, transportation, containers and liners, equipment and supervision to remove and dispose of Regulated Medical Waste (RMS), Pathological Waste and Chemotherapeutic Waste at the Jesse Brown VAMC (Site 1A & 1B), Lakeside Outpatient Clinic (Site 2), VA Adam Benjamin Jr. Outpatient Clinic in Crown Pt. Indiana (Site 3), Auburn Gresham Clinic in Chicago IL (Site 4) for the base period beginning on or about April 1, 2019 tough March 31, 2020, with option to renew for an additional four years, in accordance with the specifications, terms and conditions of this solicitation. Special Notes: The Jesse Brown VAMC will require incineration for all pathological and Chemotherapeutic Waste disposals under this Contract. Regulated Medical Waste at Site 1 ONLY (Jesse Brown VAMC) will have been autoclave processed tough the San-I-Pak 341L Treatment System by the facility and compacted with other general rubbish/trash. This processed waste will exclude pathological, chemotherapeutic and radio-nuclear waste. The facility will also require storage of an additional container at Contractor location for swapping out during pickups. TASK 2: GENERAL RUBBISH & TRASH Provide all labor, transportation, containers, equipment and supervision to remove and dispose of general rubbish/trash at the Jesse Brown VAMC Polk Street Entrance (Site 1B), the VA Adam Benjamin Jr. Outpatient Clinic in Crown Pt. Indiana (Site 3) and Auburn Gresham Outpatient Clinic (Site 4), for base period beginning on or about April 1, 2019 tough March 31, 2020, plus an option to renew for an additional four years, in accordance with the specifications, terms and conditions of this solicitation. TASK 3: RECYCLING - MIXED GRADE PAPER LOOSE and BALED CARDBOARD Provide all labor, transportation, containers and liners equipment and supervision to remove and recycle mixed paper and loose cardboard at the Jesse Brown VAMC (Site 1), and the VA Adam Benjamin Jr. Outpatient Clinic in Crown Pt. Indiana (Site 3) for the base period April 1, 2019 tough March 31, 2020, option to renew for an additional four years, in accordance with the specifications, terms and conditions of this solicitation. Special Note: Contractor shall be responsible to remove and properly dispose of all Mixed Grade Paper and loose cardboard under this Contract. The successful Contractor shall also remove baled cardboard (which will be tied and separated by the facility), from the Jesse Brown VAMC (Site 1A) only. Contractor will furnish bailing wire to facility as needed. The successful Contractor will be advised where the above will be placed during the pre-work orientation meeting. Notwithstanding, in accordance with 52.212-4 (c) the VAMC reserves the right to remove baled cardboard for recycling purposes at a later date if in the best interest of the government. The above will be issued in the form of a Modification to the contract. TASK 4: RE-USABLE SHARPS CONTAINER PROGRAM Provide all labor, transportation, containers, equipment and supervision to furnish, install and replace Re-Usable Sharps Containers for the Jesse Brown VAMC (Site 1), Lakeside CBOC (Site 2), Adam Benjamin VA Clinic (Site 3), and the Auburn Gresham Clinic (Site 4) as further defined in the SOW/Specifications. The successful Contractor shall be required to conduct an onsite assessment with the COR to determine sizes, placement and location for reusable containers for each location. Services shall be provided for the base period beginning on or about April 1, 2019 tough March 31, 2020, plus an option to renew for an additional four years, in accordance with the specifications, terms and conditions of this solicitation. VETS 100: - SPECIAL NOTE ALL CONTRACTORS MUST REGISTER AS INDICATED BELOW: Notice: Clause FAR 52.222-37 Employment Reports on Disabled Veterans and Veterans of the Vietnam Era is incorporated by reference in this contract. This clause requires the Contractor to file a VETS-100 report for the preceding fiscal year under Title 38 Section 4212(d). You are strongly urged to complete this report as soon as possible. Upon completion the successful Contractor MUST provide a notification and proof of registration to the CO at erika.cannaday@va.gov. Failure to provide a copy of the Contractor s Registration could result in a delay in payment. This can be done online at: https://vets100.vets.dol.gov/ SUPPLIES OR SERVICES AND PRICES/COSTS JESSE BROWN VAMC TASK 1: REGULATED MEDICAL WASTE (RMW) SPECIFICATIONS Provide all labor, transportation, containers and liners, equipment and supervision to remove and dispose of Regulated Medical Waste (RMW), Pathological Waste and Chemotherapeutic Waste at the Jesse Brown VAMC (Site 1A & 1B), Lakeside Outpatient Clinic (Site 2), Adam Benjamin Jr. Outpatient Clinic in Crown Pt. Indiana (Site 3), Auburn Gresham Clinic in Chicago IL (Site 4) for the base period beginning on or about April 1, 2019 tough March 31, 2020, with option to renew for an additional four years, in accordance with the specifications, terms and conditions of this solicitation. The Jesse Brown VAMC (Site 1B) will require pick up and replacement of containers a minimum of (3) times per week, specifically; Mondays, Wednesdays and Fridays or a schedule approved by the COR. Delivery and pick up must be made at a time agreed upon by the COR. Scheduled arrangements shall be made in the best interest of the VA to insure ample dock space is available. Drop trailer storage is not acceptable. Estimate 4,393 pounds of Pathological & Chemotherapeutic waste annually. The Lakeside CBOC (Site 2) will require pick-up on a monthly basis or a schedule approved by the COR. Delivery and pick up must be made at a time agreed upon by the COR. Scheduled arrangements shall be made in the best interest of the VA to insure ample dock space is available. Drop trailer storage is not acceptable. Estimate 1 pounds of RMW annually. The Adam Benjamin Jr. VA Outpatient Clinic (Site 3) will require delivery and pick up be made every other Wednesday, during normal business hours unless otherwise approved by the COR. Estimate 4,546 pounds RMW annually. The Auburn Gresham Clinic (Site 4) will require delivery and pick-up upon request. Estimate 0 pounds RMW annually. The Contractor is required to meet all federal, state, county and city laws, rules and regulations governing the handling, transporting, processing, treating and/or incineration and disposal of all Regulated Medical Waste, Pathological and Chemotherapeutic Waste. JBVAMC requires that all Pathological and Chemotherapeutic waste be incinerated. Contractor shall submit two (2) copies of the company s licenses/permits, and proof of insurance with his/her proposal as further defined in Section 52.212-1, Evaluation Commercial Item. By accepting award of this contract, the Contractor shall allow Jesse Brown VA Medical Center officials to conduct unannounced reviews of the Contractor s facilities to insure the waste is being handled and disposed of in accordance to all applicable laws, rules and regulations. The Contractor is also required to provide in a timely manner all manifests and other tracking reports which are required by the applicable state EPA. Manifests shall be submitted within the time periods allowed by law. Contractor must be an established business in operation and licensed for a minimum of 3 (tee) years and able to provide references from other health care facilities. These references shall also be submitted as required with this signed proposal. The Contractor shall provide leak and puncture proof reusable containers with lids. Cardboard and fiberboard is not acceptable. Red Biohazard Waste liners shall also be provided by the Contractor for the containers provided on each delivery. For the purpose of providing an example Rubbermaid or similar type of material would be considered acceptable. The containers must have a handle style design so it can be easily and safely transported. The size of the container must be in the range of 36 to 50 gallons and must be pre approved by the COR prior to awarding of the contract. The Contractor must insure that containers being delivered to the sites are sanitized and disinfected. The successful Contractor shall provide at no cost to the VA an annual waste stream survey of all sites to include a formal written report after completion. Report shall be submitted in a format provided by the COR. Contractor understands that they shall also be required to provide subsequent briefing and in-service training for JBVAMC and Outpatient Clinic Staff as deemed necessary by the COR. This training shall be conducted at no cost to the VA. Dates and times of training will be mutually agreed upon between the Contractor and the COR. The Contractor shall provide training for all sites as deemed necessary to include initial training for Environmental Management Service personnel on any new procedures relative to the handling/processing of RMW, general and recycling opportunities. This shall be scheduled (if necessary) by the COR after awarding of the contract. Cost for these services shall be provided at no additional cost to the VA. The Contractor shall also provide a monthly tracking reporting system that shall allow for the JBVAMC to track RMW from the point of generation as a means to identify waste poundage. Monthly reports shall also be provided by the Contractor to display the amount of RMW poundage received from each facility. The successful Contractor shall be responsible to submit to the COR via e-mail at antoinette.byrd@va.gov and to the Administering Contract Officer at erika.cannaday@va.gov a sample of the suggested reports required for the approval of the COR. This sample shall be submitted within ten (10) calendar days of receipt of the Notice of Award. Inside pick up and delivery by the Contractor is required for each site. Full containers shall be removed from the designated storage area within each site and empty containers, which have been sanitized and disinfected, placed within the designated empty container storage area at each site. Note: Scheduled pick up and delivery schedules are subject to change upon agreement by the COR and the Contractor. Scheduled alterations shall only be made if in the best interest of the site indicated. Consideration shall also be given to future changes in the decrease or increase of RMW accumulation. TASK 2. GENERAL REFUSE/RUBBISH SPECIFICATIONS: Provide all labor, transportation, containers and equipment to remove and dispose of general Rubbish/trash at the Jesse Brown VAMC (Sites 1A and 1B), Adam Benjamin Jr. Outpatient Clinic (Site 3), and Auburn Gresham Outpatient Clinic (Site 4) for the base period April 1, 2019 tough March 31, 2020, plus an option to renew for an additional four years, in accordance with the specifications, terms and conditions of this solicitation. NOTE: Compactor must have an alert system (fax, automated or other VA accepted technology) to maximize fullness of unit and insure maximum efficiency. The Jesse Brown VAMC (Site 1A) will require pick up and replacement of San-i-Pak container a minimum of (2) times per week, specifically Mondays and Thursdays or a schedule approved by the COR. Delivery and pick up must be made at a time agreed upon by the COR. Scheduled arrangements shall be made in the best interest of the VA to insure ample dock space is available. The Contractor will provide storage of an additional San-i-Pak container at Contractor location for swapping out during pickups. Estimate 105,435 pounds of compacted general rubbish (which will include autoclave processed waste) annually. The Contractor shall insure that debris under the container is swept clean and removed after each removal. Estimate two pulls per week, 104 pulls per year. The Contractor shall provide Jesse Brown VAMC (Site 1A) with one thirty (30) cubic yard self contained roll off compactor designed for dock usage. The Contractor shall insure that debris under the container is swept clean and removed after each removal. Estimate 36 pulls per year. The Contractor shall provide Jesse Brown VAMC (Site 1B) with one thirty (30) cubic yard self contained roll off compactor designed for dock usage. The Contractor shall insure that debris under the container is swept clean and removed after each removal. Estimate 84 pulls per year. The Contractor shall provide Adam Benjamin Jr. VA Outpatient Clinic (Site 3) with one (1) eight (8) cubic yard container to be placed in the designated dock. The container must have hinged lids, which will allow access to the container from each end to insure maximum usage. The Contractor shall insure that debris under the container is swept clean and removed after each removal. Estimate tee (3) pulls per week, 156 pulls per year. The Contractor shall provide the Auburn Gresham Outpatient Clinic Building (Site 4) with one six (6) cubic yard container to be placed in the designated area. The container shall be properly unloaded into the structure to insure the door can be properly secured. The compactor must have hinged lids, which shall insure that debris under the container is swept clean and removed after each removal. Estimate two (2) pulls per week, 104 pulls per year. NOTE: Compactor provided at Jesse Brown VAMC must have an alert system (fax, automated or other VA accepted technology) to maximize fullness of unit and insure replacements are made to avoid disruption to service any mechanical or electrical modifications to accommodate the compactors in the designated dock areas shall be at the cost of the Contractor and not the JBVAMC. The Contractor also has the responsibility for maintaining/repairing the compactors operation at no cost to the JBVAMC unless due to abuse or vandalism by VA personnel. The compactor must be designed to meet or exceed all safety standards to include key type lock/start control; emergency stop and safety retract controls. Unit must be designed to prevent leakage, spillage, odors and pest control concerns. The Contractor shall install, maintain and monitor an automated fullness notification system (i.e., fax) that will maximize usage and notify Contractor when compactor is ready for replacement. The fullness setting will be at the agreement of the Contractor and COR to maximize usage of the units. If the Contractor does not maintain all the equipment furnished herein and adhere to all applicable industry standards regarding the upkeep and maintenance of the units, the Contractor may be held in default of the Contract and shall take immediate action to correct any deficiencies noted. TASK 3. RECYCLABLE MATERIALS SPECIFICATIONS: Provide all labor, transportation, containers and equipment for recycling of all mixed grade paper/ loose cardboard and baled cardboard at Jesse Brown VAMC (Site 1) and Adam Benjamin Jr. VA Outpatient Clinic (Site 3), for the base period April 1, 2019 tough March 31, 2020, plus an option to renew for an additional four years, in accordance with the specifications, terms and conditions of this solicitation. The Contractor is responsible for the removal and transporting of recyclable mixed grade paper and loose cardboard for processing from Jesse Brown VAMC (Site 1A) pick up each Monday, Tuesday, Wednesday, Thursday and Friday. Estimate 260 pulls per year. The Contractor is responsible for the removal and transporting of recyclable mixed grade paper and loose cardboard for processing from Adam Benjamin Jr. VA Outpatient Clinic (Site 3) Twice per week. Estimate 104 pulls per year. The Contractor is responsible for the removal of baled cardboard (which will be tied and separated by the facility), from the Jesse Brown VAMC (Site 1A) only. Contractor will furnish bailing wire to facility as needed. Bale removal Monday, Wednesday and Friday. Estimate 156 pulls per year. The Contractor/awardee agrees that the collected recyclable paper may contain information which is subject to and protected by Title 5, U.S. Code, Section 552a, commonly known as the Privacy Act of 1974 and other confidentiality statues to which the Department of Veterans Affairs is subject, including Title 38, U.S. Code, Section 3301 and Tide 38, U.S. Code, Section 4132. The Contractor by accepting award of this contract acknowledges that it is fully bound by these statues in its handling of paper and agrees that it will institute appropriate procedures to safeguard recyclable paper obtained from all sites. TASK 4. RE-USABLE SHARPS CONTAINER PROGRAM SPECIFICATIONS: Provide all labor, transportation, containers, equipment and supervision to furnish, install and replace Re-Usable Sharps Containers for the Jesse Brown VAMC (Site 1), Lakeside CBOC (Site 2), Adam Benjamin VA Clinic (Site 3), and the Auburn Gresham Clinic (Site 4) as further defined in the SOW/Specifications. Services shall be provided for the base period beginning on or about April 1, 2019 tough March 31, 2020, plus an option to renew for an additional four years, in accordance with the specifications, terms and conditions of this solicitation. Contractor shall furnish direct drop reusable sharps containers, compliant with all standards and regulations which shall be picked up weekly, contents mechanically emptied and then cleaned and processed for reuse. During the course of the contract, quantities, installation, and locations of reusable sharps containers may be increased or decreased to cover fluctuations, relocations, or other changes and is the responsibility of the Contractor. The Contractor shall coordinate container installation and scheduling pickups with the COR. The Contractor shall perform in a timely manner all actions required to prepare, establish and deliver to the Jesse Brown VA Hospital, Adam Benjamin VA Clinic, Auburn Gresham VA Clinic and Lakeside VA Clinic an onsite assessment to determine sizes, placement, and location for reusable containers. Contractor shall furnish direct drop reusable sharps containers compliant with ISHA Blood borne Pathogen Std (29CFR 1910.130) to the Jesse Brown VA Hospital campus, the Adam Benjamin VA Clinic, Auburn Gresham VA Clinic and the VA Lakeside Clinic. The Contractor s reusable container sizes must be able to match up with the disposable containers currently being utilized. The sizes are: 2-gallon, 3-gallon, 4-gallon, 8-gallon, and 17-gallon. Containers shall be collected in house by Contractor s trained technicians utilizing a full-service sharps management/collection program. Containers are to be picked up weekly, containers mechanically emptied and then cleaned, sanitized and processed for reuse. Contractor shall furnish all labor, equipment, and provide installation of reusable container housing in all areas designated by the COR for the life of the contract. Contractor shall abide by all pertinent federal and state regulations with regard to the transportation and destruction of classified medical documentation. Untreated medical waste cannot be disposed of into any landfill. Untreated PIMW is banned from landfills in Illinois. Once PIMW has been properly treated to eliminate its infectious potential, it is no longer PIMW (except in the case of sharps) and may be disposed of into any landfill permitted by the Illinois EPA to accept municipal waste. For sharps, the infectious nature must be eliminated and the sharps must be rendered unrecognizable. Contractor shall provide suitable documentation substantiating collection and destruction of sharps to the VA COR. The Contractor is required to change out the reusable sharps containers at least once a week from Jesse Brown VA Hospital campus. High volume areas may require an additional day of service to be determined by the COR. The additional day of service must be covered in the monthly flat rate fee quoted by Contractor. Service must be conducted during regular business hours: 7:00 am 4:30 pm, Monday tu Friday. Contract personnel must check in at the EMS office weekly and wear appropriate vendor identification badges provided by Jesse Brown VA Hospital, Adam Benjamin VA Clinic, Auburn Gresham VA Clinic and Lakeside VA Clinic. Jesse Brown VA Hospital, Adam Benjamin VA Clinic, Auburn Gresham VA Clinic and Lakeside VA Clinic will provide designated parking for the Contractor as needed. Contract employees shall be required to complete VHA privacy training annually. In accordance with: a. American Health Information Management Association (AHIMA); b. Centers for Medicare and Medicaid Services (CMS); c. VHA Directive and Handbook 1030.1, July 2006 (Compliance and Business Integrity Program and its updates or replacement directives; d. HHS OIG Compliance Program Guidance for Hospitals as published at 70 FR 4858 (January 31, 2005) the Contractor is required to provide to the Medical Center a copy of their internal Compliance Program, Training and Monitoring Plans. This is also to include documentation of training and monitoring procedures. Contractor must own at least 3 processing facilities to reprocess the reusable sharps containers. This is to ensure uninterrupted service to Jesse Brown VA Hospital, Adam Benjamin VA Clinic, Auburn Gresham VA Clinic and Lakeside VA Clinic in the event one or two of the other facilities are down and not able to process the reusable sharps containers. SPECIAL CONTRACT REQUIREMENTS 1. RESOURCES: A. The services specified in the Sections entitled Schedule of Supplies/Services, Description/ Specifications/Statement of Work, and Special Contract Requirements may be changed by written modification to this contract. The modification will be prepared by the VA Contracting Officer. B. The services to be performed by the Contractor shall be under the direction of the VA s Environmental Care Supervisor, Environmental Management Services. After award, any incidents of Contractor noncompliance as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer. 2. HHS/OIG: To ensure that the individuals providing services under the contract have not engaged in fraud or abuse regarding Sections 1128 and 1128A of the Social Security Act regarding federal health care programs, the Contractor is required to check the Health and Human Services - Office of Inspector General (HHS/OIG), List of Excluded Individuals/Entities on the OIG Website (www.hhs.gov/oig) for each person providing services under this contract. Further the Contractor is required to certify in its proposal that all persons listed in the Contractor s proposal have been compared against the OIG list and are NOT listed. During the performance of this contract the Contractor is prohibited from using any individual or business listed on the List of Excluded Individuals/Entities. The Contractor shall be responsible to ensure Contractor employees providing work on this contract are full trained, appropriately licensed and completely competent to perform the required work. 3. 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 . If it applies to any waste which the Contractor is to properly dispose of under this Contract, then Contractor agrees that all documents shall be destroyed within 24 hours of receipt and meet HIPAA acceptable destruction methods. Current acceptable methods include: Burning, sedding, pulping and pulverizing. 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).A 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).A In accordance with HIPAA, the Contractor shall be required to enter into a Business Associate Agreement (BAA) with VA. 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. Contractor and its employees agree that any hazardous waste receptacles picked up for destruction will be transported, but will not be opened or accessed in any manner. Any material containing Protected Health Information (PHI) will be fully destroyed by incineration to ensure that the information is not readable or re-constructible. 4. PERSONNEL POLICY: The Contractor shall assume full responsibility for protection of the personnel furnishing services under this contract. To carry out this responsibility, the Contractor shall provide the following for these personnel: Workers compensation General liability insurance in a minimum amount of $500,000.00. Income tax withholding, and Social security payments. The parties agree that the Contractor, its employees, agents and Subcontractors shall not be considered VA employees for any purpose. 5. PROTECTION OF GOVERNMENT PROPERTY During work execution, the Contractor shall take special care to protect Government property including interior and exterior buildings, furniture, walls, baseboards, and other surfaces. 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 shall be repaired and or replaced to the satisfaction of the VA at the Contractor s expense. 6. PRE-AWARD SURVEY: Prior to the beginning of the performance of this contract, the VA may conduct a pre-award survey to assess the Contractor on the following conditions: Overall safety and sanitation of processing facility Evidence of applicable licenses Accuracy and method of weight measurement of waste collected Manifest tracking techniques and storage Ability to provide continuous, uninterrupted service Failure of adequate performance of any of the above pre-award aspects may be taken into consideration during the Technical Evaluation process in determining the offeror s ability to successfully perform the services. 7. CONFORMANCE STANDARDS: Contractor shall perform all services in accordance with the latest published edition of the applicable EPA, NFPA-96, UL, OSHA, VA, JCAHO, all applicable standards of the industry, state, local, federal and all applicable regulations for the work identified herein. 8. MATERIAL SAFETY DATA SHEETS: Prior to commencement of services the Contractor shall provide the material Safety Data Sheets in accordance with VA and OSHA regulations that may apply to the types of services being performed under this contract. 9. Normal operating hours of the facilities vary from location to location. COR shall provide this information to the successful Contractor during the pre-work orientation. FEDERAL HOLIDAYS OBSERVED BY THE VAMC ARE: New Years' Day Labor Day Martin Luther King Day Columbus Day Presidents' Day Veterans' Day Memorial Day Thanksgiving Day Independence Day Cistmas Day 10. REPORTING REQUIREMENTS: The Contractor s main Contact on-site shall be the COR Ms. Antoinette Byrd who can be reached at 312-569-7147. Contractor shall provide the COR with anticipated schedules for each location during the pre-work orientation. In addition, it is understood that the Contractor shall provide a signed manifest as required by the State of IL and the EPA standards. When the services are completed, the Contractor shall provide a signed manifest and/any other pertinent information required by the State of IL and/or the EPA to the COR in accordance with the Conformance Standards. VA Contact Person(s): CONTRACTING OFFICER: Donald St. Onge, Contracting Officer (224) 610-3680, donald.st.onge@va.gov COR: Antoinette Byrd, (312) 569-7147 antoinette.byrd@va.gov Administrative Officer, EMS Contractor Main Contact and Authorized Representative ____________________________________________ Telephone: __________________________________ E-mail: ________________________________________ 11. PAYMENT: Invoices will be paid in arrears on a monthly basis. Invoices, MUST INCLUDE, at a minimum, the following information: Contract no., Purchase Order No., location of the services performed by facility name, Itemized list plus individual cost as agreed upon in the pricing section, total weight and/or # of pulls etc. Invoices that do not contain the information requested will be returned to the Contractor for resubmission. If an invoice needs to be resubmitted, the Contractor will date the new invoice the day the invoice is resubmitted for payment. 12. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS: The Contractor's personnel shall wear visible identification at all times while on the premises of the VAMC. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The VAMC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the VAMC. 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. 13. INSURANCE/ EVIDENCE OF COVERAGE: Unless otherwise required, the Successful Contractor shall furnish to the Contracting Officer, a certificate of insurance indicating the coverage outlined and containing an endorsement to the effect that cancellation of, or any material change in the policies which adversely affect the interests of the Government in such insurance shall not be effective unless a 30-day advance written notice of cancellation or change is furnished the Contracting Officer. Contractor insurance must include all applicable insurance coverage in accordance with Industry Standards, State, local and Federal laws. Failure of the Contractor to maintain the required insurance toughout the duration of the contract may be subject to default action. Any costs associated with the above, shall be borne by the Contractor. In accordance with FAR Clause 52.228-5, the following minimum coverage shall apply to this contract: Workers compensation and employer s liability: Contractors are required to comply with applicable Federal and State Worker s compensation and occupational disease statues. If occupational diseases are not compensable under statutes, they shall be covered under the employer s liability section of the insurance policy, except when contract operations are so commingled with a Contractor s commercial operations that it would not be practical to require this coverage. Employer s liability coverage of at least $100,000 is required, except in States with exclusive and monopolistic funds that do not permit worker s compensation to be written by private carriers. General Liability: $500,000 per occurrence. Automobile Liability: $25,000 per person; $500,000 per occurrence and a minimum of $100,000 property damage. 14. KEY PERSONNEL AND TEMPORARY EMERGENCY SUBSTITUTIONS (AS APPLICABLE) The Contractor shall assign to this contract the following key personnel: Recycling Services Disposer 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. 15. AUTHORITY OF OPERATORS: The Contractor s operators shall bear at all times the Contractor s signed authority designating them as authorized to perform work at the facilities defined herein. Only designated operators shall do work under this contract. All drivers of vehicles used in the performance of this contract must be authorized drivers of such type vehicles and shall carry upon their person the necessary operator and/or chauffeur s license as may be required by the State of Illinois and Indiana. While driving on the medical center grounds, the drivers of vehicles shall fully comply with such speed and safety regulations pertaining to the operation of motor vehicles on federal property. 16. SPILL REPORTING REQUIREMENTS: The Contractor is responsible for reporting to the Contracting Officer all spills, regardless of quantity, and all personnel exposures. Such reports shall first be reported by telephone immediately to the COR or if after hours to the Jesse Brown VAMC, Police Department following the incident and shall be followed up in writing no later than seven (7) days after the initial report. When reporting a spill, the following information shall be furnished: (1) Quantity spilled; (2) Exact location of spill; (3) Containment procedures initiated; (4) Clean-up and disposal procedures. 17. PERMITS AND RESPONSIBILITIES: The Contractor shall, without additional expense to the Government, be responsible for obtaining any necessary licenses and permits, and for complying with any applicable Federal, State, and Municipal laws, codes, and regulations in connection with the prosecution of the work. This includes acquiring any installation listed in this contract. He shall be similarly responsible for all damages to persons or property. He shall take proper safety and health precautions to protect the work, the workers, the public and the property of others. He shall also be responsible for all materials delivered and work per-formed until completion and acceptance of the entire work. 18. OTHER REPORTS: In addition to other reports required the Contractor shall also provide the following: A manifest shall be completed by the Contractor and furnished to the COR. All waste picked up shall be listed. The Contractor shall prepare a Certificate of Incineration. This certificate is to be submitted with, or prior to, the invoices. Any differences between the manifest and what was incinerated must be thoroughly described and documented. Attachments to the Certificate of Incineration can be used, if necessary. If any spills occurred during contract performance these should be briefly summarized. Include: quantity spilled, personal injury involved, assistance required, and a narrative summarizing all on-scene visits made by local, state or federal officials. 19. SAFETY REQUIREMENTS: Contractor personnel and equipment shall comply with all applicable state, federal and local regulations. The Contractor agrees that his personnel and equipment are subject to safety inspections by Government personnel while on Federal property. The Contractor shall ensure that all personnel involved in the handling, repackaging, and transportation of the items listed herein shall be trained in the areas of spills, and general first aid procedures. 20. USE OF SUBCONTRACTORS: The Contractor shall not employ the services of any subcontractor, including transporters and Treatment, Storage, and Disposal Facilities (TSDF), without prior approval of the Contracting Officer. The Contractor shall provide the Contracting Officer with the name and address of any subcontractor and the terms and conditions of the subcontract with this signed proposal. Contractor confirms that he/she is a SDVOSB and is registered in VetBiz and meets all requirements set forth by the SBA. The Government reserves the right to prohibit the Contractor from employing the services of a subcontractor that does not possess the ability to satisfactorily perform in accordance with the provisions of this solicitation. The use of a subcontractor or subcontractors, does not relieve the Contractor of any requirement set forth in this solicitation. The Contractor is responsible for insuring that any and all subcontractor(s) perform in accordance with the terms and conditions of this solicitation. 21. PRE-WORK ORIENTATION: Contractor shall attend a pre-work orientation meeting prior to the commencement of work on-site. The VA will schedule this meeting and it will include discussion of the following topics (VA will provide information to the Contractor regarding these topics and will document the meeting): Fire and Safety Infection Control Disaster Procedures Cyber Security Other AS DEEMED NECESSARY FOR PROJECT The Contractor shall be responsible to ensure that their employees coming to the work-site will receive the information required above. The Contractor shall be responsible to ensure their employees providing work on this contract are fully trained and completely competent to perform the required work. 22. REQUIRED REGISTRATION WITH CONTRACTOR PERFORMANCE SYSTEM (CPS) As prescribed in Federal Acquisition Regulation (FAR) Part 42.15, the Department of Veterans Affairs (VA) evaluates Contractor past performance on all contracts that exceed $100,000, and shares those evaluations with other Federal Government contract specialists and procurement officials. The FAR requires that the Contractor be provided an opportunity to comment on past performance evaluations prior to each report closing. To fulfill this requirement VA uses online database, the Contract Performance System (CPS), which is maintained by the National Institutes of Health (NIH). The CPS database information is shared with the Past Performance Information Retrieval System (PPIRS) database, which is available to all federal agencies. Each Contractor whose contract award is estimated to exceed $100,000 is required to register with the NIH CPS database at the following web address: https://cpscontractor.nih.gov. Help in registering can be obtained by contacting CPS Support E-mail (cps-support-l@list.nih.gov) or by calling (301) 451-2771. Registration should occur no later than thirty days after contract award, and must be kept current should there be any change to the Contractor s registered representative. For contracts with a period of one year or less, the contracting officer will perform a single evaluation when the contract is complete. For contracts exceeding one year, the contracting officer will evaluate the Contractor s performance annually. Interim reports will be filed each year until the last year of the contract, when the final report will be completed. The report shall be assigned in the CPS to the Contractor s designated representative for comment. The Contractor representative shall have thirty days to submit any comments and re-assign the report to the VA contracting officer. Failure to have a current registration with the NIH CPS database, or to re-assign the report to the VA contracting officer within those thirty days, will result in the Government s evaluation being place on file in the database with a statement that the Contractor failed to respond.
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