10-SHE130282 General Requirements.pdf

SHE130282

Bio-Hazardous Medical Sharps and Animal Carcass Waste

GENERAL REQUIREMENTS

1.0 SCOPE:

Salt Lake County Contracts and Procurement, on behalf of Salt Lake County Sheriff’s Office, Animal Services, and Health Department, invites your company to bid on providing collection and disposal of medical bio-hazard waste, sharps waste, and animal carcasses by incineration in accordance with OSHA incineration regulations.

Contractor shall have all necessary licenses and registrations for doing business in the State of Utah, Salt Lake County, and any applicable local government(s) where the vendor’s facilities are located. Contractor must comply with all Federal, State, local laws, and environmental best practices for the disposal of biohazard waste. Contractor shall provide a Certificate of Disposal, from a qualified Disposal site, for each pick-up.

Regularly scheduled pick-ups for each location shall occur based on the attached schedule (see the Pricing Schedule found in the Supporting Documentation area of Bonfire).

All animal carcasses including on-site medical wastes and sharps must be disposed of by means of incineration through an OSHA approved incineration facility. Barrels may exceed 75 (seventy-five) pounds. Fees for overweight containers are not allowable.

Sheriff’s Office:

The Adult Detention Center (ADC) Metro Jail and the Oxbow Jail have on-site infirmaries with medical staff to provide medical care in the housing unit pods. The medical care provided to the Jail’s prisoners regularly results in medical bio-hazard waste. This includes sharps (including disposable razors), catheters, gauze contaminated with blood and/or other bodily fluids, etc., and occasionally, pathological waste. Both jail locations have a secure “biohazard” room in the warehouse where the biohazard containers and their contents are stored between pick-ups. For both Jail locations, County requires the biohazard waste to be picked up, hauled away, and properly disposed.

The regularly scheduled pick-ups for each Jail location shall occur once every two weeks, at pre-arranged date(s) and time(s). The Jail also requires the biohazard Contractor to provide containers (44-gallon), bags (sized to fit the 44-gallon container), ties, and labels.

The 44-gallon containers must be numbered for documentation and tracking purposes.

At each visit, the Contractor must pick up the full 44-gallon containers from each Jail’s warehouse and leave sufficient clean, empty 44-gallon containers for the Jail to use until the next pick-up.

The Jail’s warehouse staff require advanced knowledge when the pick-ups will occur to ensure the containers are ready for pick-up when the contractor arrives. Contractor shall dispose of the contents through means of incineration.

Health Department:

The Salt Lake County Health Department has six public health clinics, one employee clinic, one employee Healthy Lifestyle Program and five public use sharps kiosks that require biohazard waste pick up. The medical care routinely provided at these clinics and programs results in biohazard waste including sharps, culture plates, gloves, stained paper products and other wastes generated in a public health clinic. Each clinic securely stores its own biohazard waste, and the Healthy Lifestyle Program stores its waste in a secure location at the Government Center. Public use sharps kiosks may have overflow sharps both around the outside of the locked kiosk and inside the kiosk surrounding the sharps container. These will also need to be picked up by the Contractor when servicing the kiosk and must be included as part of their bid.

The Health Department will also require the Contractor to provide containers (44-gallon), bags (sized to fit the 44-gallon container), ties, and labels. The 44-gallon containers must be numbered for documentation and tracking purposes. At each visit, the Contractor will pick up the full 44-gallon containers from each Health Department site and leave a sufficient number of clean, empty 44-gallon containers and liners for the Health Department to use until the next pickup. The Health Department staff requires advanced knowledge of pick-ups so containers can be ready for pick-up when Contractor arrives.

Animal Services:

It is a necessary function to have dead animals and veterinary medical waste removed from Animal Services premises in an orderly, timely, and environmentally safe manner.

Scope includes the collection and disposal of animal carcasses, wastes, and sharps (including discarded tissue and blood) by incineration in accordance with OSHA incineration regulations.

Contractor shall remove all animal carcasses, medical waste, and sharps from the collection freezer, and all full containers at each scheduled pick-up. As part of each pick-up, Contractor shall provide an appropriate amount of (44-gallon) bags (sized to fit the 44-gallon container, containers, liners, and ties for the animal carcasses, as needed.

Replacement containers must be clean and sanitized and have a lid which seals the container.

Contractor shall be solely responsible to load the full barrels from the freezer to the Contractor's vehicle and unload replacement containers and lids in the garage. All animal carcasses including on-site medical wastes and sharps must be disposed of by means of incineration through an OSHA approved incineration facility. Weight per barrel may exceed 75 pounds.

Contractor shall be prepared to provide on-call pick-up services within twenty-four (24) hours of request, in case of emergency.

2.0 CONTENTS:

If any provision or specification in this “Request for Bids and Resulting Contract” (RFC) is ambiguous or is disputed by a bidder, the bidder must notify the County Contracts and Procurement Division prior to the opening of the bids. No dispute or protest concerning the ambiguity of these specifications or provisions of this RFC shall be accepted following opening of the bids.

3.0 QUESTIONS:

Questions shall be submitted through Bonfire – Utah Public Procurement Portal.

Questions are due prior to the question date and time specified and must be submitted via the UPP Portal (Bonfire). Questions/comments received by any other method relating to this solicitation will not be considered. If a question/answer changes the RFC document, the change will be released in an addendum. Do NOT contact the Agency, Division, Department, or other County officers or employees.

4.0 CONTRACT TERM:

The contract resulting from this solicitation will become effective on the date of execution with a six (6) year term. The County reserves the right to review the contract on a regular basis regarding performance and cost analysis and may negotiate price and service elements during the term of the contract.

5.0 PRE-BID CONFERENCE:

A virtual pre-bid meeting will be held on May 19th at 1:00pm. To request a seat at this conference, please send an invitation request via email to Serena Briggs at serbriggs@saltlakecounty.gov. Attendance is not mandatory, but it shall be the sole responsibility of the bidder to attend this conference. Bidders not attending do so at their own risk. Questions submitted prior to the conference, along with any other additional information pertaining to the clarification of specifications, will be discussed in detail at this conference. Bidders shall thoroughly familiarize themselves with this solicitation document including specifications prior to attending the conference. Verbal statements or mailto:serbriggs@saltlakecounty.gov information given during the pre-bid conference are not binding on the bidder or the County unless released in a bid amendment.

6.0 ANNUAL PURCHASES:

No minimum or maximum quantity or purchases under this contract can be specified. For information purposes only and not as a guarantee of usage by the County, the County anticipates an estimated annual cost of $10,000.00.

7.0 PICK-UP SCHEDULE:

Regularly scheduled pick-ups for each location shall occur based on the attached schedule (see the Pick-up Schedule found in the Supporting Documentation area of Bonfire). The County requires the flexibility to add or remove locations throughout the term of the contract or increase or decrease scheduled services during the term of the contract to meet the needs of that location.

8.0 TRAINING:

Contractor shall provide County staff, free of charge, with unlimited access to materials and information on the proper handling and use of the containers and biohazard waste substances. This training is not required to be “in person” and It may be accomplished via written materials given to each pick-up location or available upon request. It may also be provided via online electronic resources (webinars, pre-recorded training videos, etc.).

9.0 PRICING:

Bidders are to complete and submit the Pricing Schedule attachment as part of their bid.

The bid pricing being offered must include delivery charges and be shipped FOB Destination, Freight Pre-Paid. Contractor shall not charge fuel service charges; hazmat fees; fees for containers, bags, ties, labels; overweight fees or any other fees associated with this service/contract.

The Stop Charge provided in the bidder’s Pricing Schedule shall be waived where the total cost of a visit exceeds the bidder’s Minimum Pick-up Fee.

The No Waste fee will apply in instances where a facility/location is closed at the time of the visit or the visit does not result in the successful collection of waste.

Pricing evaluation will be based on the grand total as shown on respective bidders’ Pricing Schedule. Award will be to the lowest responsive, responsible bidder bidding the lowest grand total as shown on respective bidders’ Pricing Schedule.

10.0 AWARD:

Salt Lake County may award bids and contracts to vendors through a preference system. Please refer to the preference attachment.

Salt Lake County may reject any or all bids if it is deemed to be in the best interest of the County.

11.0 BILLING AND INVOICING:

The County requires awarded Contractor to set up unique customer accounts for each of the three SLCo Divisions (Sheriff’s Office, SLCO Health, and SLCO Animal Services) and bill each division separately. Divisions may notify the Contractor if they want locations combined into one billing or billed on separate accounts.

The Contractor shall submit monthly invoices that itemize all services performed during the billing period. With exception of the Sheriff’s Office for the two (2) jails, invoices must be organized by site by individual pick-up point (also referred to as “collection station” or “service location”). Each pick-up point shall be assigned a unique, persistent identifier (“Station ID”) that remains unchanged for the duration of the contract unless formally modified with written approval from the Contract Manager.

Each invoice shall include, at minimum, the following information for every pick-up point serviced:

• Site name and site code

• Station ID (unique identifier)

• Station description (e.g., “North Dock – Cardboard Compactor,” “Admin Wing –

Shredding Console”)

• Service type(s) performed (e.g., recycling, shredding, hazardous waste, composting, special collection)

• Number of pick-ups completed during the billing period

• Unit price per pick-up or per service

12.0 LICENCES, REGISTRATIONS, AND CERTIFICATIONS:

Bidders must have and maintain throughout the life of the contract all necessary licenses, registrations, and certifications for doing business in the State of Utah, Salt Lake County, and the local government(s) where the vendor’s facilities are located. This must include all necessary licenses, registrations, and certifications necessary to perform the service of collection and disposal of biohazard waste and be appropriately permitted as a Waste Hauler through the Salt Lake County Health Department.

13.0 REFERENCES/EXPERIENCE:

Bidders must have a minimum of three (3) years experience successfully providing these types of services in and/or around Salt Lake County.

Bidders must complete and submit a minimum of three (3) completed reference forms as part of their bid. Bidders who do not meet this requirement will be deemed non-responsive and ineligible for award under this solicitation. Additionally, low ratings or unfavorable comments provided on the reference forms and/or publicly available information may result in the bid being non-responsive.

Should the County have previous experience contracting with the Bidder, the County may, as part of the reference evaluation process, consider any past interactions or performance history, whether positive or negative, when assessing the Bidder’s responsiveness and responsibility. This provision will not apply to the three (3) required references as part of this solicitation.

14.0 PARTIAL BID SUBMISSION:

Submission of a partial listing of items on the bid schedule sample list may result in your bid being deemed non-responsive.

15.0 NON-EXCLUSIVE CONTRACT:

The contract to be awarded shall be non-exclusive. Salt Lake County reserves the right to purchase, at its discretion, any product or service covered by the resulting contract from other sources during the term of the contract.

16.0 AUDITING:

The vendor agrees to make available to Salt Lake County all records; invoices, or documentation relative to this contract, and to assist Salt Lake County personnel in performing periodic audits and price checks. Bidder agrees to provide requested information within 5 working days.

17.0 PRICE ESCALATION / DE-ESCALATION:

Price guarantee period 24 months. Vendor may submit to the County written requests for price increases once every 2 years. Price escalation requests shall be submitted at least 60 days prior to the effective date of any renewal period. Price escalation requests are limited to a maximum of 3% annual increase and vendor must provide a justification based on neutral third-party data (such as a relevant market index). The County may reject or accept price escalation in its sole discretion. Any price escalation to the contract must be approved by the County as a written contract amendment, signed by both parties.

The County reserves the right to review the contract on a regular basis regarding performance and cost analysis and may negotiate price and service elements during the term of the contract.

18.0 TERMS AND CONDITIONS

Bidder agrees that if awarded a contract under this solicitation, Salt Lake County’s Terms and Conditions, attached, will apply. In the event the bidder’s terms and conditions conflict with Salt Lake County’s terms and conditions, Salt Lake County’s terms and conditions will control.

19.0 REQUIRED INSURANCE POLICIES:

GENERAL INSURANCE REQUIREMENTS FOR ALL POLICIES.

A. Any insurance coverage required herein that is written on a “claims made” form rather than on an “occurrence” form shall (i) provide full prior acts coverage or have a retroactive date effective before the date of this Agreement, and (ii) be maintained for a period of at least 3 (three) years following the end of the term of this Agreement or contain a comparable “extended discovery” clause. Evidence of current extended discovery coverage and the purchase options available upon policy termination shall be provided to the County.

B. All policies of insurance shall be issued by insurance companies licensed to do business in the State of Utah and either:

(i) Currently rated A- or better by A.M. Best Company;

—OR—

(ii) Listed in the United States Treasury Department’s current Listing of Approved Sureties (Department Circular 570), as amended.

C. Bidder shall furnish certificates of insurance, acceptable to the County, verifying the foregoing matters concurrent with the execution hereof and thereafter as required.

D. In the event any work is subcontracted, Bidder shall require its subcontractor, at no cost to the County, to secure and maintain all minimum insurance coverages required of the Bidder hereunder.

E. In the event that governmental immunity limits are subsequently altered by legislation or judicial opinion, Bidder shall provide a new certificate of insurance within 30 (thirty) days after being notified thereof in writing by the County, certifying coverage in compliance with the modified limits or, if no new limits are specified, in an amount acceptable to the County.

F. All required certificates and policies shall provide that coverage thereunder shall not be canceled or modified without providing 30 (thirty) days prior written notice to the County in a manner approved by the County District Attorney.

G. In the event Bidder fails to maintain and keep in force any insurance policies as required herein, County shall have the right at its sole discretion to obtain such coverage and reduce payments to Bidder for the costs of said insurance.

REQUIRED INSURANCE POLICIES.

Bidder agrees to secure and maintain the following required policies of insurance in accordance with the general insurance requirements set forth in the preceding subsection:

A. Workers’ compensation and employer’s liability insurance as required by the State of Utah unless a waiver of coverage is allowed and acquired pursuant to Utah law. This requirement includes Bidders who are doing business as an individual and/or as a sole proprietor as well as corporations, limited liability companies, joint ventures and partnerships. In the event any work is subcontracted, Bidder shall require its subcontractor(s) similarly to provide workers’ compensation insurance for all of the latter’s employees, unless a waiver of coverage is allowed and acquired pursuant to Utah law.

B. Commercial general liability insurance on an occurrence form with the County as an additional insured, in the minimum amount of $1,000,000 per occurrence with a $2,000,000 general policy aggregate and $2,000,000 products completed operations policy aggregate. The policy shall protect the County, Bidder, and any subcontractor from claims for damages for personal injury, including accidental death, and from claims for property damage that may arise from Bidder’s operations under this Agreement, whether performed by Bidder itself, any subcontractor, or anyone directly or indirectly employed by either of them. Such insurance shall provide coverage for premises operations, acts of independent Bidders, and completed operations.

C. Commercial automobile liability insurance that provides coverage for owned, hired, and non-owned automobiles, with the County as an additional insured, in the minimum amount of $1,000,000 per occurrence.