Solicitation.docx

Combined Synopsis/Solicitation RFQ 246-19-Q-0017

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested in response to this notice and a written solicitation will NOT be issued. This solicitation is being issued as a Request for Quote (RFQ). Submit only written quotes for 246-19-Q-0017, bio-waste disposal RFQ. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2019-01. This solicitation is a 100% Small Business set-aside. The associated NAICS code is 562998 with a small business size standard of $7.5 million.

This RFQ contains five (5) Line Items for bio-waste disposal services for a base year and 4 option years as follows:

SITE VISIT: N/A

PERIOD OF PERFORMANCE:

Vendor Requirements: See attached Statement of Work document for requirements, location, and instructions.

STATEMENT OF WORK, SITE DRAWINGS, AND WAGE DETERMINATION ARE ATTACHED TO THIS COMBINED SYNOPSIS SOLICITATION

Submit Quotes no later than: May 17, 2019 @ 3:00PM CST to the Following Point of Contact: Sean Long; sean.long@ihs.gov or 918-342-6509

Evaluation: FAR 52.212-2 Evaluation -- Commercial Items (completed as follows):

(a) The Government will award a firm fixed price contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:

Best Value (see criteria below)

- Price will evaluated on base plus option year pricing (combined).

- Offers shall submit RMW training certificates demonstrating their qualifications and proof of state and Federal facility compliance.

- Past Performance: Offeror’s shall submit at three references for like or similar projects for the past five years. Past Performance with CIH will be evaluated as well (if applicable).

This solicitation will result in a firm fixed price purchase order pursuant to the terms and conditions below. Terms and conditions other than those stated will not be accepted. The above pricing is all inclusive.

PROVISIONS: The following FAR provisions apply to this solicitation:

FAR 52.212-1, Instructions to Offeror- Commercial Items; FAR 52.212-3, Offeror Representations and Certifications- Commercial Items (the offeror should include a completed copy of this provision with their quote).

CLAUSES: The following FAR clauses apply to this solicitation:

FAR 52.212-4, Contract Terms and Conditions-Commercial Items; FAR 52.212-5, Contract Terms and Conditions Required to Implement Statues or Executive Orders-Commercial Items (to include the following clauses sited): FAR 52.203-6 Restrictions on Subcontractor Sales to the Government; 52.203-13, Contractor Code of Business Ethics and Conduct; FAR 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards; FAR 52.209-6, Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment; FAR 52.217-8, Option to Extend Services, FAR 52.217-9, Option to Extend the Term of the Contract, FAR 52.219-6, Notice of Total Small Business Aside; FAR 52.219-8, Utilization of Small Business Concerns; FAR 52.219-13, Notice of Set-Aside of Orders; FAR 52.219-28, Post-Award Small Business Program Representation; FAR 52.222-3, Convict Labor; FAR 52.222-19, Child Labor-Cooperation with Authorities and Remedies; 52.222-21, Prohibition of Segregated Facilities; FAR 52.222-26, Equal Opportunity; FAR 52.222-35 Equal Opportunity for Veterans; FAR 52.222-36, Equal Opportunity for Workers with Disabilities; FAR 52.222-37 Employment Reports on Veterans; FAR 52.222-40, Notification of Employee Rights Under the National Labor Relations Act; FAR 52.222-50, Combating Trafficking in Persons; FAR 52.223-18, Encouraging Contractor Policies to Ban text Messaging While Driving; FAR 52.225-1, Buy American Act--Supplies; FAR 52.225-13, Restriction on Certain Foreign Purchases; FAR 52.232-33, Payment by Electronic Funds Transfer- System for Award Management; FAR 52.222-41, Service Contract Act of 1965; FAR 52.222-43 Fair Labor Standards Act and Service Contract Act – Price Adjustment. The above Provisions and Clauses may be obtained via internet at http://farsite.hill.af.mil.

SECURITY CLEARANCE

In accordance with Homeland Security requirements all contractor employees who will perform the task order services shall submit to electronic fingerprints and obtain security clearance before services can be performed under this purchase order.

FAR 52.204-9 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR PERSONNEL (JAN 2011)

(a) The Contractor shall comply with agency personal identity verification procedures identified in the contract that implement Homeland Security Presidential Directive-12 (HSPD-12), Office of Management and Budget (OMB) guidance M-05-24 and Federal Information Processing Standards Publication (FIPS PUB) Number 201.

(b) The Contractor shall account for all forms of Government-provided identification issued to the Contractor employees in connection with performance under this contract. The Contractor shall return such identification to the issuing agency at the earliest of any of the following, unless otherwise determined by the Government:

(1) When no longer needed for contract performance.

(2) Upon completion of the Contractor employee’s employment.

(3) Upon contract completion or termination.

(c) The Contracting Officer may delay final payment under a contract if the Contractor fails to comply with these requirements.

(d) The Contractor shall insert the substance of this clause, including this paragraph (d), in all subcontracts when the subcontractor’s employees are required to have routine physical access to a Federally-controlled facility and/or routine access to a Federally-controlled information system. It shall be the responsibility of the prime Contractor to return such identification to the issuing agency in accordance with the terms set forth in paragraph (b) of this section, unless otherwise approved in writing by the Contracting Officer.

Miscellaneous:

NO FAX QUOTATIONS

ELECTRONIC SUBMISSIONS – SUBMISSION VIA EMAIL IS THE ONLY ACCEPTABLE ELECTRONIC SUBMISSION. (sean.long@ihs.gov) Mail quotations to Claremore Indian Hospital, Attn: Sean Long, 101 S Moore Ave, Claremore, OK 74017

All contractors must be registered in the System for Award Management database located at https://www.sam.gov/sam/ prior to any contract award. Please submit the following information with each quote: Vendor Name, Cage Code, DUNS number, Tax Identification Number, Prompt Payment Terms, Delivery Time, GSA Contract Number (if applicable), Date quote expires, warranty, total price for each line item, total quote price, and technical documentation in sufficient detail to determine technical acceptability. Failure to provide sufficient technical detail may result in rejection of your quote.

For additional information, please contact the Contract Specialist, Sean Long, sean.long@ihs.gov or 918-342-6509

Regulated Medical Waste Removal & Disposal Service

I. Purpose:

A licensed and certified contracting service is required for the safe removal of regulated medical waste (RMW) generated by the Claremore Indian Hospital (CIH). CIH is a 50 bed hospital that provides OB/GYN, Radiology, Dental, Lab, Surgery, In-Patient, ICU, Pediatrics, Behavioral Health, Public Health, Emergency, Medical Clinic, Optometry, Surgery Clinic, WIC, Audiology, and Pharmacy patient-care services. RMW is be disposed of in accordance with Federal regulations, such as the Occupational Health and Safety Administration (OSHA), Department of Transportation (DOT), and the Resource Conservation and Recovery Act that is enforced by the Environmental Protection Agency (EPA).

II. Background CIH typically uses between 900 to 1200 RMW containers per year over the last five year period. CIH housekeeping services (EVS) removes RMW containers from the hospital and places the containers in the covered regulated medical waste (RMW) holding area outside by the main dumpster area near the ED entrance by South Moore Street. This area is secured with proper signage in place to designate the area.

III. Statement of Work Contractor shall perform the following:

1. Provide weekly services to pick up RMW that includes sharps and other biological wastes.

2. Contractor to provide one additional emergency pickup per month upon request of CIH Safety Officer, which may consist of providing larger sized containers.

3. Properly treat and dispose of RMW by a method permitted by state and federal regulations such as the Occupational Health and Safety Administration (OSHA), Department of Transportation (DOT), and the Resource Conservation and Recovery Act that is enforced by the Environmental Protection Agency (EPA).

4. Provide leak proof disposable waste containers and lids in accordance with the DOT guidelines.

· Approximately 30 containers are required weekly to accommodate approximately 1000 pounds of RMW.

5. Provide additional leak proof disposable waste containers upon request.

6. Properly label RMW when packaged by the contractor, including any required DOT labeling.

7. Render waste non-infectious before final disposal.

8. Provide training for CIH employees in the safe handling of such RMW.

9. Provide accurate and signed by an approved CIH employee manifests of collected waste.

IV. Period of Performance

V. Safety Compliance:

1. Contractor shall provide CIH with proof that the employees working for the Contractor have received adequate training in handling RMW.

2. Contractor shall use Personal Protection Equipment (PPE) necessary for safe handling of all RMW removed while on-site.

3. The facility shall provide a secure location for the storage of RMW until collection by Contractor, currently located by the main dumpster concrete pad in a secured storage shed at the southeast corner of the property in close proximity to South Moore Street.

VI. Special Requirements:

1. The Contractor shall maintain insurance coverage to protect the U.S. Government against all claims arising from the handling of the waste from the CIH to the point of final disposal. Contractor shall maintain general liability insurance in amounts ordinary and customary for their lines of business and level of activity.

2. The CIH is a U.S. Government facility that is a tobacco/smoke free environment (building and grounds). No tobacco/smoking shall be tolerated on the premises.

3. The Contractors shall provide the method of RMW treatment used.

VII. Deliverables and Reporting Requirements:

1. Collections shall be made Monday – Friday, 0800 – 1600 unless arrangements with the CIH Safety Officer are made in advance.

2. Manifests shall be signed by an authorized CIH employee. Authorized CIH employees are designated and trained by the Safety Officer.

3. Containers are leak-proof, not damaged, and bin lids properly secure to container.

4. Manifest shall be accurate and complete for signature, date, EPA, DOT, and other regulatory agency requirements and sent to the Safety Officer within one week of service.

5. Contacts:

Technical Point Of Contact:

Charity Webb – Safety Officer

PH: 918-342-6357

Email: charity.webb@ihs.gov Claremore Indian Hospital 101 South Moore Avenue Claremore, OK 74017

Contracting Officer’s Representative (COR) performing contract oversight:

Shawn Chopper – Facility Manager

PH: 918-342-6020

Email: shawn.chopper@ihs.gov Claremore Indian Hospital 101 South Moore Avenue Claremore, OK 74017

VIII. PERFORMANCEBASED QUALITY ASSURANCE SURVEILLANCE PLAN

INTRODUCTION

This PerformanceBased Quality Assurance Surveillance Plan (QASP) has been developed pursuant to the requirements of the PerformanceBased Statements of Work. This plan sets forth procedures and guidelines that the Indian Health Service will use in evaluating the technical performance of the Contractor. A copy of this plan will be furnished to the Contractor so that the Contractor will be aware of the methods that the Government will employ in evaluating the performance on this contract and address any concerns that the Contractor may have prior to initiating work.

PURPOSE OF THE QASP

The QASP is intended to accomplish the following:

ROLES AND RESPONSIBILTIES OF PARTICIPATING GOVERNMENT OFFICIALS

The Project Officer shall be responsible for monitoring, assessing, evaluating, and reporting on the Contractor’s technical performance. The Project Officer shall have the primary responsibility for completing Quality Assurance Monitoring form use to document the inspection and evaluation of the Contractor's work performance. It is extremely important for the Project Officer to establish and maintain a teamoriented line of communication with the Contractor.

METHODOLOGIES TO BE USED TO MONITOR THE CONTRACTOR'S PERFORMANCE

Even though the Government through the Project Officer will be monitoring the Contractor's performance on a continuing basis, the volume of tasks performed by the Contractor makes technical inspections of every task and steps impractical. Accordingly, the Indian Health Service will use a quality assurance review process to monitor the Contractor's performance under this contract. The Contractor's performance shall be evaluated by the Project Officer according to three categories: "superior", "acceptable” and unacceptable” as defined below:

Superior: a level of performance which exceeds the minimum standards of performance; or Acceptable: an acceptable level of performance which meets the minimum standards of performance; or Unacceptable: a level of performance that is fails to meet the minimum standards of performance.

The Project Officer will forward copies of all completed QA monitoring forms to the Contracting Officer and Contractor by close of business on the days the forms were prepared. The Contractor is required to respond in writing to any negative QA monitoring forms) within 5 working days after receipt of the form(s).

ANALYSIS OF SURVEILLANCE RESULTS

The Contracting Officer will receive QA monitoring form prepared by the Project Officer. When appropriate, the Contracting Officer may investigate the event further to determine if all the facts and circumstances surrounding the event were considered in the Project Officer’s statements outlined on the form. The Contracting Officer shall immediately discuss every event receiving a substandard rating with the Contractor to assure that corrective action is promptly initiated.

The services or activities that shall be used to evaluate Contractor performance are listed below. Performance deductions for these products or activities shall be taken only once, when the task is completed.

IX. Performance-based Matrix

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