36C10X21Q0125.docx

Contract Opportunity Sources Sought Notice

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Required Field Contract Opportunity Sources Sought Notice F115 Veterans Health Administration (VHA) Environmental Health Services Waste Diversion Study 21703 36C10X21Q0125 04-27-2021 14:00

EASTERN TIME, NEW YORK, USA

N 541620 Strategic Acquisition Center - Frederick Department of Veterans Affairs 5202 Presidents Court, Suite 103 Frederick MD 21703 Dylan Nolz Dylan.Nolz@va.gov Corey Mann Corey.Mann@va.gov 1201 Broad Rock Blvd Hunter Holmes McGuire Medical Center (HHMMC) Richmond VA 23259

USA

https://www.va.gov/opal/sac/index.asp To learn more about SAC and its mission, please click here Department of Veterans Affairs Veterans Health Administration

Request Small Business Source Sought (SBSS) Waste Diversion Study

THIS IS A REQUEST FOR INFORMATION (RFI) ONLY (as defined in FAR 15.201(e)), this is not a solicitation. Solicitations are not available at this time. Requests for a solicitation will not receive a response. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received, provide feedback to respondents with respect to any information submitted, or respond to any questions or comments that may be submitted in response to this SBSS. This notice does not constitute a commitment by the United States Government and does not obligate the Government to award a contract or otherwise pay for the information provided in response. Responders are solely responsible for all expenses associated with responding to this SBSS.

The purpose of this SBSS is to determine the acquisition strategy regarding Small Business participation and vehicles and methods to acquire the services. The Government is interested in determining whether Small Businesses are interested and capable of performing the work. Please identify if your firm’s socio-economic status.

If you are a Service-Disabled Veteran Owned Small Business (SDVOSB) or Veteran Owned Small Business (VOSB), provide a statement indicating whether you are currently verified in the VA’s Vendor Information Pages (VIP) and registered under NAICS 541620. The Government requests that contractors respond to the specific questions provided in this SBSS. Responses should “demonstrate” capability, not just “confirm” corporate capabilities.

The agency does not intend to award a contract but rather gather capabilities and market information pertinent for acquisition planning. The responses to this SBSS will be captured as market research and may contribute to the development of an acquisition strategy. Information provided may be used to assess tradeoffs and alternatives available for the potential requirement and may lead to the development of a solicitation. All submissions become Government property and will not be returned. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate.

The information provided in the SBSS is subject to change and is not binding on the Government.

Any organization responding to this notice should ensure that its response is complete and sufficiently detailed.

PURPOSE

This SBSS is for a solicitation being considered by the Department of Veterans Affairs (VA) to obtain services supporting the tasks identified in the attached draft PWS.

SCOPE OF WORK

The Hunter Holmes McGuire Medical Center (HHMMC) which is the main hospital of CVHCS, desires to audit the waste disposal processes at 1201 Broad Rock Blvd, Richmond VA 23259 for recycling opportunities. The purpose of these audit is to help HHMMC determine the most cost-effective methods to manage recycling materials, develop strategies to minimize waste generated in its facilities, established a realistic and obtainable diversion rate, and verify vendor collection data regarding recycled material collected. This study will also be used to determine the feasibility of recycling these materials based on the regional market demand, and to generate estimated cost for recycling.

See attached document: Draft Performance Work Statement (PWS) for reference.

INSTRUCTIONS FOR RESPONDING TO THIS SBSS

CONFIDENTIALITY: No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).

Response Format/Page Limitations:

The overall total page limit for responses to this SBSS is ten (10) pages. Response submissions should be submitted in Microsoft Word format with Times New Roman font, 12 pt. or greater font size. Interested parties should limit marketing material in order to allow sufficient space for adequately, directly, and substantively responding with the information of most interest to the Government.

In all correspondence relevant to this SBSS please identify it as a response to the Waste Diversion Study SBSS and refer to the identifying number of 36C10X21Q0125.

Any organization responding to this notice should ensure that its response is complete and sufficiently detailed. Respondents are requested to limit responses to the information, and in the format provided below.

A - GENERAL INFORMATION

1. Organization Name and the year in which the company was established/founded (please list any previous names used).

1. Identify if your firms’ socio-economic status. If you are an SDVOSB or VOSB, indicate whether you are currently verified in the Vendor Information Pages (VIP) as an SDVOSB/VOSB and registered under NAICS 541620.

1. A brief description of your company that includes job classifications and number of employees in your company.

1. Company ownership (public, private, joint venture).

1. Identify any GSA schedules you hold that support this work as described in the draft PWS, if applicable.

B – CAPABILITY AND EXPERIENCE INFORMATION

Rationale: Responses will be reviewed to determine the vendor’s capability to successfully conduct a project of a similar size, scope, approach, focus (i.e. Waste Audits and Studies, NOT actual Waste related services).

1. Describe the company’s expertise/competency to support the above listed requirement.

2. What is your experience performing waste audits with an emphasis on recycling?

3. What is your experience with identifying opportunities for facilities to improve their waste diversion rates based on local/regional recycling capabilities?

4. What is your experience with conducting a market analysis on local/regional recycling capabilities and supporting infrastructure?

5. What is your experience with generating an estimated cost/revenue associated with a facilities’ recycling efforts based on the local/regional recycling market?

6. What method(s) would your firm use to generate a facilities’ realistic/obtainable waste diversion rate?

7. What similar projects has your firm completed that align with this contracting request?

Submission: Responses to this SBSS shall be submitted to Corey Mann and Dylan Nolz via email Corey.Mann@va.gov and Dylan.Nolz@va.gov no later than April 27, 2021 at 2:00PM ET.

Failure to respond to this SBSS will be viewed as non-interest/non-capable in performing this future requirement.

Questions: No Questions are being accepted at this time.

52.215-3 Request for Information or Solicitation for Planning Purposes (Oct 1997)

(a) The Government does not intend to award a contract on the basis of this solicitation or to otherwise pay for the information solicited except as an allowable cost under other contracts as provided in subsection 31.205-18, Bid and proposal costs, of the Federal Acquisition Regulation.

(b) Although “proposal” and “offeror” are used in this Request for Information, your response will be treated as information only. It shall not be used as a proposal.

(c) This solicitation is issued for the purpose of: Information.

(End of provision)

DRAFT Performance Work Statement VA VHA HHMMC Waste Diversion Study

1.0 PURPOSE

In order to effectively manage wastes from the Central Virginia VA Health Care System (CVHCS) it is important to have a full understanding of the waste streams and disposal options and to implement and or improve existing recycling programs. The Hunter Holmes McGuire Medical Center (HHMMC) which is the main hospital of CVHCS, desires to audit the waste disposal processes at 1201 Broad Rock Blvd, Richmond VA 23259 for recycling opportunities. The purpose of these audit is to help HHMMC determine the most cost-effective methods to manage recycling materials, develop strategies to minimize waste generated in its facilities, established a realistic and obtainable diversion rate, and verify vendor collection data regarding recycled material collected. This study will also be used to determine the feasibility of recycling these materials based on the regional market demand, and to generate estimated cost for recycling.

2.0 BACKGROUND

HHMMC has a gross square footage (SF) of approximately 1.2 million square feet. The HHMMC has an existing comingled/single stream recycling program. The facility aims to recycle all plastics including hard plastics (2,3, 4,5 & 6), except for plastic bags; mixed paper; cardboard; metals including aluminum, copper, brass and steel cans; food waste, glass, Styrofoam, and wooden pallets. These materials are transferred from areas within the hospital to the loading dock for collection.

3.0 OBJECTIVES

This contract has the following objectives:

3.1 Attain better knowledge of current recycling efforts at the facility by conducting a waste survey (barring travel restrictions due the pandemic) with an emphasis on recyclable, including generation levels and waste diversion practices.

3.2 Identify efficient methods for collection, storage and transfer of recycled material as well as recommend staffing levels for execution of this function in the recycling program. Ideally this would occur through a formal site visit; however, if COVID travel restrictions persist this could be achieved through interviews with facility representatives).

3.3 Determine a realistic and attainable diversion rate which is based on the types and amount of each recyclable generated; the staff time and storage space available to collect and hold recyclables prior to shipment; and the logistics and cost to transport recyclable type to the nearest Material Recovery Facility (MRF)

3.4 Identify any recycling opportunities in the local community and materials that will be hard to recycle due to lack of market demand, but are already part of the hospital’s waste stream

3.5 Identify factors, and their potential effects on the hospital’s recycling efforts, contributing to the recyclability of certain waste such locations of MRFs, local initiatives supporting recycling, local regulations requiring recycling, local demand for recyclable materials in support of a circular economy, etc.

3.6 Determine costs or revenue per unit weight for reach recyclable category using current and projected (3 years) market value. Provide spreadsheet in Excel format for calculating these values to assist hospital in determining these values in the future

3.7 Produce a methodology for determining a realistic waste diversion rates that can be replicate at other VA Medical Centers, including recommendations how to gather local market recycling information.

4.0 PERFORMANCE WORK STATEMENT

4.1 Contractor shall conduct a comprehensive audit of recycling practices. The audit should review the current recycling practices and evaluate the potential and practically of each of the recycling streams. This survey will include market analysis of recycling given the geographical location and operational limitation of the facility such as collection sites and support of recycling efforts, regional infrastructure available to accept and process recyclables, end market demand for recyclables.

4.1.1 It is foreseeable that the audit will involve multiple conference calls to gather facility waste data and to gain acknowledge of the historical recycling efforts and diversion rate; current recycling contracts; recycling issues and recycling education at facility, etc.

4.1.2 Conference calls are expected to occur prior to the site visit, follow up from the site visit and a final call to discuss report findings and recommendations.

4.2 Contractor shall develop written draft/final reports and analysis from the recycling audit, previous waste collection data and diversion rates, including but not limited to recommendations for improving the cost and efficiency of recycling collection, storage, transfer and disposal.

4.3 The contractor shall provide analysis of local recycling markets including analysis of and recommendations for recycling options providing the lowest cost or highest revenue possibilities for the medical center by conducting a feasibility study.

4.4 The contractor shall identify factors contributing to the recyclability of certain waste such as locations of MRFs, local initiatives supporting recycling, local regulations requiring recycling, local demand for recyclable materials in support of a circular economy, etc. and use this information to justify a realistic diversion rate.

4.5 The contractor shall provide recommendations and strategies to improve waste diversion rates in all areas of HHMMC.

4.6 Information to be included in the report (as a minimum) is as follows:

4.6.1 Conduct Visual Audit of occupied spaces and verify that occupants have access to containers for recyclable items, verify size and number of outside recycling containers provided by waste haulers.

4.6.2 Perform a representative sample of each waste type (solid waste and recycling class) to estimated percentage of waste contamination. This could be achieved through a limited waste audit (less than 12 waste collection bins throughout the medical center) that involves actually weighting and sorting the waste. This task could also be done through a visual audit of trash/recycling collection bins during the site assessment. The intent is not to conduct a tradition extensive waste audit, as the medical center is already aware that contamination of waste occurs.

4.6.3 Conduct a visual inspection for appropriate signage for recyclable items

4.6.4 Identify and document any other waste streams such as shredded paper, precious metals, reusable sharps containers, recycling of single use medical devices, batteries, electronics. that is not captured by HHMMC contracted recycling services and strategy for their utilization in recycling if possible. Note the status of each one and service within facility managing collection.

4.6.5 Provide photos of contamination in the recycling containers in occupied space, and composition of contaminants found during the physical waste audit to be used for education purposes.

4.6.6 Provide photos of locations where recycling bins would be more appropriate and the type of waste collection bin to be used.

4.6.7 Provide recommendations and best practices to improve the facilities current waste diversion rate.

4.6.8 Identify local vendors who offer recycling services to the hospitals that are not currently collected at the facility.

4.6.9 Provide findings and recommendations for tenant outreach, diversion strategies and right sizing vendor supplied bins for efficiency and cost savings.

4.6.10 Identified waste minimization efforts already in use at the HHMMC and others for implementation by the facility.

4.7 The reports shall be comprehensive with the following headings (as a minimum)

4.7.1 Content.

4.7.2 Executive Summary

4.7.3 Introduction.

4.7.3.1 Purpose of Audit.

4.7.3.2 State and Local Solid Waste and Recycling Regulations.

4.7.3.3 Waste Audit Strategy.

4.7.4 HHMMC. Information.

4.7.4.1 Tenant Agencies located at the facility.

4.7.4.2 Total Building Occupancy/Healthcare occupancy levels & care offered that the medical center including operating rooms

4.7.4.3 Vendor supplied recycling collection equipment.

4.7.4.4 Recycling collection equipment supplied by the facility and usability on contract

4.7.4.5 Location of recycling collection equipment at medical center

4.7.5 Waste Analysis.

4.7.5.1 Solid Waste – yearly generation rate by volume and weight

4.7.5.2 Recycling – Comprehensive list of recycled material, yearly generation rate by weight for each recycled material (if available).

4.7.5.3 Contamination Rates based on estimates

4.7.5.4 Waste minimization efforts proposed or already identified/implemented

4.7.6 Market Research.

4.7.6.1 Current vendors for recycling within the regional market that could partner with HHMMC.

4.7.6.2 Local vendors with additional services currently not available at the facility emphasizing recycling

4.7.6.3 Cost/revenue for the various recyclables collected at the facility based regional market and project for next 3 years (provide working excel format spreadsheet with calculations)

4.7.6.4 Identify factors contributing to the recyclability of certain waste such locations of MRFs, local initiatives supporting recycling, local regulations requiring recycling, local demand for HHMMC specific recyclable materials in support of a circular economy, etc. and use this market research to justify a realistic diversion rate.

4.7.6.5 Produce a methodology for determining a realistic waste diversion rates based on regional market demand that can be replicate at other VA Medical Centers

4.7.7 Findings/Recommendations.

4.7.7.1 Overall linked implementation strategic plan for HHMMC incorporating each stakeholder, interactions in their position and activities in priority order

4.7.7.2 Current waste diversion activities at the facility

4.7.7.3 Identify best practices currently implemented at HHMMC.

4.7.7.4 Recommend improved solid waste diversion strategies for the facility based on the regional demand and feasibility of recycling

4.7.7.5 Recommend new diversion opportunities not currently available at the facility.

4.7.7.6 Recommend a realistic and attainable diversion rate based on the site audit, current generation rates and collection at the facility and market research.

4.8 The audits shall be completed, and a draft report provided to HHMMC GEMS Program Manager, VISN GEMS Program Manager, Chief of Environmental Management Service (EMS) and Contracting Officer Representative (COR) within 120 calendar days of award of this annual task order, unless additional time is authorized by Contracting Officer (CO)

5.0 DELIVERABLES

The contractor shall provide an electronic copy of final report(s) within 14 days of the Government review and comments on the draft reports. The government will have a period of no more than thirty (30) calendar days from receipt of the draft report to review and comment. If review and comment is not completed within 30 calendar days, the draft report will be considered as the final report.

6.0 PERIOD AND PLACE OF PERFORMANCE

The period of performance is for a single site visit at the HHMMC 1201 Broad Rock Blvd, Richmond VA 23259

7.0 GOVERNMENT FURNISHED INFORMATION

HHMMC will provide the following:

7.1 A staff contact person(s) to escort contract personnel throughout each building until the contractor has required security clearances and badge access

7.2 Proper Building Identification/passes

7.3 Contact information for relevant personnel

7.4 A description of the building and its tenants

7.5 Floor layout for the building (simple)

7.6 Previous Solid Waste and Recycling Data Reports for the past three years

7.7 Monthly Waste and Recycling Invoices for the past 18-24 months (pre-COVID)

7.8 Estimated building occupancy count

More detailed information can be provided to the selected contractor,

8.0 PERFORMANCE MEASURES AND QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

The Government will use the methods outlined in the QASP, below to perform surveillance of the contractor performance:

9.0 EVALUATION OF CONTRACTOR PERFORMANCE

Contractor performance shall be reviewed to determine whether the Contractor continues to provide good value to the government. The final report will be evaluated to determine if the Contractor and SOW (adjusted to VA station unique conditions) can be utilized at additional VHA facilities in the future.

10.0 CONTRACTOR AND SUBCONTRACTOR EVALUATION

If the Contractor’s work is determined unsatisfactory, the Government will conduct a formal review during the progress of the work. The Contractor will be held fully responsible for the adequacy of the sub-contractor performance(s) and submission(s) and corrections at no additional cost to the government. Further, before substitution of any subcontractor under this procurement, the Contractor shall obtain the acceptance of the Contracting Officer (CO). The Contractor shall furnish all information required by the CO for the vetting process.

11.0 CONTRACT ADMINISTRATION

On behalf of the CO, the COR is responsible for the general administration of this work order. The COR is responsible for the review/acceptance of all task deliverables. This individual will serve as the Government point of contact concerning fee negotiation, information exchange, submission review, and payment of fees.