Revised Performance Work Statement.docx

B.2 PERFORMANCE WORK STATEMENT

VISN 1 Hazardous Waste Management & Disposal, Training and Emergency Response Services

1. DESCRIPTION OF SERVICES AND SCOPE:

a. The Contractor must provide through an Indefinite Delivery Indefinite Quantity (IDIQ) contract hazardous, non- hazardous and universal waste recycling and disposal services; lab pack disposal services; radiological and biological waste disposal services; Drug Enforcement Administration (DEA) controlled substance disposal services; training and emergency spill response services for eight (8) main VA facilities to include eleven (11) VA Medical Centers and forty-four (44) Community Outpatient Clinics located in the Department of Veterans Affairs, VA New England Healthcare System Veterans Integrated Service Network (VISN 1), in accordance with current federal, state and local regulations. Services must include all labor, materials, tools, equipment, analysis, travel, transportation, documentation, waste treatment, disposal and support services required to categorize, package, transport, document and dispose of hazardous, biological, non-hazardous, asbestos, radiological, DEA controlled substances and universal wastes from all VA New England facilities.

b. The Contractor will be required to provide annual RCRA hazardous waste, universal waste, and DOT training to a maximum of fifty (50) VA employees (at least two training events per year) at each VISN 1 medical center upon request. The Contractor will also provide annual First Responder Operations Level training as needed and as specified under 29 CFR 1910.120(q)(6)(ii) for employees that are required to be trained to respond in a defensive fashion without trying to stop the release. The successful offeror must also be able to provide Hazard Materials Technician (29CFR 1910.120(q)(iii)) training which would require a 24-hour initial training and annual refresher for up to 50 employees per facility. The Contractor must possess the necessary technical expertise and resources required by this solicitation to be considered for contract award.

c. The Contractor must provide twenty-four (24) hours per day, seven (7) days per week emergency response services for spills/releases of hazardous materials/wastes, and radiological, biomedical, and universal wastes.

d. Throughout the life of the contract the Government made add or remove a location based on our needs. This action will be processed through a contract modification.

e. The Green Environmental Management System (GEMS) Program Manager or designee for each facility will arrange for routine (non-emergency) waste pickup based upon rate of generation.

f. The Contracting Officer (CO) will designate a Contracting Officer’s Representative (COR) to act for him/her in furnishing technical guidance and advice to generally monitor the work to be performed under this contract. Such designation will be in writing and will define the scope and limitation of the COR’s authority. A copy of the designation must be furnished to the Contractor.

g. Services will be provided during the five-year Indefinite Delivery Indefinite Quantity (IDIQ) period, base year April 22, 2023, through April 21, 2028.

· Base: 04/22/2023 – 04/21/2024

· Option One (1) 04/22/2024 – 04/21/2025

· Option Two (2) 04/22/2025 – 04/21/2026

· Option Three (3) 04/22/2026 – 04/21/2027

· Option Four (4) 04/22/2027 – 04/21/2028

Fixed price task orders will be issued under this IDIQ for each medical center over the course of the five years.

h. Work will normally be performed between the hours of 8:00 AM and 4:00 PM local time, Monday through Friday, excluding National Holidays. The facility GEMS Program Manager or designees and the COR are available during those hours for the approval of manifests and other required documentation, unless unusual circumstances require services during an unscheduled time period.

i. See Attachment 1 for list of facilities, finance office addresses and points of contact.

2. SPECIFIC REQUIREMENTS:

2.1 SAMPLING, TESTING AND ANALYSIS:

a. The contractor will utilize the facility’s hazardous waste characterization data to develop the disposal profile for each waste stream. The Contractor will include the waste stream disposal method on each profile and provide the facility with an approved signed copy. The Contractor will conduct an annual profile review with each facility to assure accuracy and completeness of documentation for each waste stream.

b. The Contractor must obtain permission from the GEMS Program Manager or designee prior to conducting chemical analysis to be charged against the contract. The VA reserves the right to handle a particular waste stream outside of the scope of this contract if it can be recycled, disposed, or treated locally, or if the price of disposal is significantly less than provided by the offeror.

c. Work must be performed in accordance with all applicable, Federal, State, Local and all governing regulations.

d. The Contractor must conduct routine sampling within fourteen (14) calendar days of the facility GEMS Program Manager or designee’s verbal or written request and direction. The Contractor must supply appropriate sample containers for a given test parameter when samples are taken by VA employees. Sample containers must be delivered to the requesting facility no later than fourteen (14) calendar days from the original request. The Contractor must pick up and transport routine samples collected by the VA to the Contractor’s designated laboratory within four (4) calendar days of receiving a verbal or written request from the facility GEMS Program Manager or designee. All samples collected must be done in a manner that is representative of the waste stream characteristics and volume.

e. The Contractor’s designated Laboratory must be EPA-approved and certified. The laboratory must use EPA-approved methodologies for sample analyses. The Contractor must use only personnel who have been certified to perform the sampling services. Some analyses may require local certification as well. The Contractor must provide all sampling apparatus as required.

f. For standard, routine turnaround, the Contractor must provide informal sample results of the chemical analysis of all samples to the facility GEMS Program Manager or designee within fourteen (14) calendar days of each sample’s submittal. The Contractor or the laboratory must supply informal results to the facility GEMS Program Manager or designee via facsimile or email.

g. For non-routine turnaround, the facility GEMS Program Manager or designee must instruct the Contractor or the laboratory to provide laboratory analysis and informal sample results in a shorter time frame. These special time frames, as measured from the start date through the completion date, will be five (5) calendar days, forty-eight (48) hours, or twenty-four (24) hours turnaround. The Contractor or the lab may provide such informal results to the facility GEMS Program Manager or designee via facsimile within the specified timeframe.

h. The Contractor must provide the facility GEMS Program Manager or designee with formal written laboratory certificates of analysis for all sample results within twenty-one (21) calendar days of each sample submittal.

i. The Contractor must provide Chain-of-Custody documentation for all samples submitted for laboratory analysis prior to transporting the sample(s) from the VA facility and a final copy must be provided with the final laboratory analysis report. This Chain-of-Custody documentation must have, at a minimum, the following: both the Contractor and facility names appearing as Agent and Client, site location, unique identification of each sample submitted, analysis to be performed on each sample, the quantity and type of sample containers submitted, the date and time the samples were collected, and the result turnaround time. This Chain-of-Custody must also be signed, with date and time, by the individuals relinquishing and receiving the samples.

2.2 WASTE MANAGEMENT, REMOVAL, DISPOSAL INVOICING:

a. The contractor will be required to provide removal services for hazardous, biological, radiological, DEA controlled substances, universal, and non-hazardous chemical wastes. Types of wastes generated are identified in Attachment 4. Additional wastes not listed may be added to this contract at the discretion of VISN 1 if such wastes are identified during the process of this contract. Since some waste streams may technically be shipped under multiple contract line items in the pricing sheet, the VA reserves the right to choose the most advantageous line item based on cost or disposal method. Additionally, since many of the waste streams are the same or similar from facility to facility in VISN 1, the Contractor is expected to manage and dispose of each waste stream in a consistent manner within VISN 1.

b. The Contractor will be responsible for the collection of hazardous and non-hazardous waste from eight (8) main VA facilities to include eleven (11) VA Medical Centers and approximately forty-four (44) CBOC’s. Wastes are normally collected from one or two locations at each medical center (See Attachment 1- for pick up locations), but may include collection from laboratories, clinics, and maintenance areas as well as Community Based Outpatient Clinics located throughout the VA New England Healthcare System. The wastes will be segregated by hazard class or chemical compatibility and labeled appropriately. Wastes will be brought to the designated Central Accumulation Area (CAA) for final storage prior to off-site shipment at frequencies determined by the facility GEMS Program Manager or designee. The Contractor must properly label and store each waste container according to EPA and the State requirements for the VA Medical Center. Upon request, Contractor must provide services to routinely clean the CAA secondary containment trays that may have collected debris, packing material or spill material.

c. The Contractor must conduct weekly inspections of all satellite accumulation areas (SAAs) at the facilities that request these services, from the list provided in Attachment 2 of this contract. The SAAs will be inspected according to the guidelines provided by the State in which the facility resides, or as requested by facility personnel. The inspection checklist will be made available electronically to the facility GEMS Program Manager or designee and electronically to the COR. The Contractor must be capable of generating/providing reports to identify problem areas by facility, satellite accumulation area, by date or other fields as deemed appropriate. Upon identifying SAA deficiencies, the Contractor will note the deficiency in the inspection report, correct the deficiencies and note in the inspection report corrections that were implemented. The Contractor will also report to the facility GEMS Program Manager or designee which (if any) SAAs they were not able to inspect. The Contractor shall update the SAA inspection reports each time they are onsite and when locations are added or removed. The Contractor must also conduct and document weekly MAA inspections, where applicable and when requested, identifying, and correcting all noted discrepancies. Contractor is responsible for training new employees to perform onsite activities, SAA inspections, waste management and regulatory requirements. The VA will not be invoiced for additional Contractor staff to accomplish this training.

d. The Contractor must consolidate all wastes in the manner most cost effective and beneficial to the Government. The Contractor must have the capability to supply waste collection containers of various sizes, mounting hardware, labels, foot pedal stands and labor to install if necessary.

e. The Contractor must properly containerize all lab-packs and assume all safety measures (example: PPE) to prevent harm or injury to VA patients, visitors, employees, contractor employees and the environment (example: storm drain covers). The VISN Environmental Protection Manager and local VA Safety Officer/Specialists, Industrial Hygienists, GEMS Program Managers and VA Police have the authority under this contract to present a verbal “stop work order” pertaining to job activity they reasonably believe represents an imminent hazard to life, property, or the environment. This verbal order must be followed up by a written stop work order issued by the Contracting Officer as soon as feasible after the imminently hazardous situation has been stabilized or abated.

f. Should hazardous, biological, radiological, DEA controlled substances, or universal waste be released during the performance of services under this contract, through no fault of the VA facilities, the Contractor will be responsible for all costs associated with the satisfactory remediation of the incident. This will include the cost of all labor and materials as well as any actual damages incurred to the facility and harm caused to patients, visitors, and staff of the medical center. The remediation efforts must be performed to the satisfaction of the appropriate regulatory authorities, the facility GEMS Program Manager or designee and the CO.

g. The Contractor must schedule shipment of material within seven (7) calendar days of receipt of a written/verbal request from the facility GEMS Program Manager or designee and make pickup within fourteen (14) calendar days after receipt of the written/verbal request. The Contractor must coordinate pickup times with the facility GEMS Program Manager or designee. If shipment cannot be scheduled or executed within the required timeframes, the Contractor must provide the following in writing to the facility GEMS Program Manager or designee and the COR: 1) the reason for the delay and the anticipated date when the shipment will be made. This notification must be made within 24 hours of identifying the conditions causing the delay.

h. The Government requires services on a recurring basis. It is the intent of this contract to have a regular pick up on either a monthly, bi-monthly or quarterly basis schedule depending on the facility. There must be no penalty or additional costs incurred should a medical center or CBOC require more or less than the estimated pickups or disposal volume outlined in the schedule of costs.

i. The Contractor will provide all manifests, waste profiles, land bans, certificates of destruction and recycling, and documentation that apply to the removal and disposal of hazardous, universal, and non-hazardous waste and radiological activities conducted by its workforces and/or its subcontractors in compliance with all current Federal, State, and local regulations, policies, and procedures. Upon request the Contractor will provide an electronic copy of the manifest within forty-eight (48) hours prior to the onsite services. All documentation completed by the Contractor must be properly executed and neatly hand- written or typed to ensure the legibility of all copies. For locations that utilize the Contractor for routine onsite waste management, the Contractor will prepare and label waste containers for shipment as waste is being generated to reduce the amount of onsite time on shipment days. Some locations may submit an inventory prior to shipment and ask the Contractor to provide a cost estimate and how each waste stream will be packaged for transport. Certificates of disposal shall include the disposal method for each waste stream. Contractor shall use a calibrated scale to accurately record the weight of each waste container on all shipping documents.

j. Prior to the removal and transport of hazardous, universal, and non-hazardous waste generated by the VA, the Contractor will obtain approval and signature for each manifest from the VA facility’s GEMS Program Manager or designee verifying that the Contractor has accepted the waste from the VA and that the waste was properly shipped for treatment or disposal. Manifests not signed by the GEMS Program Manager or designee will not be deemed valid. The Generator copy, Generator State Copy and Destination State Copy of the executed manifest will be provided to the facility GEMS Program Manager or designee before the removal of any waste from the facility. A signed Designated Facility copy of each manifest certifying receipt of the waste covered by the manifest must be provided to the facility within thirty (30) calendar days of initial transport.

k. All hazardous and non-hazardous materials generated by VISN 1 facilities must be disposed of by the Contractor in accordance with current Federal, State, and local guidelines governing regulated hazardous and non-hazardous wastes.

l. The Contractor must dispose of hazardous waste in a manner that leaves no future expense potential to the VA or the federal government. Chemicals will be disposed of in the following preferred priority:

1. Recycling of chemicals for future use.

2. Fuel blending or energy recovery

3. Incineration at a Part B permitted incineration

4. Treatment of the chemical waste (at a facility approved for such processing by an appropriate state or federal agency) using neutralization, stabilization or landfill in a manner that renders it no longer a hazardous waste as defined in 40 CFR.

5. The long-term internment (burial) in a secure landfill site approved for such by the appropriate state or federal agency.

m. Acceptance of the hazardous waste at a properly permitted treatment, storage, or disposal site does not constitute disposal and/or completion of the contract. The Contractor must obtain and provide to the facility GEMS Program Manager or designee all necessary documentation to prove that the timely end disposal of all items has been accomplished including certificates of recycling and final disposal certificates within 375 calendar days of the shipment date.

n. Shipments outside of this country are prohibited under this contract (unless prior approval is received in writing from the COR).

o. The records involving the transfer or destruction of controlled substances must be retained for at least two (2) years for inspection and copying by the DEA. To transfer Schedule II substances, the receiving registrant must issue an Official Order Form (DEA Form-222, Official Forms-Schedule I & II) to the registrant transferring the drugs. The transfer of Schedule III-V controlled substances must be documented in writing to show the drug name, dosage form, strength, quantity, and date transferred. The document must include the names, addresses and DEA registration numbers of the parties involved in the transfer of controlled substances.

p. The facility GEMS Program Manager or designee will perform “waste characterization/determinations” for all waste streams and share this information to aid the contractor in developing a waste disposal profile. The facility GEMS Program Manager or designee will notify the contractor which disposal method and line item the waste stream will be invoiced under. The pricing sheet was designed for the flexibility to allow the government options for disposal methods and to cover the range of varying waste streams that may be generated by each facility. Waste volumes identified on the pricing sheet are only estimates.

q. Facilities will periodically request onsite services for catch basin cleaning, grease trap cleaning or various cleaning of chemical storage areas and/or containment areas. Line items have been developed on the pricing sheet to reflect the services desired by the facility. The contractor may be requested to perform work after normal work hours or on weekends as to not disrupt patient care or hospital operations. The GEMS Program Manager or representative will coordinate a scope of services and site visit as needed so the contractor will have an adequate understanding of the work to be performed. For catch basin cleaning, the contractor must provide the requested equipment (Vac Truck or Clam Digger).

Note* After award the Government would be opened to consider alternative treatment technologies if recommended, requested, and discussed. Government requests are usually made if disposal methods are not commercially available. Pricing will be discussed at that time of approved alternate method.

2.3 TRAINING:

a. The Contractor will provide, as necessary, annual RCRA Hazardous Waste, Department of Transportation, and HAZWOPER training for all employees who handle hazardous, biomedical, radiological and/or universal waste within sixty (60) calendar days of the request for that training. Training will either be virtual or face-to-face depending on the request from the VA.

b. Annual First Responder Operations Level training is specified under 29CFR 1910.120(q)(6)(ii) for employees that are required to be trained to respond in a defensive fashion without trying to stop the release. Upon request, the Contractor will provide onsite HAZWOPER training and assist in developing a practical field exercise. The successful offeror must also be able to provide Hazardous Materials Technician (29CFR 1910.120(q)(iii)) training which would require a 24-hour initial training and annual refresher for up to 50 employees per facility.

c. The hazardous waste training program will provide training to employees who generate hazardous waste in Satellite Accumulation Areas, that have hazardous waste management responsibilities at each medical center, who sign hazardous waste manifests or who are authorized to serve as their respective facility’s hazardous waste coordinator. Training will incorporate state specific regulations and include storage, manifest completion, lab packing, records management, emergency responsibilities, Land Disposal Restrictions, and other pertinent topics. The program will also include Department of Transportation (DoT) Hazardous Materials training that meet the requirements of 49 C.F.R.§172.704(a),

(c) and (d).

d. The Contractor will be required to provide Resource Conservation and Recovery Act (RCRA) training per the state and federal regulations for all employees with responsibilities for management of hazardous waste at each facility, not to exceed 50 employees per facility. The Contractor will provide, as necessary, DOT training to all employees who ship, prepare, or sign hazardous waste manifests or other hazardous materials shipping papers and are covered under 49 C.F.R.§ 172.704(a),

(c) and (d). *

2.4 EMERGENCY RESPONSE:

a. The Contractor must have the capability to provide twenty-four (24) hours per day, seven (7) days per week, emergency response services for spills/releases of hazardous materials and/or wastes, radiological wastes, biomedical and universal wastes.

b. The Contractor must respond within two (2) hours to spill incidents at each medical center and each Community Based Outpatient Clinic to conduct spill mitigation activities, neutralize spilled products, provide expert advice concerning products and their potential impacts on people and the environment. Response is defined by having personnel and equipment onsite to begin spill cleanup at each medical center or CBOC. If the Contractor fails to respond within two (2) hours at each Medical Center, VA reserves the right to obtain the required service from another source capable of full performance of these contract requirements, and to charge the contractor with any excess cost which may result there from. Response must include spill cleanup at each medical center or CBOC, the handling and disposal of products or product residuals generated as a result of a spill and the preparation of required documentation on behalf of the facility. Contractor shall be able to respond to emergency hazardous waste spills or have the ability to draw on other resources (specialized, state registered hazardous waste subcontractors) for emergency response to a variety of Hazardous waste spills. A 1% reduction in total invoice costs will be applied for every 30 minutes past the 2-hour response time.

c. The contractor must also possess the capability to respond within the emergency response timeframes to assess any potentially unstable/reactive hazardous substance identified, and to effect on-site remote opening and stabilization as appropriate within twenty-four (24) hours.

d. The Contractor must be able to identify spilled product, conduct spill mitigation activities (e.g., containment, diversion from storm drains), neutralize spilled product, provide expert advice concerning products and their potential impacts, undertake spill cleanup activities, handle, and dispose of spilled product and residuals, and prepare appropriate documentation on behalf of the facility.

e. Documentation of all emergency response actions taken and pricing for emergency services rendered by the Contractor will be provided to the facility GEMS Program Manager or designee and the COR within twenty-four (24) hours of termination of Contractor emergency response-related activities.

2.5 WASTE MINIMIZATION:

a. The Government is interested in aggressively pursuing waste minimization opportunities, improving its existing waste management processes, and incorporating best practices from the waste management industry. As part of the submittal process, please provide examples of waste minimization practices or programs that your firm has developed for other facilities. Specific examples from healthcare or research facilities are preferred. Contractor will shall routinely evaluate industry disposal options that provide less environmental impact (e.g., waste to energy, recycling). The Contractor will evaluate the VA’s waste streams annually for opportunities for waste management efficiency and minimization and provide the VA with a written report identifying which waste streams were reviewed and any opportunities for consideration.

3. LICENSES, PERMITS AND SPECIAL QUALIFICATIONS:

a. The Contractor must, without additional cost to the Government, provide and maintain all licenses and permits for operational personnel, trailers, containers, vehicles, and other resources required for proper removal of hazardous and non- hazardous chemical waste in accordance with all applicable Federal, State, Municipal, and local regulations (e.g., OSHA, DEA, EPA, DEP, 49 CFR (DOT)). If appropriate licenses are not maintained in accordance with Federal and State requirements, the VA may terminate the contract effective upon discovery. The VA reserves the right to halt work if the Contracting Officer and or COR determine work is being done in an unsafe/unhealthy manner or that could harm the environment. VA will not incur additional costs if work is halted for good cause.

b. The following must be provided to the Contracting Officer with bid proposal submission for evaluation purposes AND annually (thirty (30) calendar days prior to the expiration date of the contract’s current period of performance) following award with any changes to the original submission clearly identified and highlighted:

(1) Written acknowledgement of responsibility for acquisition of all applicable business licenses and permits required by law. The Contractor must certify that it acknowledges and is in possession of all required business licenses and permits.

(2) Current waste transporter permit(s).

(3) A list of all transfer stations, treatment, storage, and disposal facilities (TSDFs) including incineration, wastewater and sludge treatment facilities that must be utilized during this contract to include the capacity of these facilities and the waste codes for the waste streams they are permitted to accept by treatment technology. Address, phone number, EPA identification number and other contact information must be provided.

The VA reserves the right to inspect each of these facilities before approving its use or at any time prior to, during or after contract period.

(4) A copy of certificate of registration with the State EPA as a hazardous waste hauler for each business entity owned or operated by the Contractor that will provide hazardous waste transportation services for any aspect of the VA waste disposal program.

(5) Copy of Operator permit(s).

(6) Certificates of training, job description and experience of staff and/or personnel who will perform site work under this contract. All technicians/chemists that will work on VA premises will be expected to have received at least the minimum training required by law as specified state requirements and in 29CFR 1910.120, 40 CFR Parts 260-265 and 49 CFR Parts 171-178 and site-specific training by existing personnel and or project manager prior to working at each site. Technicians/chemists must be fully trained how to label and properly store hazardous waste for the state they are working in. Additionally, technicians/chemists must be properly trained on Satellite Accumulation Area and Central Accumulation Area requirements for the state they are working in. The Contractor must provide evidence of such training prior to sending technicians/chemists to provide onsite work activities. Each VA facility must be provided an up to date logbook of all personnel that are authorized to work at that site and must be notified of any changes to personnel a minimum of fourteen (14) calendar days prior to their visit. Prior to each visit, the estimated hours and the number and type of personnel required for each task order will be approved by the facility.

(7) A complete list of any violations and/or citations that the contractor has received for non-compliance with any hazardous waste laws, permit requirements and/or OSHA requirements for the past three years from the date of submission (and annually by September 1st) for each site that may handle or manage VA waste. The Contractor must include information on all related business entities including associated firms that are owned by the contractor or owned by a common parent company that will be involved in any portion of the processing of VA waste. The Contractor must provide a written statement of certification if no such violations/citations have occurred.

(8) A complete listing and written copies of Standard Operating Procedures (SOPs) that will be followed while conducting normal hazardous waste management activities. The contractor must describe:

(a) Site safety and contingency procedures (e.g., spill management). The Contractor will provide a detailed site safety, health and environmental protection plan for each VA facility that will be used to ensure that workers and nearby population will be adequately protected during packaging and removal operations following award and no later than fourteen (14) calendar days prior to commencing work under the contract (thirty (30) calendar days prior to the expiration date of the contract’s current period of performance).

(b) Operational procedures and site management structure.

(c) Supplies and equipment practices.

(d) Material sampling and analysis procedures.

(e) Hazard assessment and categorization procedures.

(f) Material collection, handling, accumulation, packing and labeling procedures.

(g) Quality assurance and quality control procedures to ensure materials are properly identified, categorized, and packaged, and paperwork is properly completed.

(h) Procedures for gaining waste acceptance into a transfer/disposal facility.

(i) Contractor and project management procedures.

(j) Written affirmative procurement program

(k) Security program for onsite operations.

(9) Information regarding the vehicle fleet owned and operated by the contractor:

(a) Basic description of transportation services offered and capabilities.

(b) Fleet description (number, types, and ages of vehicles).

(c) Description of service and maintenance programs.

(d) Types of materials licensed to haul.

(e) Latest DOT or FMCSA safety rating (include a copy of the last inspection).

(f) The DOT/CHP compliance record.

(g) Description of driver qualifications, including training programs and experience.

(h) Evidence that background checks have been performed on all employees that will perform any duties under this contract.

(i) The usage of any alternative fueled vehicles and or use of alternative fuels

(j) Prohibition of idling procedures.

(10) Information on the Contractor's emergency response capabilities (or any changes to the original submission):

(a) Policies and procedures.

(b) Capabilities, experience, and limitations.

(c) Type of emergency response equipment maintained (specify if owned or subcontracted and from whom).

(d) Personnel availability, training, and experience.

(e) The emergency response procedure must describe:

[1] How to request an emergency response.

[2] How the Contractor notifies personnel and initiates response action.

[3] Incident command procedures followed by the Contractor.

(f) Emergency response work practices.

(g) Emergency response protection of health and safety practices.

(h) Invoicing policy.

(i) A description of past experiences under similar contracts.

(11) Certificates of all appropriate insurance.

(12) A list of key personnel (managers, supervisors, customer service and field service personnel) performing services under this contract. The list must contain key personnel names, titles, addresses, telephone numbers (including cellular), and e-mail addresses.

(13) A list of all services to be performed by subcontractors and evidence that the proposed subcontractor(s) are qualified and legally able to provide these services. The Government must approve all subcontractors prior to the contract award.

(14) Training qualifications and experience of proposed instructor personnel and general outlines for all training described in §2.4 of this PWS.

c. The following must be provided to the Contracting Officer with bid proposal submission for evaluation purposes

(1) A summary of the Contractor’s experience in hazardous waste packaging, transport, and disposal. Provide details of contracts of similar nature and similar size, particularly regarding hospitals and research facilities.

(2) Examples of waste minimization audits that the Contractor has successfully conducted, and examples of waste minimization opportunities realized. The submission should include examples of waste minimization practices or programs that the Contractor has developed for other facilities. Specific examples from healthcare or research facilities are preferred.

4. DELIVERABLES:

a. The Contractor will provide a detailed site safety, health and environmental protection plan for each VA facility that will be used to ensure that workers and the nearby population will be adequately protected during packaging and removal operations following award and no later than fourteen (14) calendar days prior to commencing work under the contract (and updated annually at least thirty (30) calendar days prior to the expiration date of the contract’s current period of performance).

b. The Contractor must provide all sampling and analysis documentation including Chain-of-Custody documentation for all samples submitted for laboratory analysis and preliminary and final laboratory analysis reports in accordance with the quality standards and timelines established in §2.1 of this PWS.

c. The Contractor must provide all manifests, land bans, certificates of destruction and recycling, and documentation that apply to the removal and disposal of hazardous, universal, and non-hazardous waste and radiological activities conducted by its workforces and/or its subcontractors in compliance with all current Federal, State, and local regulations, policies, and procedures and in accordance with the quality standards and timelines established in §2.2 of this PWS.

d. The Contractor must provide a draft training plan of proposed training identified in §2.3 of this PWS to the requestor and COR (if the COR is not the requestor) for review within thirty (30) calendar days of the initial verbal or written request. The Contractor will provide a final training plan after Government review within seven (7) calendar days of the date that the requested training is scheduled to be conducted.

e. The Contractor must provide daily timesheets for all onsite work performed at each VA to the GEMS Program manager at the site or designee. Work may include sampling and analysis, weekly satellite accumulation area pickups, routine waste shipments or emergency response activities. Timesheets will include hours for travel time to and from the VA location, onsite time and any supplies utilized during the service call. The timesheets must be provided by the end of the business day in which the work took place.

f. Documentation of all emergency response actions taken and pricing for emergency services rendered by the Contractor as specified in §2.4 of this PWS.

g. The Contractor must provide a monthly report to the COR/VISN 1 Environmental Program Manager within ten (10) calendar days of the end of each month that identifies types and amounts of wastes shipped from each facility and provides a breakdown of the costs of services and the specific services provided to each facility in the previous month.

h. Waste minimization opportunity reports and affirmative procurement purchases will be provided to the COR/VISN 1 Environmental Program Manager in accordance with the quality standards and timelines established in §2.5 of this PWS.

i. The Contractor will be required to attend quarterly program meetings with the COR/VISN 1 Network Environmental Protection Manager to address contract performance. These meetings may take place virtually or at one of the VISN 1 facilities. Should contract deficiencies arise, meetings may be held on a more frequent basis to resolve any/all issues. The Contractor will provide draft meeting minutes to the COR for review within seven (7) calendar days of the meeting and final minutes within seven (7) calendar days of the COR’s draft review. The minutes will accurately document meeting participants and the discussions and decisions that took place during the meeting.

5. RECORDKEEPING/REPORTS:

a. Contractor must have a centralized waste tracking system that can be used via the internet and that can export all hazardous waste data to the VA via a Microsoft Excel spreadsheet, or other manner approved by the COR/VISN 1 Environmental Program Manager. The centralized tracking system will include a database for all waste characterizations and determinations, universal bill of lading for universal wastes, methods of final (end) disposal, certificates of disposal, monthly, invoice copies, and a tracking system for hazardous materials spills.

b. All manifests, waste determinations, waste generation data, shipping information and other data required for the proper execution of this contract will be maintained by the contractor in an electronic database format that is exportable through Microsoft Excel or other manner approved by the COR/VISN 1 Environmental Program Manager. This system should enable tracking of generator status, generate monthly, quarterly, or annual reports, and enable tracking of compliance dates.

6. CONTRACTOR FURNISHED MATERIALS AND EQUIPMENT:

a. The Contractor is responsible for providing all transportation, equipment, materials, and labor to perform the services set forth in the Agreement.

b. The Contractor will furnish all containers, packing material for lab packs, labels, and any routine field supplies to package waste for transport at no additional cost to the government. The contractor is required to have and submit as part of the submittal package a written affirmative procurement program that requires preference for the following materials used at VA sites:

(1) EPA designated items listed in EPA procurement guidelines at 40 CFR part 247

(2) USDA designated items listed in the procurement guidelines found in 7 CFR part 2902, Subpart B

(3) EPA designated items on EPA’s Comprehensive Procurement Guidelines

c. Labor Costs will include level D PPE and nitrile gloves.

d. The contractor may, on occasion, be requested to furnish other waste storage containers (e.g., for bulk wastes). Contractor must provide a list of containers and pricing with their proposal. Should the government require this service, contractor must invoice the container in accordance with list submitted with their pricing proposal.

7. GOVERNMENT FURNISHED PROPERTY AND SERVICES:

a. The VA will not provide any equipment, fuel, personnel, or facilities to the Contractor for the execution of this contract. Should an emergency arise, only the necessary basic lifesaving and life support measures will be provided during the emergency.

b. The VA will furnish electricity and water at existing outlets for use as may be required for the work to be performed under the contract.

8. PERFORMANCE REQUIREMENTS SUMMARY: See section D, attachment D.1.

9. IDENTIFICATION, CHECK-IN, PARKING, AND SMOKING REGULATIONS:

The vendor's employees must wear visible identification at all times while on VA premises. Contractor employees must report to the facility COR or designee’s office once on campus prior to commencement of any work. During off-hours emergency response activities contractor personnel should check in with VA Police if the VA COR or designee is not available. Smoking is prohibited on any VA property. Possession of weapons or contraband is prohibited and must subject contractor employee to arrest and termination from future performance under this contract. Enclosed containers, including tool kits, must 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.

10. INVOICES AND PAYMENT:

Payment of services rendered under this contract will be made in arrears upon satisfactory completion of each service and receipt of a properly prepared invoice and submitted by the Contractor to the payment address shown elsewhere herein (See Attachment 1-List of Points of Contact and Address to submit invoices). Invoices must reference the Contract Number and Purchase Order Number, Manifest Number(s), provide a complete and accurate description of services/ supplies delivered/ rendered, including dates of performance, amounts, unit prices, extended totals, and any other data relevant for payment purposes.

A copy of the invoice will be sent to the Facility COR. The Government must not authorize payment until such time that the VA Contracting Officer’s Representative receives all properly executed and signed documentation.

NOTE: ANY ADDITIONAL CHARGES CLAIMED MUST BE APPROVED BY THE CO IN WRITING BEFORE SERVICE IS COMPLETED!

11. SAFETY REQUIREMENTS:

In the performance of this contract, the Contractor must take such safety precautions as the Contracting Officer or his/her designee may determine to be reasonably necessary to protect the lives and health of VA patients, visitors, staff, and the general public. The Contracting Officer or his/her designee will notify the Contractor of any noncompliance with the foregoing provisions as well as the recommended corrective action. The Contractor must, after receipt of such notice, immediately correct the conditions to which attention has been directed. Such notice, when served in person on the Contractor or his/her representative at the site of work, or telephonically to Contractor’s designated representative, must be deemed sufficient for the purpose of the previously mentioned. If the Contractor fails or refuses to comply promptly to satisfactorily abate the hazardous condition or situation, the Contracting Officer may issue an order stopping all or any part of the work and hold the Contractor in material breach of this contract.

All of the Contractor’s personnel shall uphold the same standard of conduct and performance as all other federal employees and services shall be performed in compliance with VA policies and procedures. All policies and regulations pertaining to protection of patient privacy (HIPPA) and the safeguarding of patient information must be observed. The Contractor will protect sensitive information at all times and notify the COR if they come across any sensitive information.

12. PRIVACY LANGUAGE FOR PERFORMANCE WORK STATEMENT (PWS)

Contactor policies and procedures shall comply with all VA Privacy & Security, the Privacy Act and Health Insurance Portability and Accountability Act (HIPAA).

13. RECORDS MANAGEMENT LANGUAGE FOR Records Management Language for PERFORMANCE WORK STATEMENT (PWS):

The following standard items relate to records generated in executing the contract and should be included in a typical procurement contract:

a. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

b. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

c. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

d. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

e. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

f. The Government Agency owns the rights to all data/records produced as part of this contract.

g. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

h. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

i. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

j. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.