36C24225Q0051.docx

SUBJECT*

Hazardous Materials Disposal Services (VA-25-00005880)

GENERAL INFORMATION

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs Samuel S . Stratton VA Medical Center 113 Holland Avenue (2-90NCA) Albany NY 12208-3410

POINT OF CONTACT*

Division Chief Anthony Murray Anthony.Murray2@va.gov

PLACE OF PERFORMANCE

POSTAL CODE

ADDITIONAL INFORMATION

Sources Sought Notice

DESCRIPTION

Sources Sought Notice

1. This is a Sources Sought Notice

(a) The Government does not intend to award a contract on the basis of this Sources Sought or to otherwise pay for the information solicited.

(b) Although "proposal," "offeror," contractor, and "offeror" may be used in this sources sought notice, any response will be treated as information only. It shall not be used as a proposal. The Government is seeking information for market research purposes only.

(c) Any information received from a contractor in response to this Sources Sought may be used in creating a solicitation. Any information received which is marked with a statement, such as "proprietary" or "confidential," intended to restrict distribution will not be distributed outside of the Government, except as required by law.

(d) This Sources Sought is issued by VISN 2 Contracting Office in Albany, NY for the purpose of collecting information about VA Northport Hazardous Waste Disposal and VA Bronx Hazardous Waste Disposal. The VA is seeking to provide for these requirement as of December 18, 2024, to replace an expiring contract at the Northport VA location(s) and as of February 1, 2025 to replace an expiring contract the Bronx VA location. The NAICS code identified for this requirement is 562112 Hazardous Waste Collection with a small business size standard of $47M. The requirement is detailed in the Statement of Work section of this document.

(e) Cursory market research has identified small businesses that may be able to provide for this requirement. Contractors that are able to meet the requirements in the attachment and possess an interest in performing these service, are encouraged to email a capability statement and full information to Contracting Officer Anthony Murray at Anthony.Murray2@va.gov and Contract Specialist Charles Collins at Charles.Collins@va.gov.

- Part of the purpose of this Sources Sought Notice is to determine the viability of set aside to a specific socio-economic category (service-disabled veteran owned small business, veteran owned small business, women owned small business, HUB Zone, 8(a), small business). Interested parties MUST provide company/individual name, a capability statement, examples of same or similar work performed at other facilities, DUNS number and address, point of contact and social-economic.

If a contractor is a Service-Disabled Veteran-Owned Small Business (SDVOSB), a Veteran-Owned Small Business (VOSB), or any other special category of contractors, then contractor is responsible for providing documentation in support of this. This information will be used to determine the viability of a set aside for this requirement. If any of the requested information is not supplied with the response, this may result in the contractor not being considered in the Government’s Procurement Strategy.

The following information is required for determining procurement strategy and viability of sources. Failure to provide all of the requested information may result in your company being found non-responsive to the posting. Contractor must identify which site(s) it is interested in providing services for:

Set aside requirements have limitations on subcontracting. This service is located at Northport VA Medical Center 79 Middleville Road Northport, NY 11768 and at James J. Peters VA Medical Center 130 West Kingsbridge Road Bronx, NY 10468. Contractors must provide their physical site location and supporting documentation. Given your location and proximity to the service site(s), how do you plan to accomplish self-performance of this work?

If your intention is to subcontract work, what tasks will be performed by you as the prime contractor? What tasks will require a subcontractor due to your inability to perform them within your company?

How many years’ experience does your company have in performing tasks of this nature, of this scope and this complexity? How many years of service do your proposed technicians have performing tasks of this nature, this scope, and this complexity? How many years does your proposed subcontractor have in performing tasks of this nature, this scope, and this complexity?

How many jobs of this of this nature, of this scope and this complexity have you performed in the past five years?

How many certified/licensed technicians does your company currently employ (this does not include subcontracted technicians)?

- Contractors shall also identify any Federal Supply Schedules that may carry the desired services.

- Contractors shall identify pertinent point of contact for company, contractor DUNS number for size standard and socioeconomic verification in SAM and VIP, as well as for any intended subcontractors.

- Contractor shall provide 2 to 3 instances of past experience which demonstrate that they are a firm regularly engaged in this type of work, to include subcontractors for those jobs.

- Contractor shall provide a listing of any teaming agreements they intend to employ in the performance of this requirement if awarded.

- Contractor shall supply proof of any applicable certification or training required to meet the regulatory requirements, if applicable.

- Contractors shall include any relevant comments about the Attachment(s) if applicable.

The draft Statement of Work for the Northport location and Bronx location are attached to this notice. These two requirements will be solicited separately. When the solicitation is issued a final version will be provided. Please provide any questions of clarifications with the current draft as part of your response to this notice.

The Limitation on Subcontracting – Certificate of Compliance Clause is attached. Please complete this as part of your response.

Page 1 of

STATEMENT OF WORK (SOW)

REGULATED MEDICAL WASTE (RMW) Removal

1. GENERAL:

James J. Peters VA Medical Center has a requirement for removal and disposal services of regulated medical waste (RMW). Contractor shall be responsible for allocating all equipment and personnel, including back-up resources, to meet all requirements for the management of the regulated medical waste at the James J. Peters VAMC. The waste services shall not only include the collection and disposal of the waste, but also the training and support required to ensure compliance with all Federal, State, and Local regulations. The Contractor must have relevant experience in providing waste management services. The ability to provide waste audits and to properly separate waste streams is crucial to this requirement. The Contractor must be able to assist the facilities in properly profiling their waste and reducing the volumes of waste. The Contractor shall clearly show a plan that will easily measure the reductions in volumes on a monthly basis. It shall be the responsibility of the Contractor to provide the tracking and reports in a timely manner, and action plans to address any shortfalls.

2. BACKGROUND:

James J. Peters VAMC is an integrated healthcare system comprised of Medical Center and community-based outpatient clinics located in Queens, Yonkers and White Plains, NY.

James J. Peters VAMC provides ambulatory care, primary care, and secondary care in acute medicine and surgery, specialized tertiary care, transplant services, spinal cord injury, outpatient care, and a full range of extended care and mental health services.

3. PERIOD OF PERFORMANCE:

1 January 2025 – 31 December 2025; plus three 12 months Option year.

4. PLACES OF PERFORMANCE:

James J. Peters VA Medical Center 130 West Kingsbridge Road Bronx, New Yor 10468

Medical Waste Locations:

The Medical Center has on-going construction in several locations. Quantity of sharp containers needed in those area is not known at this time. Due to construction and/or movement of departments, location of sharps containers may change.

The Government shall be responsible for properly packaging and storing bio-hazardous infectious waste until pickup by the Contractor.

5. FREQUENCY OF SERVICE(s) PROVIDED:

Current Services Only:

Estimated Annual Volume:

53,908 lbs. of RMW 51,103 lbs. of Sharps

6. DAYS AND HOURS OF OPERATION:

Monday – Friday, 8:00 a.m. to 4:30 p.m. excluding federal holidays.

7. PERFORMANCE REQUIREMENTS:

a. The contractor shall provide creative, efficient and innovative solutions that demonstrate the contractor’s ability to properly understand and perform the services of this requirement. The contractor shall demonstrate technical solutions and approaches that exhibit the contractor’s experience and qualifications in providing these services. The contractor shall be required to provide an updated inventory list within 2 days of request, a demonstration of the resources, equipment and qualified personnel that are available to commit to this requirement. The contractor shall provide all labor, supplies, equipment, and disposal for the following services:

1) Regulated medical waste removal and disposal services

2) Waste audits

3) Training for waste stream to ensure compliance

8. REFERENCE/REQUIREMENTS: The requirements of the following agencies must be met at all times:

Applicable Publications: The contractor shall be responsible for complying with all publications, including but not limited to those identified below, in effect at the time of the proposal and all future updates:

· Food and Drug Administration (FDA) Quality System Regulation as stated in 21 CFR Part 820

· Occupational Safety and Health Administration (OSHA)

9. REGULATED MEDICAL WASTE MANAGEMENT AND DISPOSAL (RMW):

The Contractor will provide the following:

A. Fully describe the methods and procedures being proposed to perform the regulated medical waste removal services.

B. Demonstrate a full knowledge of the regulated medical waste industry.

C. Demonstrate the ability to provide the training required for these services to ensure compliance.

D. Provide evidence of the proposed types and quantities of vehicles, equipment for collection, other related equipment and personnel proposed to provide the required regulated medical waste collection and disposal services.

E. Explain how the shipping papers shall be prepared to ensure the waste is properly tracked once it is transported off site for treatment. The shipping papers are to be in compliance with the requirements for the US DOT.

F. Provide flexibility and responsible management of the services to ensure the needs of the facility are met.

G. Provide the proposed methods, procedures, personnel and equipment for entering data, producing reports, receiving and documenting customer service requests, receiving and transmitting e-mails and faxes and making copies of documents as needed.

H. Provide containers designed and dedicated solely for the collection of regulated medical waste. The only use for these containers shall be for the transportation of regulated medical waste. The contractor must describe the containers proposed. Boxes shall not be acceptable for the packaging of the biomedical waste, only carts shall be used to minimize handling by the staff at the facilities.

I. 2 – 17 gallon red containers that are closeable, puncture resistant, leakproof on the sides and bottom affixed with the appropriate warning labels.

J. Wall mounted containers that can accommodate 2-1/4” vertical/direct drop openings and horizontal openings.

K. 2-gallon red containers to have approximate measurements of 15.1” x 4.73” x 12.5”.

L. 4-gallon red containers to have approximate measurements of 21.25” x 6.81” x 12.25”.

M. 17-gallon red containers to have approximate measurements of 24.75” x 17.5” x 13.25”.

N. Containers to have a viewing top or viewing window measuring at least two inches by three inches to allow viewing of the level of sharps inside the container.

O. Wall mounted containers must be separate from the wall mounting cabinet and be contained within the separate mounting cabinet.

P. Outer cabinet must incorporate a key locking system to ensure that container is not removed by unauthorized personnel.

Q. 40 keys to be supplied to the Chief of Environmental Management Service in the event wall mounted containers need removal prior to scheduled pick up.

R. 20 additional wall mounted containers will be provided in the event an existing container requires removal prior to the scheduled pick up.

S. Sharps containers used on countertops must include a stability base to meet regulatory requirements.

T. Provide leak and puncture proof reusable red containers with lids that can be secured for transportation of the regulated medical waste.

U. Provide labeling on all containers of regulated waste with the following information at a minimum:

a. Name of transporter or immediate handler.

b. “Regulated Medical Waste”

c. UN3291

d. Bar-coded labels identifying the generator

Regulated medical waste liners shall be provided by the Contractor for the containers provided on each delivery. The liners shall meet the following certifications:

1. Impact resistance as prescribed in ASTM D 1709.04

2. Tear resistance as prescribed in ASTM D 1922.03a

The containers must be designed so it can be easily and safely handled by the VA staff. It should also be designed so that it can be easily secured and transported within the facility by the VA staff. The size of the red container must be in the range of 30 to 200 gallons and must be preapproved by the Chief of EMS. Pictures and specifications of containers must be submitted with quote. The Contractor must ensure that containers being delivered to the sites are sanitized and disinfected. Sanitation shall be accomplished by washing at 180 degrees Fahrenheit or higher with a bleach-based solution approved prior to award.

Full containers shall be removed from the designated storage area at each using area and replaced with empty containers. The replacement containers are required to be sanitized and disinfected. The replacement containers shall be placed within the designated empty container storage area at each site. Delivery and pickup must be made at a time agreed upon by the Chief of Environmental Management Service along with the COR. Scheduled arrangements shall be made in the best interest of the VA to ensure ample dock space is available. Pick up sites and required pick-up schedules are identified during the site visit. If identified items are not picked up as scheduled, verbal and written communication is required with the COR stating why they could not pick up, provide corrective action and a new schedule within 24 hours. Corrective actions require Chief of Environmental Management Service and COR approval prior to proceeding.

Note: Scheduled pickup and delivery schedules are subject to change upon agreement by the Chief of Environmental Management Service along with the COR and the Contractor.

Transportation vehicles shall be equipped with fully enclosed leak-resistant cargo body maintained in a sanitary condition and secured when left unattended. Vehicles shall bear the transporter's name, state permit number if required, and the words "Regulated Medical Waste" on the sides of the body. Waste shall not be subject to mechanical stress. Regulated medical waste shall not be combined with other wastes, such as solid waste or recyclables. Regulated medical waste shall be secured prior to leaving the VA facility. The waste shall remain on the permitted vehicle at all times and shall be unloaded at the appropriate disposal or transfer facility. The facility shall be permitted to accept regulated medical waste. Permits of the facilities shall be provided as part of the contractor’s proposal.

Contractor shall immediately notify the appropriate agencies, and the generator, if a vehicle is involved in a spill or accident which renders the vehicle non-compliant with applicable rules and regulations.

The contractor shall furnish, sign, and date a properly prepared manifest prior to removing the regulated medical waste from the facility. The VA designated employee and the transporter shall certify that the manifest data matches the contents of the load to be transported. A ticket or copy of the manifest will be left with the facility to verify the waste has been removed. No ticket or manifest shall be accepted as valid if not signed by the COR or designee. The contractor shall deliver the waste to an authorized disposal facility. The disposal facility shall sign the manifest to verify that the regulated medical waste has been delivered and accepted. The contractor shall maintain a copy of the manifest for a minimum of 3 years and shall return a copy of the manifest to the generator, assuring final disposal. All manifests are to include number of containers picked up by size and poundage, location, dates for pickup, destruction certification, manifest number and all required signatures.

The VA reserves the right to thoroughly inspect the Contractor's disposal facility to assure acceptable standard of performance. The Contractor shall provide documentation supporting/demonstrating weighing equipment is tested at least annually for accuracy, properly maintained, calibrated, and operated. Credit shall be provided to the Medical Center whenever it is determined that over-charges result from defective weighing equipment.

Contractor shall maintain a log of regulated medical waste shipments. The log shall identify the quantities of regulated medical waste shipped.

Performance monitoring will be conducted by the COR of any discrepancies or deviations for the requirements of the Statement of Work.

10. WASTE AUDIT

The Contractor shall provide to the James J. Peters VAMC an annual waste stream survey to include a formal written report after completion, in which contractor specifically reviews the waste generation and waste flow within a facility to determine areas of opportunity for waste reduction and elimination.

Once a clear reduction plan is approved, the Contractor and the VA will implement the program. Contractor and VA will develop internal relationships with generators and work with them to achieve the program's goals. Contractor and VA will train generators on the different types of waste in their area (infectious, noninfectious and recyclable) and where to properly dispose of it. The contractor shall monitor and track cost, regulated medical waste generation by type and location, and training records for employees. All training records shall be sent electronically to the Chief of Environmental Management Service and the COR.

Contractor understands that they shall also be required to provide subsequent briefing and in-service training for James J. Peters VAMC. This training shall be conducted at no cost to the VA. Dates and times of training will be mutually agreed upon between the Contractor and the COR.

The Contractor shall provide training for three shifts to include initial training, learning material and certificate of completion for Environmental Management Service personnel on any new procedures relative to the handling/processing of regulated medical waste. This shall be scheduled (if necessary) by the COR after awarding of the contract. Cost for these services shall be provided at no additional cost to the VA and limited to once annually.

The Contractor provides a monthly tracking reporting system that shall allow for the James J. Peters VAMC to track all regulated medical waste from the point of generation as a means to identify waste poundage and classification. This report shall clearly demonstrate the facilities classification of wastes and opportunities for reduction. The report shall track all waste streams- regulated medical waste, sharps wastes, and plastic diversion. The report shall also provide recycling factoids for sharps (ie. Pounds and diversion rates). The Contractor shall be responsible to submit to the COR and a sample of the proposed report required for the approval of the COR. This sample shall be submitted within ten (10) calendar days of receipt of the Notice of Award.

11. TRAINING REQUIREMENTS

Due to the health and safety risks (especially Bloodborne Pathogens) associated with this requirement, the Contractor’s methods, procedures, training and other controls that are proposed must allow the performance of the tasks with no adverse effects from the risk factors.

The training plan shall demonstrate a good working knowledge of the US DOT, US Occupational Health and Safety (OSHA), and other applicable regulations that govern the health and safety risks involved in the handling and shipping of regulated medical waste. The contractor must be able to provide, at a minimum, the following training:

- US DOT

- HAZMAT Familiarization

- Function Specific

- Shipping Papers

- Proper Packaging

- Safety

- Security Awareness/In-Depth Security

- OSHA Bloodborne Pathogens Standard

- Waste Minimization

- Universal Waste

12. SPECIAL CONTRACT REQUIREMENTS

a. QUALIFICATIONS:

The Contractor shall:

1. Demonstrated at least three years experience servicing at least three similar size hospitals by submitting a list of references including telephone numbers, addresses, and contact names.

2. Provide a plan to demonstrate that they are capable of providing ongoing requirements and services in the event of service disruptions for any reason. Contractor shall provide information for primary and back-up sites for the following: regulated medical waste disposal services and reusable sharps container exchange services.

3. Provide a complete background of their company as well as any company utilized to sustain this contract. Information will include but is not limited to: company’s full legal name, primary business address, all other office locations (city and state), and history, along with the number of years in business.

4. Demonstrate their capacity to handle the needs of the James J. Peters VA Medical Center. Site visit is required before it is awarded, in order for the vendor to understand the job.

5. Have in place and maintain a satisfactory contingency plan to meet the requirements for regulated medical waste disposal in cases where such waste cannot be handled by or at the primary transportation and/or processing facilities due to interruption of services or failure of equipment. Contractor shall incur all cost associated with fulfilling this contingency plan at no additional expense to the Government. Contractor shall be liable for all expenses incurred by the Government due to the contractor's inability to perform in accordance with these requirements.

6. Contractor is required to identify any subcontractors and suppliers. Contractor is responsible for supervision, contract compliance and obtaining any necessary documentation from their subcontractors or supplies performing under this contract. If the contractor intends to utilize subcontractors and suppliers other than those initially identified, operating licenses, permits, certificates and any other forms required by regulatory agencies for the new facility must be submitted to the Contracting Officer no later than thirty (30) days prior to change. Any and all cost increases to meet additional regulatory requirements caused by such change of disposal facilities or any other contractor action relative to transport, storage, and/or disposal of regulated medical waste shall be borne by the contractor.

b. CONTRACTOR PERSONNEL

1. The contractor shall provide a contract manager who is responsible for the performance/coordination of work defined in this contract. The name and phone numbers (during and after hours) of this person and alternate(s), who shall act for the contractor when the manager is absent, shall be designated in writing to the Contracting Officer no later than fifteen (15) days prior to the contract start date. The contract manager and alternate(s) shall be able to understand, read, fluently speak, and legibly write the English language. This person may perform services under this contract in addition to contract management duties. The contract manager or alternate shall have full authority to act for the contractor in all contractual matters relating to daily operation of this contract. All changes must be provided in writing to the Contracting Officer no later than forty-eight (48) hours prior to the implementation of such changes.

2. Contractor shall provide their employees with appropriate protective clothing, equipment, and apparel as prescribed by the Occupational Safety & Health Administration (OSHA). The technician shall be dressed neatly in appropriate uniform and wear an identification badge at all times when servicing at the VA facility.

3. Contractor shall provide details of what training their employees undergo. Contractor shall be available for consultation and education to Medical Center's staff on the proper use of reusable sharps containers.

4. The contractor shall provide all training necessary to perform the work as defined in this contract. Training shall not hamper the quantity, quality, or timeliness of work requirements of the contract.

5. The contractor shall ensure that all employees understand the risks involved with regulated medical waste and are trained in specific procedures to handle spills on the VAMC premises, and in route to a treatment facility.

6. Contractor employees who pick up regulated medical waste from the VAMC are identified as being susceptible and/or occupationally at risk to certain biological hazards. The contractor shall provide these employees with the required immunizations.

Contractor employees may be subject to screening for COVID-19 and may be denied entry to the facility if they fail to pass screening protocols. Contractor must immediately notify the COR if contract performance is jeopardized due to contractor employees being denied entry into the facility.

c. PERSONNEL POLICY:

The Contractor shall assume full responsibility for protection of the personnel furnishing services under this contract. To carry out this responsibility, the Contractor shall provide the following for these personnel:

· Workers compensation

· General liability insurance in a minimum amount of $500,000.00.

· Income tax withholding, and

· Social security payments

13. PROTECTION OF GOVERNMENT PROPERTY:

During work execution, the Contractor shall take special care to protect Government property including interior and exterior buildings, furniture, walls, baseboards, and other surfaces. Damage resulting from Contractor operations shall be repaired by the Contractor, including painting, refinishing, or replacement (if necessary), at no additional cost to the Government. Materials are to be the exact same type as what was damaged. If material is no longer manufactured, VA approval is required of the replacement material prior to installation. Contractor shall be responsible to meet all OSHA/Safety requirements in the performance of the work. This shall include but not be limited to taking all the necessary precautions to protect the patients, visitors and/or staff at each location. Contractor shall be held responsible for any injuries and/or damage, which may be caused as a result of the Contractors failure to adhere to these requirements.

14. PRE-AWARD SURVEY:

Prior to the beginning of the performance of this contract, the VA may conduct a pre-award survey to assess the Contractor on the following conditions:

Failure of adequate performance of any of the above pre-award aspects may be taken into consideration during the Technical Evaluation process in determining the offeror’s ability to successfully perform the services.

15. PERMITS AND RESPONSIBILITIES:

The Contractor shall, without additional expense to the Government, be responsible for obtaining any necessary licenses and permits, and for complying with any applicable Federal, State, and Municipal laws, codes, and regulations in connection with the prosecution of the work. This includes acquiring any installation listed in this contract. The Contractor shall be similarly responsible for all damages to persons or property. The Contractor shall take proper safety and health precautions to protect the work, the workers, the public and the property of others. Contractor shall also be responsible for all materials delivered and work per-formed until completion and acceptance of the entire work.

16. QUALITY ASSURANCE PLAN:

The ability to successfully provide the number and types of services required on a daily basis over an extended period of time requires a good Quality Assurance Plan. The required services shall be delivered within the normal working hours (8A-4:30P), while meeting the quality standards required. The Contractor shall identify the methods and procedures to be used to ensure that the quality standards are met for regulated medical waste. The Contractor shall focus on delivering the primary services of collections, consolidation, transportation, shipping and disposal in a manner the meets the requirements. The Contractor shall identify the key staff members who will carry out the requirements.

17. COMMUNICATION:

The contractor shall explain the communication plan for employees and subcontractors. Highly functional and efficient data and voice communications are critical for successfully performing the contract requirements. The Contractor must be capable of sending and receiving e-mails and faxes, communicate with the Project Manager, communicate with service vehicles regularly to determine locations and relay service related messages, and send/receive electronic data files. Communication shall be critical in ensuring no interruption of services. Communication shall include how waste will be collected, manifested, and treated. It is important that the biomedical waste be collected every 28 days, and the “incinerate only” waste is properly handled. The communication shall be very important to ensure compliance. The Contractor shall provide the COR, CO and Chief of Environmental Management Service a formal letter stating key staff with name and contact information.

18. PROJECT MANAGEMENT:

Contractor shall provide a highly qualified project manager with strong support from corporate management as this shall be essential to successfully performing these requirements day to day over an extended period of time. The assigned project manager shall identify the organizational structure proposed to direct these operations. The management team members shall be identified along with a description of qualifications and relative experience. The methods and procedures used to carry out this plan shall be specified, including the problem resolution procedures to be used in the event of service related or personnel problems. The Contractor shall identify the types of employee incentives used to encourage quality performance by Contractor staff. The plan shall specify the manager that shall be designated to meet with the Contracting Officer, at the Government’s convenience, for scheduled and impromptu meetings to discuss contractual issues. Resumes shall be provided for all members of the project management team and other key personnel requiring special skills. Contractors should not view this as simply a trash disposal service. This requirement is broad and diverse and requires an integrated, involved management approach to deliver these services successfully.

19. HEALTH & SAFETY:

Due to the health and safety risks (especially Bloodborne Pathogens) associated with this requirement, the Contractor’s methods, procedures, training and other controls that are proposed must allow the performance of the tasks with no adverse effects from the risk factors. The Health and Safety plan shall demonstrate a good working knowledge of the US DOT, US Occupational Health and Safety (OSHA), State of New York Department of Health and other applicable regulations that govern the health and safety risks involved in the handling and shipping of regulated medical waste. All tasks with potential health and safety risks shall be identified along with the proposed control measures to ensure minimal exposure to minimize risk. The Contractor agrees that his personnel and equipment are subject to safety inspections by Government personnel while on Federal property. The Contractor shall ensure that all personnel involved in the handling, repackaging, and transportation of the items listed herein shall be trained in the areas of spills, and general first aid procedures.

20. REPORTS:

The Contractor must demonstrate the reports that shall be provided to measure the reductions that are achieved in the volumes of waste. The Contractor shall provide this/these report(s) monthly. The report(s) must demonstrate the objectives that are being met, and action plans for the objectives that have not been achieved. The Contractor must explain how this shall be measured to ensure tracking that is consistent and accurate. The contractor shall be required to provide a waste audit report at least once per year. This report shall identify opportunities for reduction, health & safety risks, equipment reviews, and training requirements to achieve opportunities identified in the audit. The Contractor must demonstrate the training records and reporting that shall be provided. This must comply with the regulations as defined in the “Training” section.

21. CAPABILITIES AND RELEVANT CORPORATE EXPERIENCE:

The contractor shall describe the abilities of the contractor and any subcontractors to perform this work plus relevant experience. References to current or previous clients to whom similar services were or are being provided shall be included. Experience most relevant to this solicitation would be managing and providing a comprehensive waste and services program, including the required training and compliance services, similar to this requirement. Experience providing a comprehensive waste management program for an industrial generator or a residential area is less relevant; the services should be specific to a Hospital due to the unique needs and training requirements that face these facilities.

Capabilities shall be described in terms of equipment, management experience, qualified personnel, knowledge of the business and an organizational structure that is flexible and responsive enough to direct and support the services required herein. Strong capabilities would consist of demonstrating the available corporate financial resources, equipment, experienced management team and demonstrated experience of successfully managing a contract with complexities of service.

22. ADMINISTRATION

a. Facility Orientation: An initial orientation of the facilities will be conducted by the COR at the start of the contract. The contractor shall be responsible for conducting orientation for new employees thereafter.

b. Accident Reporting: In the event an accident occurs on the Department of Veterans Affairs property or involving Government personnel or property, the contractor shall contact the VA Police immediately. A report shall be provided to the Contracting Officer and COR in writing that shall include the following: (1) the time and date of occurrence; (2) the place of occurrence; (3) a list of personnel directly involved; and (4) a narrative or description of the accident to include chronological order of the accident and circumstances; (5) corrective action to prevent future occurrences.

c. Locations: The government reserves the right to modify the contract as needed to add or delete VA Locations.

d. Federal Holidays:

New Year’s Martin Luther King Jr. Day President’s Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veteran’s Day Thanksgiving Christmas Day

e. Invoice: Payment will be made upon receipt of a properly prepared, itemized invoice, validated by the COR, and submitted through the Tungstun System.

(1) A properly prepared invoice will contain:

1. Invoice Number and Date

1. Contractor’s Name and Address

1. Accurate Purchase Order Number

1. Itemization of pounds recycled and disposed

1. Price per pound

1. Dates service performed

1. Location of service performed

1. Total amount due

Statement Of Work Hazardous Waste Disposal

A. Background:

The Department of Veterans Affairs Medical Center in Northport, NY is seeking a requirements contract with Firm-Fixed-Price line items to a qualified firm with the capability and capacity for classifying, segregating, bulking, packaging, labeling, storing, transporting, treating, and disposing of hazardous waste, as well as emergency hazardous spill response. The contract performance shall be a base period plus four (4) one-year options.

B. Applicable Publications: The contractor shall be responsible for complying with all publications, including but not limited to those identified below, in effect at the time of the proposal and all future updates:

· 29 CFR 1910 Occupational Safety and Health Standards

· 40 CFR Subchapter C, Hazardous Materials Regulations, Part 171 through 179, 260-261

· 49 CFR Department of Transportation

· VHA Directive 7707 VHA Green Environmental Management System and Governing Environmental Policy

· VHA Directive 7705 Hazard Communication and Chemical Management

· 6 NYCRR Part 370 Hazardous Waste Management System

· 6 NYCRR Part 376 Land Disposal Restrictions

· 6 NYCRR Part374-3 Standards For Universal Wastes

· All applicable local codes, regulations, and standards for the state of New York to include Resource Conservation and Recovery Act (RCRA)

C. Period Of Performance:

D. Place Of Performance:

E. Scope:

The contractor must provide services that include classifying, segregating, bulking, packaging, labeling, storing, transporting, treating, and ultimate disposal or treatment of both Hazardous and Universal Wastes generated at the Northport VAMC. Typical hazardous wastes generated at this facility include, but are not limited to: pharmaceutical waste, biological hazard waste, flammable liquid waste, corrosive liquid waste, reactive, non-regulated waste, explosives, lab packs (incineration and treatment), mercury waste, lead paint chips, asbestos (limited to material resulting from in-house minor asbestos projects), silver rich effluents from photographic processes, compressed gas cylinders (all sizes), paint waste cans, used oil, U.S. Drug Enforcement Administration (DEA) Controlled Substances that are also subject to the Resource Conservation and Recovery Act (RCRA), universal waste, and mixed biological waste. Typical Universal Wastes generated at this facility include but are not limited to spent fluorescents bulbs & lamps, and batteries of all.

The contractor must provide services that include classification, labeling, packing, transport, and ultimate disposal of compressed gas cylinders including the classification, labeling, packing, transport, and ultimate disposal of propane cylinders, cylinders sized D through L and cylinders sized K through T. All compressed gas cylinders for disposal will have working valves and identifiable contents.

The Contractor must provide services that include classifying, segregating, bulking, packaging, labeling, storing, transporting, treating, and ultimate disposal of bulk oil and flammable liquids. Disposal or treatment will include the following:

• Bulk oil and flammable liquids with less than 10% water and/or solids.

• Bulk oil and flammable liquids with between 10%-50% water and/or solids.

• Bulk oil and flammable liquids with greater than 50% water and/or solids

The contractor must also provide emergency response plans to situations involving spill or release of hazardous waste and required abatement. The primary contractor and any subcontractors must possess the necessary technical expertise and resources required by all applicable federal, state, and local regulations including but not limited to 29 Code of Federal Regulations 29 CFR 1910.120, and 40 CFR Protection of Environment.

1. Waste Packaging, Disposal, and General Requirements

The VA will initiate orders by providing chemical name(s), quantities, and location of waste to be removed. The turnaround time for completion of this task order begins once the initial order information has been sent to the contractor.

The contractor must furnish all necessary labor, materials, tools, equipment, travel, transportation, documentation and disposal services for the classification, labeling, packing, transport and ultimate disposal or treatment of hazardous waste and universal waste generated at the Northport VAMC on an as needed basis. Work shall be performed in accordance with all applicable federal, state, and local regulations. The contractor shall be responsible for properly containerizing, classifying, segregating, labeling, storing, transporting, treating, and disposing of hazardous and universal waste. The contractor shall furnish all containers and packing materials.

Packaging of Waste will be in the most economical manner which shall minimize total cost to the Government.

Chemicals must be disposed of in the following priority:

1. Recycling of chemicals to another party for future use.

2. The processing of chemical waste (at a facility approved for such processing by an appropriate state or federal agency) in a manner that renders it no longer a hazardous waste as defined in the 40 CFR series. These processes include (but are not limited to):

i. Chemical neutralization and detoxification.

ii. Thermal treatment (e.g.: incineration, pyrolysis).

iii. Reprocessing or recovery followed by recycling/reuse.

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

3. Acceptance of the hazardous waste at a properly permitted treatment, storage, or disposal site does not constitute disposal and/or completion of the Contract. It is the contractor’s responsibility to obtain all necessary documentation to prove that the disposal of all items has been accomplished.

VA will maintain full occupancy of the site for the duration of the services required under this contract unless an exigent emergency requires localized evacuation (e.g., discovery of potentially unstable wastes). The contractor shall not hinder the daily operations of the Medical Center while performing services.

The Northport VAMC typically requires waste clean-outs 3 to 4 times per year. The clinics listed require service on a less frequent as needed basis.

Orders for waste clean-outs shall be completed to include disposal within ten business days of placement with the contractor.

On-site work at the Northport VAMC shall be performed by qualified individuals with appropriate training, and all required licenses and certifications. Training shall include the minimum required by law, including requirements of 29 CFR 1910.120 and should be supplemented with Occupational Safety and Health Administration (OSHA), Environmental Protection Agency (EPA), Department of Transportation (DOT) and New York State Department of Environmental Conservation (DEC) regulations.

Subcontractors personnel must be properly trained; licensed; and certified, and be accompanied by a qualified prime contractor employee (exceptions may only be made in the case of Emergency Response).

A Hazardous Waste Specialist must sign a Hazardous Waste Manifest QA/QC form and attest to the accuracy of the labeling, packaging and completed hazardous waste manifests for each service visit.

If removal of potentially explosive waste(s) is required; the contractor shall contact regulatory agencies (e.g.: NYSDEC, County Explosive Ordinance Team).

VA staff are prohibited from assist in the transport of hazardous waste from storage to transport vehicles and/or provide any labor, tools, or materials in the performance of this contract. All estimated quantities will be documented in Attachment A for pricing purposes from the contractor.

2. Key Personnel

The prime contractor must employ a minimum of (1) qualified Hazardous Waste Specialist with 49 CFR Part 172 Subpart H training certification who will be on site at the Northport VAMC when field work is being conducted. Appropriate handling of waste is essential for the safety of Government and contractor employees as well as cost containment.

A Hazardous Waste Specialist with a Certified Hazardous Materials Manager (CHMM) credential or its equal is required for administrative oversite, quality assurance and quality control.

3. Lab Packs

The contractor must properly containerize, classify, segregate, label, store, transport, treat, and dispose of lab-packs (several sealed containers of compatible hazardous wastes into a larger vessel along with packing material in order to transport the wastes to a disposal/incinerator facility) as needed. Lab Packs shall be prepared in the most economical way possibly while remaining compliant with all applicable regulations.

4. Waste Profiles

The contractor shall prepare profiles of chemicals (if needed) with information provided by the VA. The contractor shall be responsible for any required chemical analysis including (but not limited to) pH testing, solid content analysis, etc., which can be performed at the collection site. The contractor shall also identify and classify unknown waste using laboratory analysis and promptly provide the VA with analytical result in writing, as well as relevant hazard characteristics of the unknown substance(s). In the event that waste has been previously misclassified, the contractor shall promptly notify the VA and all appropriate governmental entities. The contractor is responsible for analytical cost associated with any misclassified waste.

5. Electronic Data Base for Manifests and Hazardous Waste Profiles

The contractor shall provide the VA access to an electronic, on-line data base for the management of hazardous waste to include: access to electronic copies of the facility waste profiles for review and approval, completed copied of the hazardous waste manifests, Bill(s) of Lading (BOLs) and all other information required to complete the NY State Annual Hazardous Waste Report as required by 6 NYCRR Parts 372, 373 and 483. (e.g., Description of Hazardous Waste; EPA Hazardous Waste Code(s); State Hazardous Waste Code(s); Off-Site Handler EPA ID Number; Quantity Received in Calendar Year Being Reported; Unit of Measure; Form Code(s); and Management Method Code(s), profiles of hazardous waste associated with health care, copy of completed hazardous waste manifest and capability of generating semi -annual hazardous waste reports identifying types and quantities of hazardous waste generated at the Northport VAMC.

The contractor shall provide electronic copies of hazardous waste manifests that are signed and dated by the Treatment Storage Disposal Facility (TSDF) within 30 days of waste shipment. The contractor shall ensure the Northport VAMC has been sent and received hard copies of signed and dated hazardous waste manifests within both New York State and federal regulated timeframes.

The Certification & Accreditation requirements do not apply. Also, a Security Accreditation Package is not required.

6. Emergency Response

The contractor shall be listed as the Emergency Responder of Record in the Medical Center’s Hazardous Waste Contingency Plan and/or Spill Prevention, Control and Countermeasure Plan as set forth in 40 Code of Federal Regulations (CFR) Part 265 and 40 CFR Part 112.

A telephone number for emergency response must be provided. In instances of hazardous waste spill or release emergencies, the contractor must arrive on site to initiate clean-up within two (2) hours of notification.