B.1 STATEMENT OF WORK (v2)

Statement of Work VISN 5 Regulated Medical Waste & Sharps Removal Services

A. GENERAL SCOPE

The contractor will provide all labor, packaging, collection, removal, transportation, equipment, supplies and services for pickup, disposal and proper treatment of Regulated Medical Waste (RMW) in accordance with Local, State, Federal laws and regulations.

These services are to include the following locations: West Virginia, Ohio, Virginia, and Kentucky, VA Maryland Healthcare System Medical Centers and Washington DC VA Medical Center and their associated CBOCs (Community Based Outpatient Clinic) within VISN 5, the Capitol Healthcare Network.

The VISN 5 facilities generate approximately 10 million pounds of waste each year (FY25 data), of which approximately 1 million is RMW.

1. For the purposes of this contract, RMW will include the following:

a. Cultures and Stocks: Cultures and stocks of infectious agents and associated biologicals, including cultures from medical and pathological laboratories;

cultures and stocks of infectious agents from research and industrial laboratories; wastes from the production of biologicals and antibiotics likely to have been contaminated by an infectious agent; discarded live and attenuated vaccines; and culture dishes and devices used to transfer inoculate and cultures containing microorganisms. This category also includes microbiology lab waste.

Note: This waste stream must be incinerated.

b. Pathological Waste: Human pathological wastes, including tissues, organs and body parts and body fluids that are removed during surgery or autopsy, or other medical procedures, and specimens of body fluids and their containers.

c. Research waste: Infectious agents used in research labs at the Biological Safety Level (BSL) 1, 2, and 3. Animal research waste such as animal blood and body fluid including animal tissues, body parts, bedding and carcasses.

d. Human blood and blood products: Liquid waste human blood and products of blood or items saturated and/or dripping with human blood, including serum, plasma, and other blood components, and their containers, which were used or intended or used in (1) patient care (e.g.; blood bag); (2) testing and laboratory analysis: (3) development of pharmaceuticals; and other articles containing dried blood that can be scraped off. Intravenous and catheter bags are included in this category when visible blood is in the tubing.

e. Sharps: Sharps that have been used in animal or human patient care or in medical research or industrial laboratories, including hypodermic needles, syringes (with the attached needles), Pasteur pipettes, scalpel blades, blood vials needles with pipettes, needles with attached tubing. Also included are other types of broken or unbroken glassware that were in contact with infections agents, such as used slides and cover slips.

f. Isolation waste: Biological waste and discarded materials contaminated with blood, exudates, or secretions from humans who are isolated to protect others from certain highly communicable diseases.

g. Unused sharps: The following unused, discarded sharps: hypodermic needles, suture needles, syringes and scalpel blades.

h. Trace Chemotherapy Waste (TCW): Any waste item that has come in contact with or could contain residual amounts of a chemotherapy agent but does not meet the definition of Resource Conservation and Recovery Act (RCRA) hazardous waste. Note: This waste must be incinerated.

i. Category A Waste: Waste contaminated with Category A infectious substances as defined in the Hazardous Materials Regulation (HMR) at 49 CFR parts 171- 180.

j. Scintillation Fluid: Cells/tissue samples with trace amounts of radioactive H-3 and C-14. Amounts are <.0005 micro curies which is considered non-radioactive by the Nuclear Regulatory Commission (NRC).

k. Any residue or contaminated soil, water, or other debris resulting from the cleanup of a spill of any Regulated Medical Waste; and waste contaminated by or mixed with Regulated Medical Waste.

2. The Government encourages the inclusion of additional proposed plans for RMW / Sharps management and minimization efforts regarding RMW/Sharps disposal at VISN 5 facilities.

3. The contractor will work with a designated Contracting Officers Representative

(COR) at each VA Medical Center, designated at the order level.

4. Estimated Quantities & Frequency of Pickups for RMW and Sharps are listed in Table A.4 below:

VISN 5

Facility Number

LOCATION /

FACILITY

AVERAGE

ANNUAL

RMW (No Sharps)

(LBS)

AVERAGE

ANNUAL

SHARPS

(LBS)**

FREQUENCY

OF PICKUPS

1 Baltimore VAMC 400,000 100,000 5x/Week

Baltimore VAMC

Annex 50 100 2x/Month

3 Loch Raven VAMC 200 2,000 Weekly

4 Fort Meade CBOC 50 450 Monthly

E. Baltimore County

CBOC

50 450 2x/Month

6 Glen Burnie CBOC 50 450 Weekly

7 Perry Point VAMC 12,000 2,000 Weekly

Pocomoke City

CBOC

50 100 Monthly

9 Cambridge CBOC 50 100 Monthly

10 Washington DC 200,000 100,000 Weekly

VAMC

11 Fisher House N/A N/A N/A

12 Charlotte Hall CBOC 100 300 Monthly

Montgomery County

/ Gaithersburg

CBOC

100 300 Monthly

Lexington Park

CBOC

50 300 Monthly

Southern PG County

CBOC

150 1,350 2x month

16 Southeast CBOC 50 300 2x month

17 Fort Belvoir CBOC 50 300 Monthly

18 Martinsburg VAMC 26,000 12,000 Weekly

19 Cumberland CBOC 120 480 Monthly

20 Ft. Detrick CBOC 120 480 2x Week

21 Franklin CBOC 120 480 Monthly

22 Hagerstown CBOC 120 480 Monthly

Stephens City

CBOC

120 480 2x Week

24 Harrisonburg CBOC 120 480 2x Week

25 Petersburg CBOC 120 480 Monthly

26 Huntington VAMC 21,000 9,000 Weekly

27 Charleston CBOC 50 550 2X Month

28 Gallipolis CBOC 50 50 Monthly

29 Lenore CBOC 100 100 Monthly

Eastern Kentucky/

Prestonsburg CBOC 120 480 2X Month

31 Clarksburg VAMC 11,000 4,000 Weekly

32 Braxton Co. CBOC 120 480 Monthly

Monongalia Co.

CBOC

120 480 Monthly

34 Tucker Co. CBOC 120 480 Monthly

35 Wood Co. CBOC 120 480 Monthly

36 Beckley VAMC 14,000 7,000 Weekly

Greenbrier Co

CBOC

120 480 Monthly

38 Princeton CBOC 120 480 Monthly

Table A.4

**Quantities for sharps are estimated, but replacement and incineration will be needed per facility. Pick up frequency will be determined at the station task order level.

5. Locations and Services Anticipated Start Date:

a. Baltimore VA Medical Center and CBOCs April 1, 2026 o Regulated Medical Waste o Disposable Sharps Program (Current) o Reusable Sharps Exchange Program (Optional)

b. Loch Raven VA Medical Center and CBOCs April 1, 2026 o Regulated Medical Waste o Disposable Sharps Program (Current) o Reusable Sharps Exchange Program (Optional)

c. Perry Point VA Medical Center and CBOCs April 1, 2026 o Regulated Medical Waste o Disposable Sharps Program (Current) o Reusable Sharps Exchange Program (Optional)

d. Washington DC VA Medical Center and CBOCs April 1, 2026 o Regulated Medical Waste o Reusable Sharps Exchange Program (Current) o Disposable Sharps Program (Optional)

e. Martinsburg VA Medical Center and CBOCs April 1, 2026 o Regulated Medical Waste o Disposable Sharps Program (Current) o Reusable Sharps Exchange Program (Optional)

f. Huntington VA Medical Center and CBOCs April 1, 2026 o Regulated Medical Waste o Reusable Sharps Exchange Program (Current) o Disposable Sharps Program (Optional)

g. Clarksburg VA Medical Center and CBOCs April 1, 2026 o Regulated Medical Waste o Disposable Sharps Program (Current) o Reusable Sharps Exchange Program (Optional)

h. Beckley VA Medical Center and CBOCs April 1, 2026 o Regulated Medical Waste o Disposable Sharps Program (Current) o Reusable Sharps Exchange Program (Optional)

Comprehensive list of all VISN 5 VA Medical Centers and Community Based Outpatient Clinics listed in Appendix A of this SOW. These services must be made available to all locations listed in Appendix A, when needed.

B. SPECIFICATIONS

1. CONTRACTOR QUALIFICATIONS

a. Contractor must be a permitted, licensed and insured transporter for regulated medical waste with US Department of Transportation (DOT) as well as each state they propose services. Contractor shall clearly identify any proposed sub-contracting of regulated medical waste removal services. Contractor shall submit all licenses and permits for collection, transportation and disposal of RMW for West Virginia, Maryland, District of Columbia, Kentucky, Ohio, and Virginia. Contractor shall hold party status to US DOT Special Permit 16279.

The contractor must be an established business in operations and licensed in all states for a minimum of 5 (five) years prior to the submission of their proposal and be able to provide references from other healthcare facilities. The contractor must describe methods and procedures proposed to perform the RMW service requirements. The contractor must demonstrate a full knowledge of the medical waste industry and must demonstrate the ability to provide the training required for these services. Contractor is required to provide a company vehicle inventory and a driver list with training records proposed for the performance of this contract. Contractor shall provide insurance cards for each vehicle proposed to confirm insurance coverage is in the name of the prime contractor.

b. The PRIME contractor must be registered and permitted with the West Virginia Department of Health and Human Resources Regulated Medical Waste Program as a Regulated Medical Waste hauling company. (contractor to provide valid Basic Business License in PRIME contractor name). The PRIME contractor shall provide US DOT party status to Special Permit 16279 for the transportation of Category A infectious substances.

c. The contractor will demonstrate compliance with the West Virginia Department of Environmental Protection (WV DEP), Environmental Protection Agency (EPA), Department of Transportation (DOT), West Virginia Department of Health and Human Resources (WV DHHR), and other applicable regulatory agencies. All licenses and permits shall be in order, up-to-date, and appropriate for the state in which the waste is generated in, proposed to be transported in, stored in or treated in for final disposal. All permits, registrations, licenses, insurance cards, certificates of insurance and training records shall be provided as part of the technical proposal. All shall be in the name of the PRIME contractor or the direct employees of the PRIME contractor. Any sub-contracting shall be clearly identified.

d. Contractor shall submit all licenses and permits for collection, transportation and disposal of RMW for Maryland, District of Columbia, and Virginia. The contractor must be an established business in operations and licensed in all states for a minimum of 5 (five) years prior to the submission of their proposal and be able to provide references from other healthcare facilities. The contractor must describe methods and procedures proposed to perform the RMW service requirements. The contractor must demonstrate a full knowledge of the medical waste industry and must demonstrate the ability to provide the training required for these services.

e. The contractor will demonstrate compliance with one or more of the following states/locations: Maryland Department of the Environment (MDE), Washington DC Department of Energy and Environment (DOEE), Environmental Protection Agency (EPA), Department of Transportation (DOT), Maryland department of Health (MDH), and other applicable regulatory agencies. The PRIME contractor must be registered and permitted by Maryland Department of the Environment as a Special Medical Waste Hauler. The Prime contractor shall be registered with the Department of Consumer and Regulatory Affairs with the District of Columbia (contractor to provide valid Basic Business License in PRIME contractor name). The PRIME contractor shall provide US DOT party status to Special Permit 16279 for the transportation of Category A infectious substances.

f. The contractor must be registered and listed as an approved Regulated Medical Waste hauling company with Maryland, DC, WV, and KY and must possess current Maryland, DC hauler licenses. The contractor shall also provide proof of insurance. The contractor shall provide a vehicle listing confirming their capabilities to provide the regulated medical waste disposal services. All vehicles must be properly placarded, and documentation must be provided by the shipper as detailed in the recordkeeping section of this SOW.

g. All licenses and permits shall be in order, up-to-date, and appropriate for the state in which the waste is to be stored, disposed of, or recycled. Permits will be submitted to the Contracting Officer before work is performed under this contract.

h. Contractor shall provide their capabilities for dealing with waste as the result of a public health emergency that could impact the VA facilities. Contractor shall address managing associated waste streams. Contractor shall specifically address the management of waste for Coronavirus as a category B infectious substance. Contractor shall also clearly demonstrate the ability to provide training, packaging, transportation and disposal for the management of Category A infectious substances (i.e. Ebola Virus). The VA realizes if a need to have Category A infectious substances shall occur, a cost proposal will be provided at that time. PRIME contractor shall provide in their approval for party status from the US DOT for transporting Category A infectious substances along with a written plan for how the waste will be managed if required

i. As part of this contract, the contractor will assist each facility, as needed in maintaining necessary compliance under the generator rules for their respective states. The contractor will permit unannounced site visits as determined by the COR. The contractor will remedy and/or return any material erroneously collected in their possession upon request.

2. LIABILITY AND INSURANCE:

a. WORKMEN’S COMPENSATION AND EMPLOYER’S LIABILITY: Contractors are required to comply with applicable Federal and State worker’s compensable and occupational disease statutes, if occupational diseases are not compensable under these statues, they shall be covered under the employer’s liability section of the insurance policy, except when contract operations are so commingled with a contractor’s commercial operations that it would not be practical to require this coverage. Employer’s liability coverage of at least $100,000 shall be required, except in states with exclusive or monopolistic funds that do not permit worker’s compensation to be written by private carriers.

b. LIABILITY AND INSURANCE COVERAGE: Satisfactory insurance coverage is a condition precedent to award of a contract. In general, a successful offer shall present satisfactory evidence of full compliance with State and Local requirement, or those below stipulated, whichever are the greater. More specifically, workmen’s compensation and employer’s liability coverage shall conform to applicable State law requirement for the service contemplated, whereas general liability and automobile liability of comprehensive type, shall in the absence of higher statutory minimums, be required in the amounts per vehicle used of not less than $20,000 per occurrence for property damage.

State approved sources of insurance coverage ordinarily shall be deemed acceptable to the Department of Veterans Affairs installation, subject to timely certifications by such sources of the types and limits of the coverage afforded by the sources.

c. EVIDENCE OF COVERAGE: Before commencing work under the contract, the contractor shall furnish to the Contracting Officer a certificate of insurance indicating the coverage outlined in preceding paragraphs and containing an endorsement to the effect, that cancellation of or any material change in the polices which adversely affect the interest of the Government in such insurance shall not be effective unless a thirty (30) day advance written notice of cancellation or change is furnished to the Contracting Officer. Evidence of coverage is required to be provided with contractor response.

3. REGULATED MEDICAL WASTE TRANSPORATION AND SHIPMENTS

The contractor shall provide all containers for the collection, storage, and shipment of RMW from each facility as specified in Appendix A at the quantities estimated in Table A.4 above. These numbers are only estimates and based on current operations.

Contractor should provide per container cost breakdown when submitting proposal.

4. WASTE TREATMENT AND DISPOSAL

The contractor will provide a list of all treatment and disposal facilities that may be used for the handling of all applicable waste streams in this SOW. Contractor shall provide a list of each site to be utilized and the permit number for each site. At a minimum the final destruction location will be permitted by the state in which it is located. The VA reserves the right to visit any final destruction company listed by the contractor.

5. REGULATED MEDICAL WASTE CONTAINERS AND MANAGEMENT

a. The contractor shall provide all necessary packaging for medical waste at each facility. The contractor shall provide all containers for the collection, storage, and shipment of RMW from each facility. The RMW containers will be clearly marked for the transportation of Regulated Medical Waste in compliance with all Federal, State, and local regulations. The contractor will clean and return the containers ready for use, free of debris. Plastic containers shall be sturdy, rigid, leak proof, impervious and capable of being sealed. The containers shall be stackable to allow for minimal storage space requirements. Fiber boxes shall meet the US DOT shipping requirements. Cleaning of containers shall be the responsibility of the contractor. The contractor shall maintain the containers and equipment in a state of satisfactory repair and appearance as determined by the Contracting Officer’s Representative (COR).

b. The contractor shall provide all labor, materials (containers, boxes, liners, sealing tape, carts) equipment necessary to remove, transport and dispose of all medical waste. The containers shall be designed and identified as dedicated medical waste containers for packaging, storing and transporting medical waste and shall be approved by the state of WV, MD, VA, OH, and KY, and the District of Columbia. All containers shall be marked in accordance with 49 CFR 178.503.

c. The contractor shall also supply red bags, labels and tape for the collection of

RMW. All RMW liners shall be certified as impact resistance as prescribed in STM D 1709.04 and tear resistant as prescribed in ASTM D 1922.03a.

d. The VA has trace-chemotherapeutic waste and pathological waste generated as well. The contractor is required to provide “incinerate only” labels for facilities that are not requiring incineration for all their medical waste and sharps. The RMW containers will be red, and any chemotherapy bags, totes, boxes, or containers are to be yellow.

e. Contractor shall make scheduled pickup of the containers from designated areas within VISN 5 facilities and load them safely into a dedicated medical waste truck. Contractor shall only use vehicles and drivers that have been properly licensed and have all the required permits to remove medical waste as governed by all local, state and federal statutes and regulations. All waste will be transported to an approved treatment site. Contractor is responsible for providing an acceptable back up plan to ensure adequate disposal if primary method of disposal is inoperable.

f. The contractor WILL NOT collect any waste that is improperly packaged, leaking, overweight, damaged containers or any containers/waste that cannot be treated, transported or disposed of in a lawful manner or that may cause harm to public health or the environment. The contractor will inform the COR of any deficiencies identified before leaving the premises. The contractor will take safety precautions necessary to protect the lives and health of the occupants of the building. Any deficiencies specified by the COR will be corrected immediately by the contractor.

g. Within the Baltimore VAMC the contractor will be required to supply 200-gallon

US DOT compliant carts for the transportation of RMW throughout the site. The carts should be able to latch and be leak-proof.

h. The contractor shall also supply reg bags, labels and tape for the collection of

RMW. All RMW liners shall be certified as impact resistance as prescribed in STM D 1709.04 and tear resistant as prescribed in ASTM D 1922.03a.

i. Containers needed to support the VISN 5 RMW and Trace Chemo Waste

(TCW) disposal are as follows:

TABLE B.5.i. Annual Quantities per VAMC

Item

Container Type

Size Balt.

Loch

Raven Perry Point

DC Martin. Hunt. Clark. Beck.

RMW

Overpack boxes

15-20 gallons

600 150 300 800 600 600 300 150

RMW

Cardboard Boxes

25-30 gallons

2400 500 1000 3000 2400 2400 1500 1000

RMW

Totes

25-30 gallons

1560 100 100 1000 100 100 100 100

RMW

Totes

(Wheeled)

95-100 gallons

50 50 50 50 50 50 50 50

RMW

Carts

150-200 gallons

40 0 0 0 0 0 0 0

6 TCW Bags 7-10 gallons 600 600 600 600 600 600 600 600

7 TCW Bags 30-35 gallons 100 100 100 100 100 100 100 100

TCW

Containers 8-10

Gallon 50 50 50 50 50 50 50 50

TCW

Totes

(Wheeled)

95-100 Gallon

0 0 0 0 0 0 0 0

10 Container 30-yd rolloff

0 0 0 1 0 0 0 0

-Note: Actual quantities will be dependent on expansion/contraction of clinical services. Quantities will be definitized at task order level.

6. SHARPS SERVICES (Reusable & Disposable)

a. Huntington, Loch Raven, and Washington DC VAMCs are currently utilizing reusable sharps containers at their facilities. All other VISN 5 facilities are currently utilizing disposable sharps containers. At this point there is no expectation that reusable sharps containers will be used at the other facilities, however if it is determined to be needed in the future, a bilateral modification will be incorporated by means of vendor quotation. The same bilateral modification will be incorporated should a facility using a reusable sharps exchange program go to disposable containers. Once determined to be fair and reasonable by the Contracting Officer, this change will be within the scope of this IDIQ.

b. The contractor shall provide the FDA (510K) approved and compliant sharps containers and all mounting hardware or carts/dollies that are required. NO sharps containers are allowed to sit directly on the floor without a dolly or cart.

The contractor will use reusable sharps containers that are closable, puncture resistant, leak proof on the sides and bottom, and labeled or color coded in accordance with 29CFR1910.1030(G)(1)(I) and in compliance with US DOT shipping requirements. We realize that there are multiple manufacturers for reusable sharps containers. Contractors shall provide their proposed container specifications and fully explain the decanting and decontamination processes.

The sizes will be as follows for purposes of this solicitation:

i. Extra Small Counter Containers (counter mounted containers, ranging in size from 1-3 Quarts)

ii. Small Counter Containers (counter mounted containers, ranging in size from 1-4 gallons)

iii. Small Wall Mounted Containers (wall or counter mounted containers, ranging in size from 1-4 gallons)

1. If wall mounted, a locking cabinet may or may not be provided and installed by the contractor, with the approval of the COR/facility mgmt. staff prior to any installation. CLINS reflect both options and should be priced accordingly.

iv. Medium Containers (mostly floor, in dollies or carts, some can be wall mounted, ranging in size from 8-11 gallons

v. Large Containers (floor, in dollies or carts, ranging in size from 15-20 gallons)

c. Contractor will provide full container exchange services or self-service options.

The contractor is required to provide their method of servicing the containers for the full-service facilities to the COR. This shall include the proposed service days, frequencies for the technicians, and a detailed plan for exchange/pick up at the designated locations included at the task order level. The contractor will provide backup sharps containers that are included at the task order level in the event of a spill or uncommon occurrence, such as the destruction of recalled sharps. Any container between half and three-quarters full will require exchange for an empty container.

i. Full Container Exchange Services: This service involves the contractor deploying staff to each facility to remove full sharps containers and transport them offsite. When a full container is removed from a location within the facility, the contractor will replace it with an empty container in the same spot.

ii. Self-Service: In this option, the Government is responsible for removing the individual containers. The contractor will then collect the accumulated sharps at a designated central receiving point and transport them offsite. Upon pickup, the contractor will exchange full containers with empty containers on a one-for-one basis.

d. For the Huntington VAMC: The Sharps exchange must be done on Tuesdays and must be done between the hours of 6:30 am and 3:00 pm. The truck that will take the containers offsite for disposal will be onsite for pickup on Fridays, between the hours of 6:00 am and 12:00 pm.

e. For the Washington DC VAMC: The contractor shall supply disposable sharps containers to the following facilities: Gaithersburg CBOC, Southeast CBOC, Southern PG County CBOC, St. Mary’s CBOC, Southern Maryland CBOC.

Containers should be supplied when pick-ups occur. Sites are using 3-gallon BD horizontal drop, 10-gallon BD, 5 qt BD containers, and 5 qt Covidien containers. Quantities vary at each site, with extra containers necessary during flu season.

f. The contractor shall provide the installation of all new reusable equipment including brackets, dollies, and /or cabinets. The contractor shall provide transportation and disposal of all disposable containers

g. Contractor shall provide and maintain a detailed plan of all locations of all sharp’s containers, sizes, brackets, dollies, and other equipment. This inventory shall be updated annually to confirm all sizes, equipment and locations are kept current.

h. Sharps will be picked up (1-2) times per week. Contractor will bring cleaned and disinfected replacement containers with each service to ensure adequate equipment is on-site at all times.

i. Contractor will provide a dock exchange program for the sites that are using the self-service model. Current container location inventories will be provided.

j. Containers needed to support the VISN 5 Sharps disposal are as follows:

TABLE B.6.j. Annual Quantities per VAMC

Item

Container Type

Size Balt.

Loch

Raven Perry Point

DC Martin. Hunt. Clark. Beck.

XS Sharps Container (Counter)

1-3 quarts

20 20 20 20 20 20 20 20

SM Sharps Container (Counter)

1-4 gallons

250 250 250 250 250 250 250 250

SM Sharps Container

(Wall Mount)

1-4 gallons

600 100 300 650 400 400 100 100

MED Sharps

Container (with cart)

8-12 gallons

50 10 50 75 50 10 10 10

LG Sharps Container (with floor dollies)

15-20 gallons*

300 200 200 100 300 350 300 250

-*Containers can be provided within size range for each type; vendor to provide dollies to ensure containers not on floor and can be closed.

-Note: Quantities are estimated and will be dependent on expansion/contraction of clinical services. Quantities will be definitized at the task order level.

k. Each CBOC, listed in Appendix A, should be expected to require the following Sharps containers at a minimum, however, need will be definitize at the task order level:

i. 5 Extra Small (XS) Counter mounted Sharp Containers

ii. 5 Small (XS) Counter mounted Sharp Containers

iii. 5 Small (SM) Wall Mounted Sharps Containers (Reference B.6.)

including Locking Cabinets

iv. 2 Large (LG) Sharps Containers (Reference B.6.) including Carts/Dollies

7. PACKAGING/ONSITE COLLECTION

a. The contractor will provide onsite packaging in accordance with Department of

Transportation (DOT) requirements prior to shipment.

b. Contractor shall make scheduled pickup of the containers from designated areas within VISN 5 facilities and load them safely into a dedicated medical waste truck.

Contractor shall only use vehicles and drivers that have been properly licensed and have all the required permits to remove medical waste as governed by all local, state and federal statutes and regulations. All waste will be transported to approved treatment sites. Contractor is responsible for providing an acceptable back up plan to ensure adequate disposal if primary method of disposal is inoperable.

c. The contractor WILL NOT collect any waste that is improperly packaged, leaking, overweight, damaged containers or any containers/waste that cannot be treated, transported or disposed of in a lawful manner or that may cause harm to public health or the environment. The contractor will inform the COR of any deficiencies identified before leaving the premises. The contractor will take safety precautions necessary to protect the lives and health of the occupants of the building. Any deficiencies specified by the COR will be corrected immediately by the contractor.

d. Locations of containers may be changed at any time in accordance with direction from the COR and approval from the Contracting Officer.

e. At some facilities the contractor will be required to collect RMW at specified internal soiled utility rooms.

8. SHIPMENT

The contractor must provide a DOT licensed hauler and vehicle for the transportation of all RMW. Vehicles must be properly placarded, and documentation must be provided by the shipper as detailed in the recordkeeping section of this SOW.

9. TREATMENT/DISPOSAL

The contractor will provide a list of all treatment and disposal companies that may be used for the handling of all applicable waste streams in this SOW. At a minimum the final destruction location will be permitted by the state in which it is located. The VA reserves the right to visit any final destruction company listed by the contractor.

10. RECORDKEEPING/DOCUMENTATION/REPORTING

a. The contractor will provide documentation (manifest) of each pick-up listing the number of either the total pounds removed, or the number of containers and types of waste removed from the site for destruction in compliance with all state and federal regulations. Each manifest shall have a specific quantifiable unit of measure (weight or volume) to ensure compliance with US DOT shipping requirements. A final copy, for each location, listing the quantities, materials, and location(s) destroyed will be sent to the designated Contracting Officers Representative for each facility within 30 days. A standard paper manifest is required. The VA does not want the smaller thermal image tapes since they fade in time. We require paper manifests for each pick-up at each location. No thermal imaging will be accepted.

b. Contractor shall provide a four (4) part manifest in accordance with all applicable regulations and furnish two (2) copies to the COR. The first copy will be signed by the generator and the transporter. The second copy will be completed and final once signed by designated treatment facility. The Manifest will include container size, quantity, and volume removed. Signed manifests must be returned to the facility within 30 days of waste pickup.

c. The contractor shall maintain copies of all shipping papers for a minimum of 5 years.

d. The Contractor shall provide a monthly report detailing total pounds and tons of each waste stream being managed. Contractor to provide all information necessary in a format that can be easily uploaded into the Waste Dashboard.

e. Reporting is to be separated by each waste stream by each location.

f. Exact Excel Formats of the monthly reports shall be coordinated with the CO or COR. Reports and records are due by the fifth working day of the following month.

g. The Contractor shall provide tracking and reports associated with the shipments of all waste streams monthly to each facility and the VISN GEMS Manager. The tracking shall include the waste stream, amount generated, cost or revenue, and the total for the month. The report should also indicate container sizes, frequencies, service dates or period service rendered, disposal site utilized or recycling center.

h. The contractor is responsible for supplying, completing and submitting all reports required or requested by Federal, State or local ordinances, which pertain to any duties contained in the contract.

11. TRAINING US DOT Hazardous Materials Employee Training

a. Contractor to provide US DOT HAZMAT Employee training for the transportation of regulated medical waste. The training will be provided on-site for all medical centers. Baltimore VA Medical Center and DCVA require training for all three shifts. Currently there are more than 10 sessions annually between those two systems. Contractor to provide onsite training for approximately 400 staff throughout the VISN. Contractor shall be able to provide training to cover three shifts. Contractor shall provide train the trainer training at the main facilities. Contractor shall provide an on-line training version for the CBOCs.

Contractor shall provide a training certificate for all employees that attend training.

b. Contractor to provide to VA after training is completed a US DOT training compliant training record as well as certificate for each employee. Sign-in sheets are required for each training.

c. US DOT Training to be provided for all CBOCs via on-line portal. Up to 30 users.

Portal shall provide US DOT compliant training record as well as certificate for each employee.

d. Due to the health and safety risks (especially Blood Borne 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:

e. US DOT HAZMAT Employee Training Shall Include at a Minimum:

HAZMAT Familiarization Function Specific Bulk Outer Packaging

Shipping Papers Proper Packaging Safety

Security Awareness OSHA Bloodborne Pathogens Standard

Waste Minimization Proper Classification

i. Training shall include DOT, Occupational Safety Health Administration

(OSHA) and federal, state and local environmental and health department requirements.

ii. DOT training shall focus on hazardous material handling, manifesting requirements, proper packaging of waste prior to shipment, and hazardous material labeling.

iii. OSHA training shall focus on the Blood Borne Pathogen standard including spill response, Personal Protective Equipment (PPE), and needle sticks.

iv. Environmental regulatory training shall include the regulatory statutes from each applicable state as listed below:

1. West Virginia: 64CSR56

2. Maryland: COMAR 10.6.6; COMAR 26.13.10-13

3. Washington DC: 20 DCMR 43; 21 DCMR 733

v. Training should also include elements of waste minimization techniques including recycling initiatives at those facilities where the contractor manages solid and recycling waste streams. The contractor shall maintain a copy of all training records.

12. SAFETY REQUIREMENTS

Contractor shall submit a safety plan for work performed on this contract. Contractor personnel and equipment shall comply with all applicable state, federal and local regulations. 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, repacking and transportation of the items listed shall be trained in the areas of spills and general first aid procedures.

13. EMERGENCY PREPERATION AND SPILL RESPONSE

a. The contractor will report to the COR all spills and personal exposures during waste preparation, packaging, and transportation. The contractor shall promptly clean any spills on VA property resulting from the actual action of loading and unloading Waste containers. This includes wastes emanating from equipment furnished by the contractor to remove filled containers, such as hydraulic fluid and fuel. Spill residues become the property of the contractor who must promptly remove spill clean-up materials from the VA’s property and dispose of them in accordance with all applicable federal, state, county, and municipal requirements. The contractor shall bear the cost of clean-up and shall report all such incidents to the COR immediately by telephone upon discovery and followed in writing within seven (7) calendar days after the telephone report. The contractor agrees to abide by all spill reporting/remediation requirements of any state, county, municipality, township, or regulatory entity that wastes covered by this contract may pass through or into in fulfillment of this agreement.

b. To prevent possible contamination of “navigable waters” and to have full knowledge, in the event of a spill, immediate notification of quantities and materials discharged shall be reported to the COR and the facility GEMS Manager.

c. The Contractor shall respond within two (2) hours after receipt of notification by the Contracting Officer or his/her designee, respond to a call back for repair or replacement of any container. This call back service shall be accomplished at no additional charge to the Government. In the event of an emergency, contractor services may be stopped and rescheduled at no additional cost to the government.

d. The Contractor must provide an emergency management plan for the RMW services. The plan shall include contacts and response actions.

e. Contractor to provide a plan as specified in Contractor Qualifications for the management of wastes form public health emergencies. The waste steams require special handling and packaging. Examples would be the Ebola Virus Disease (Category A Infectious Substance) and the Coronavirus (Category B Infectious Substance).

14. SCHEDULE

The contractor shall be available for emergency telephone consultation 24 hours a day, seven days a week, including holidays. Normal Work Hours: The service schedule will be developed between the contractor and Contracting Officer Representative (COR) prior to any service being performed. Generally, work will be performed prior to the start of the Medical Centers workday so that trucks and pick-ups will not interfere with the facility’s functions. Where comprehensive waste management services are provided, contractor shall provide adequate manpower to ensure no waste is backed up in the facility nor outside of the facility.

15. ONSITE RMW COLLECTION

a. The contactor shall supply onsite RMW collection at the following facilities as detailed below (will also be definitized at the order level):

i. Baltimore VAMC:

1. The contractor shall provide onsite pickups weekly without impacting medical center operations. The contractor shall collect RMW from the following soiled utility rooms: 6B-100; 5B-225; 4B- 224; 3B-224; 2B-100; 1B-100.

2. It will be the sole responsibility of the contractor to provide the appropriate staffing and supervision to manage properly remove waste in a timely manner when it is generated and prevent waste from accumulated in loading docks and storage areas.

3. The contractor will also be responsible for the cleaning of these transport carts and other equipment utilized for RMW collection, as needed or when requested by the COR.

4. Contractor provided staff will manage the waste areas of the dock utilized for RMW and/or Sharps. Any other waste streams will be reported to the Environmental Management Service for proper disposal.

ii. Washington DC VAMC:

1. Contractor will be responsible for the internal collection of various

RMW and Sharps at the Washington DC VA Medical Center on a weekly basis without impacting medical center operations.

2. Contractor Staff Duties: The duties will be to pull sharps containers and red bag waste from Core Lab once daily.

Contractor staff will pick up trace chemotherapeutic waste from 4 designated areas in the facility, consolidate and pack for shipping once weekly. Employees will pick up and package empty methadone bottles for destruction via incineration once weekly.

Employees will collect sharps racks weekly for shipping and deliver empty sharps racks to storage locations.

iii. Other VISN 5 Facilities:

1. The remaining VISN 5 facilities listed in Appendix A may require onsite RMW collection along with Sharps full-service collection.

Fully burdened hourly rates are requested at the base BPA level for each facility to ensure the contractor can provide these services at the task order level, when needed.

16. CONTRACTOR PERSONNEL

a. The contractor shall provide the COR with a list of contractor employees expected to enter the buildings to perform services as per the contract. While on VA premises, all contractor personnel shall comply with the rules, regulations, and procedures governing the conduct of personnel and the operation of the facility.

b. An access badge will be given to the contractor’s employee upon entrance into VA buildings. The contractor employee must safeguard the access badge and immediately report any lost, stolen, or destroyed badges to the COR. All contract personnel must properly display their access badges. Access badges must be worn at or above the waist (facing forward.). The contractor’s employees must return the access badge(s) to the COR or designee at the end of each pick-up process.

c. The contractor shall be required to comply with all security policies/requirements of each VISN 5 facility. All security policies/requirements must be met, and employees cleared prior to the contractor performing work under this contract. Employees that cannot meet the security and clearance requirements shall not be allowed to perform work under this contract.

d. It is the responsibility of the contractor’s personnel to park in the appropriately designated parking areas. Parking information shall be coordinated with each facility COR.

e. Department of Veterans Affairs Medical Center at 50 Irving Street, NW.

Washington, and D.C does not validate or make reimbursement for parking violations of the contractor’s personnel under any circumstance.

17. PERFORMANCE STANDARDS

a. Overall Service: Timeliness and Professionalism

i. Contractor shall provide timely service to all medical center and CBOC locations at the task order location.

ii. Contractor staff shall conduct themselves in a professional manner, at all times.

b. Invoice Accuracy

i. The contractor shall submit invoices according to the price/cost schedule and services provided at the task order level.

ii. Additional documentation to facilitate invoice acceptance shall be provided upon request by the COR.

c. Recordkeeping/Documentation/Reporting

i. Contractor shall provide all manifests and monthly reports timely to the COR at the task order level.

ii. All reports and documentation should be accurate and comprehensive, reflecting the services provided.

d. Equipment Condition & Overall Tidiness

i. Equipment must be maintained in operable condition, and all equipment areas must remain clean and organized, as verified by the Contracting Officer's Representative (COR).

ii. The contractor shall conduct inspections of containers at least annually to ensure functionality. Evidence of these inspections must be provided to the COR before the end of each task order period of performance.

iii. If the COR identifies any contractor-furnished equipment as inoperable, the contractor is required to repair or replace it at no cost to the Government within 2 days of the COR's request.

e. Management Planning

i. The management plan must include all items required within the Statement of Work (SOW) and be reviewed/updated at least annually or when significant operational changes occur, including changes of key personnel.

ii. The final version of this plan must be provided to the COR before the start of the first task order period of performance and updated at least annually, thereafter.

18. MANAGEMENT PLAN

a. 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 Management Plan. The required services shall be delivered within the normal working hours (6A-6P), while meeting the quality standards required. The Contractor shall focus on delivering the primary services of collections, consolidation, transportation, shipping and disposal in a manner the meets the requirements and needs of VISN 5. The Contractor shall identify the key staff members who will carry out the requirements.

b. The contractor shall provide a 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. Communication shall be very important to ensure compliance.

c. 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. This plan 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.

Appendix A: VISN 5 Facility Locations

1. Baltimore VAMC, 10 North Greene Street Baltimore, MD 21201

2. Baltimore VAMC Annex, 209 W. Fayette St. Baltimore, MD 21201

3. Loch Raven VAMC, 3901 The Alameda, Baltimore, MD 21218

4. Fort Meade CBOC, 2479 5th Street, Fort Meade, MD 20755

5. E. Balt. County CBOC, 5235 King Ave, Franklin Sq Prof. Ctr, Ste 200, Rosedale, MD 21237

6. Glen Burnie CBOC, 808 Landmark Dr., Suite 128, Glen Burnie, MD 21061

7. Perry Point VAMC 361 Boiler House Road Perry Point MD 21902

8. Pocomoke City CBOC, 1701 Market Place, Suite 211, Pocomoke City, MD 21851

9. Cambridge CBOC, 830 Chesapeake Drive, Cambridge, MD 21613

10. Washington, DC VAMC, 50 Irving St. NW, Washington DC 20422

11. Fisher House, 50 Irving St. NW, Washington DC 20422

12. Charlotte Hall CBOC, 29640 Three Notch RD, Charlotte Hall, MD 20622

13. Montgomery County CBOC, 51810 Gaither Drive, Shady Grove Development Park, Suite 130, Gaithersburg, MD 20877

14. Lexington Park CBOC, 45870 East Run Blvd., Suite 300, Lexington Park, MD

20653

15. Southern PG County CBOC, 5801 Allentown Rd., Stes 104/106, Camp Springs, MD 20746

16. Southeast CBOC, 820 Chesapeake St. SE, Washington, DC 20032

17. Fort Belvoir CBOC, 9300 DeWitt Loop, Ft. Belvoir, VA 22060

18. Martinsburg VAMC, 510 Butler Avenue, Martinsburg WV 25405

19. Cumberland CBOC, 200 Glen Street, Cumberland, MD 21502

20. Fort Detrick CBOC, 1433 Porter St, Building 1433, Frederick, MD 21702

21. Franklin CBOC, 91 Pine Street, Franklin, WV 26807

22. Hagerstown CBOC, 1101 Opal Ct., Suite 2020, Hagerstown, MD 21740

23. Stephen City CBOC, 170 Prosperity Dr., Winchester, VA 22602

24. Harrisonburg CBOC, 1755 South High Street, Harrisonburg, VA 22801

25. Petersburg CBOC, 15 Grant St., Petersburg, WV 26847

26. Huntington VAMC, 1540 Spring Valley Drive, Huntington, WV 25704

27. Charleston CBOC, 700 Technology Drive, South Charleston, WV 25309

28. Gallipolis CBOC, 323A Upper River Rd., Gallipolis, OH 45631

29. Lenore CBOC, 2867 Route 65, 15 Lenore Business Mall, Williamson, WV 25661

30. Eastern Kentucky Outpatient Clinic, 5230 KY Route 321, Suite 8, Prestonsburg, KY

41653

31. Clarksburg VAMC, 1 Medical Center Drive, Clarksburg, WV 26301

32. Braxton County CBOC, 40 Reston Place, Gassaway, WV 26624

33. Monongalia County CBOC, 40 Commerce Drive, Suite 101, Westover, WV 26501

34. Tucker County CBOC, 212 Spruce St., Parsons, WV 26287

35. Wood County CBOC, 2311 Ohio Avenue, Suite A, Parkersburg, WV 26101

36. Beckley VAMC, 200 Veterans Avenue, Beckley WV 25801

37. Greenbrier County CBOC, 228 Shamrock Lane, Ronceverte, WV 24970

38. Princeton CBOC, 150 Courthouse Rd., Princeton, WV 24740

END SOW