COMBINED SYNOPSIS SOLICITATION MEDICAL WASTE 619.docx

COMBINED SYNOPSIS SOLICITATION

i. This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued.

ii. Solicitation 36C24725Q0260 is issued as a request for quotation (RFQ).

iii. The solicitation incorporates provisions and clauses in effect through Federal Acquisition Circular 2024-06, dated 08-09-2024.

iv. This solicitation is set-aside exclusively for Service-Disabled Veteran-Owned Small Business concerns. To be considered for award prospective offerors must be registered and active in the System for Award Management (www.SAM.gov) and SBA verified SDVOSB Veteran Small Business Certification SBA Veteran Small Business Certification (Vetcert.gov) concern verified at the date and time set for receipt of offers. An Offeror, who is not SAM registered or SBA Vet Cert verified SDVOSB concern at the date and time set for receipt of offers will have their offer rejected as non-responsive and will not be considered for award. The applicable NAICS Code for this solicitation is 562211, Small Business Size Standard $47.0 Million. Applicable wage determination WD # 2015-4607 Revision 23, dated 07/22/2024; 2015-4527, Revision26, dated 07/22/2024; 2015-4625, Revision 27, dated 07/22/2024; 2015-4627, Revision 27, dated 07/22/2024; 2015-4635, Revision 27, dated 07/22/2024; and 2015-4597, Revision 26, dated 07/22/2024, is incorporated.

v. Contractor shall provide quote for services a base plus (4) four option years.

vi. PRICE/COST SCHEDULE

ITEM INFORMATION

REGULATED MEDICAL WAST CONTRACT SHALL FURNISH ALL LABOR,SUPERVISION, MANAGEMENT,TRANSPORTATION,EQUIPMENT,MATERIALS,CERTIFICATION AND TRAINING (TUSKEGEE). CONTRACT PERIOD: BASE POP BEGIN: 5-04-25 POP ENDS: 5-03-26 Contract Period: Base POP Begin: 05-04-2025 POP End: 05-03-2026

MONTGOMERY/CHANTILLY CAMPUS - BUILDING #44 - FREQUENCY - ONE TIME PER WEEK (TUESDAY). MONTGOMERY. CONTRACT PERIOD: BASE POP BEGIN: 5-04-25 POP ENDS: 5-03-26

Poydasheff - ONCE PER MONTH (1ST THURSDAY OF MONTH) EST 12 LBS/MONTH. 50 RMW Boxes transportation/disposal EOW service$2734.24 CONTRACT PERIOD: BASE POP BEGIN: 5-04-25 POP ENDS: 5-03-26

DOTHAN CBOC - DOTHAN, ALABAMA - FREQUENCY - ONCE EVERY 12TH WEEK - THURSDAY; EST LBS 69 LBS PER MONTH. CONTRACT PERIOD: BASE POP BEGIN: 5-04-25 POP ENDS: 5-03-26

SELMA CBOC - LOCATION 31-(SELMA, ALABAMA) - FREQUENCY - ONCE EVERY 12TH WEEK) THURSDAY. CONTRACT PERIOD: BASE POP BEGIN: 5-04-25 POP ENDS: 5-03-26

SELMA CBOC - LOCATION #2 - 1015 VAUGHN MEDICAL TOWER, MEDICAL PARKWAY SUITE 305 (SELMA, ALABMA) FREQUENCY - ONCE EVERY 12TH WEEK (THURSDAY). CONTRACT PERIOD: BASE POP BEGIN: 5-04-25 POP ENDS: 5-03-26

MONTGOMERY - CEPHEID WASTE REMOVAL AND PROCESSING WHICH INCLUDES MOBILIZATION (TRANSPORTATION), CEPHEID CARTRIDGES (MINIMUM PER 30-55 GALLON POLY DRUM) VERMICULITE AND DRUM LINER. NO OTHER WASTE TO INCLUDE OR APPROPRIATE CHARGES WILL BE ASSESSED.

REGULATED MEDICAL WAST CONTRACT SHALL FURNISH ALL LABOR,SUPERVISION, MANAGEMENT,TRANSPORTATION,EQUIPMENT,MATERIALS,CERTIFICATION AND TRAINING (TUSKEGEE).

Contract Period: Option 1 POP Begin: 05-04-2026 POP End: 05-03-2027

MONTGOMERY/CHANTILLY CAMPUS - BUILDING #44 - FREQUENCY - ONE TIME PER WEEK (TUESDAY). MONTGOMERY.

Poydasheff - ONCE PER MONTH (1ST THURSDAY OF MONTH) EST 12 LBS/MONTH. 50 RMW Boxes transportation/disposal EOW service

DOTHAN CBOC - DOTHAN, ALABAMA - FREQUENCY - ONCE EVERY 12TH WEEK - THURSDAY; EST LBS 69 LBS PER MONTH.

SELMA CBOC - LOCATION 31-(SELMA, ALABAMA) - FREQUENCY - ONCE EVERY 12TH WEEK) THURSDAY. CONTRACT PERIOD: BASE POP BEGIN: 5-04-25 POP ENDS: 5-03-26

SELMA CBOC - LOCATION #2 - 1015 VAUGHN MEDICAL TOWER, MEDICAL PARKWAY SUITE 305 (SELMA, ALABMA) FREQUENCY - ONCE EVERY 12TH WEEK (THURSDAY).

MONTGOMERY - CEPHEID WASTE REMOVAL AND PROCESSING WHICH INCLUDES MOBILIZATION (TRANSPORTATION), CEPHEID CARTRIDGES (MINIMUM PER 30-55 GALLON POLY DRUM) VERMICULITE AND DRUM LINER. NO OTHER WASTE TO INCLUDE OR APPROPRIATE CHARGES WILL BE ASSESSED.

REGULATED MEDICAL WAST CONTRACT SHALL FURNISH ALL LABOR,SUPERVISION, MANAGEMENT,TRANSPORTATION,EQUIPMENT,MATERIALS,CERTIFICATION AND TRAINING (TUSKEGEE).

Contract Period: Option 2 POP Begin: 05-04-2027 POP End: 05-03-2028

MONTGOMERY/CHANTILLY CAMPUS - BUILDING #44 - FREQUENCY - ONE TIME PER WEEK (TUESDAY). MONTGOMERY.

Poydasheff - ONCE PER MONTH (1ST THURSDAY OF MONTH) EST 12 LBS/MONTH. 50 RMW Boxes transportation/disposal EOW service

POP End: 05-02-2028

DOTHAN CBOC - DOTHAN, ALABAMA - FREQUENCY - ONCE EVERY 12TH WEEK - THURSDAY; EST LBS 69 LBS PER MONTH.

SELMA CBOC - LOCATION 31-(SELMA, ALABAMA) - FREQUENCY - ONCE EVERY 12TH WEEK) THURSDAY.

SELMA CBOC - LOCATION #2 - 1015 VAUGHN MEDICAL TOWER, MEDICAL PARKWAY SUITE 305 (SELMA, ALABMA) FREQUENCY - ONCE EVERY 12TH WEEK (THURSDAY).

MONTGOMERY - CEPHEID WASTE REMOVAL AND PROCESSING WHICH INCLUDES MOBILIZATION (TRANSPORTATION), CEPHEID CARTRIDGES (MINIMUM PER 30-55 GALLON POLY DRUM) VERMICULITE AND DRUM LINER. NO OTHER WASTE TO INCLUDE OR APPROPRIATE CHARGES WILL BE ASSESSED.

REGULATED MEDICAL WAST CONTRACT SHALL FURNISH ALL LABOR,SUPERVISION, MANAGEMENT,TRANSPORTATION,EQUIPMENT,MATERIALS,CERTIFICATION AND TRAINING (TUSKEGEE).

Contract Period: Option 3 POP Begin: 05-04-2028 POP End: 05-03-2029

MONTGOMERY/CHANTILLY CAMPUS - BUILDING #44 - FREQUENCY - ONE TIME PER WEEK (TUESDAY). MONTGOMERY.

Poydasheff - ONCE PER MONTH (1ST THURSDAY OF MONTH) EST 12 LBS/MONTH. 50 RMW Boxes transportation/disposal EOW service

DOTHAN CBOC - DOTHAN, ALABAMA - FREQUENCY - ONCE EVERY 12TH WEEK - THURSDAY; EST LBS 69 LBS PER MONTH.

POP Begin: 05-05-2028

SELMA CBOC - LOCATION 31-(SELMA, ALABAMA) - FREQUENCY - ONCE EVERY 12TH WEEK) THURSDAY.

SELMA CBOC - LOCATION #2 - 1015 VAUGHN MEDICAL TOWER, MEDICAL PARKWAY SUITE 305 (SELMA, ALABMA) FREQUENCY - ONCE EVERY 12TH WEEK (THURSDAY).

MONTGOMERY - CEPHEID WASTE REMOVAL AND PROCESSING WHICH INCLUDES MOBILIZATION (TRANSPORTATION), CEPHEID CARTRIDGES (MINIMUM PER 30-55 GALLON POLY DRUM) VERMICULITE AND DRUM LINER. NO OTHER WASTE TO INCLUDE OR APPROPRIATE CHARGES WILL BE ASSESSED.

REGULATED MEDICAL WAST CONTRACT SHALL FURNISH ALL LABOR,SUPERVISION, MANAGEMENT,TRANSPORTATION,EQUIPMENT,MATERIALS,CERTIFICATION AND TRAINING (TUSKEGEE).

Contract Period: Option 4 POP Begin: 05-04-2029 POP End: 05-03-2030

MONTGOMERY/CHANTILLY CAMPUS - BUILDING #44 - FREQUENCY - ONE TIME PER WEEK (TUESDAY). MONTGOMERY.

Poydasheff - ONCE PER MONTH (1ST THURSDAY OF MONTH) EST 12 LBS/MONTH. 50 RMW Boxes transportation/disposal EOW service

DOTHAN CBOC - DOTHAN, ALABAMA - FREQUENCY - ONCE EVERY 12TH WEEK - THURSDAY; EST LBS 69 LBS PER MONTH.

SELMA CBOC - LOCATION 31-(SELMA, ALABAMA) - FREQUENCY - ONCE EVERY 12TH WEEK) THURSDAY.

SELMA CBOC - LOCATION #2 - 1015 VAUGHN MEDICAL TOWER, MEDICAL PARKWAY SUITE 305 (SELMA, ALABMA) FREQUENCY - ONCE EVERY 12TH WEEK (THURSDAY).

MONTGOMERY - CEPHEID WASTE REMOVAL AND PROCESSING WHICH INCLUDES MOBILIZATION (TRANSPORTATION), CEPHEID CARTRIDGES (MINIMUM PER 30-55 GALLON POLY DRUM) VERMICULITE AND DRUM LINER. NO OTHER WASTE TO INCLUDE OR APPROPRIATE CHARGES WILL BE ASSESSED.

GRAND TOTAL:

Base and all option years (CLIN’s 0001-0007, 1001-1007 , 2001-2007,3001-3007 and 4001-4007

vii. Description of Requirement: Contractor shall provide services to furnish all labor, supervision, management, transportation, equipment, materials, certification, and training except as specified as government furnished. The contractor shall collect, transport, and properly dispose of Regulated Medical Waste (RMW) from the Source of generation to final disposal from Central Alabama Veterans Health Care System (CAVHCS), East Campus, 2400 Hospital Road, Tuskegee, AL 36083; West Campus - 215 Perry Hill Road, Montgomery, AL 36109; Two (2) locations in Columbus, GA; Location #1 Primary Care Clinic (Poydashelf), 6910 River Road Columbus, GA 31904-2316 and Location #2 Downtown Columbus Clinic, 2100 Comer Ave, Building G Columbus GA, 31904; Dothan Outpatient Clinic, Ross Clark Circle, Dothan, Alabama and two (2) locations in Selma, AL; Location #1: 206 Vaughan Drive, Selma, AL 36701 and Location #2: 1015 Vaughn Medical Tower, Suite 305,Medical Center Parkway, Selma, AL 36701 and the Monroeville location: 159 Whetstone Street, Monroeville, AL 36461 by incineration in accordance with all applicable Federal, State, and Local laws and regulations.

viii. Statement of Work (SOW)

Regulated Medical Waste (RMW) for Central Alabama Veterans Health Care System (CAVHCS)

Scope of Work: The contractor shall furnish all labor, supervision, management, transportation, equipment, materials, certification, and training except as specified as government furnished. Contractor shall provide appropriate supply of packaging material which allow for economical, safe, and flexible packaging for the containers of waste. The contractor shall collect, transport, and properly dispose of Regulated Medical Waste (RMW) from the Source of generation to final disposal from the following locations:

· Central Alabama Veterans Health Care System (CAVHCS)

· East Campus, 2400 Hospital Road, Tuskegee, AL 36083

· West Campus - 215 Perry Hill Road, Montgomery, AL 36109

· Two (2) locations in Columbus, GA; Location #1 Primary Care Clinic (Poydashelf), 6910 River Road Columbus, GA 31904-2316, and Location #2 Downtown Columbus Clinic, 2100 Comer Ave, Building G Columbus GA, 31904

· Dothan Outpatient Clinic, Ross Clark Circle, Dothan, Alabama

· Two (2) locations in Selma, AL; Location #1: 206 Vaughan Drive, Selma, AL 36701 and Location #2: 1015 Vaughn Medical Tower, Suite 305, Medical Center Parkway, Selma, AL 36701 and the Monroeville location: 159 Whetstone Street, Monroeville, AL 36461 by incineration in accordance with all applicable Federal, State, and Local laws and regulations.

The contractor shall be a state registered/permitted medical waste transporter. The method of disposal shall be any approved method (i.e., incineration, autoclave/pulverize, hyper chlorate/pulverize, etc) recognized by the state, in which the medical waste is treated and disposed. The contractor shall provide the Contracting Officer (CO) and Contracting Officer’s Representative (COR) with copies of disposal permits from all treatment facilities, transporter licenses, and list of landfills where “treated waste” is subsequently transported. These documents shall be provided within 30 days after beginning services, or whenever renewed during the contract period. Contractor shall adhere to the terms and conditions of this solicitation for the period of one year (Base Year) with four-one-year options.

Contractor shall be responsible for total destruction at fully state-of-the-art facilities in accordance with Environmental Protection Agency (EPA), Occupational Safety and Health Administration (OSHA), Centers for Disease Control and Prevention (CDC), Alabama Department of Environmental Management (ADEM), and other pertinent agencies and regulations. All medical waste from CAVHCS will be treated and rendered non-infectious at approved incinerator. Ash residual shall be deposited in a landfill approved by the state of Alabama, or any other state utilized by the contractor. Manifest shall be forwarded to the COR for each application.

Point of Contact : The Contracting Officers Representative (COR) will be the Assistant Chief of Environmental Management Services with an office at each facility; Tuskegee Campus Building 68, 1st floor, phone # (334) 727-0550, and extension 52932 and the Montgomery Campus, Building #4, ground floor, phone # (334)272-4670 extension 34620.

Performance Period: The Period of Performance for this contract service shall be for a period of one (1) year (Base Year) with four – one-year options starting 04 May 2025 through 03 May 2030.

Hours of Operation: Normal business hours are 8:00 a.m. – 4:30 p.m., Monday through Friday excluding holidays.

Holidays: Contractor shall not be required to provide services on Federal Holidays listed below:

6. Independence Day

Call Back Requirements:

a. Routine – The Contractor shall be subject to 24-hour call back service, if needed.

b. Emergency – When an emergency situation exists (as determined by the COR), the contractor shall respond within 4 hours after receipt of a call from this service.

Volume:

· The volume for Tuskegee is based on 52 weeks and the volume is 145.

· The volume for Montgomery is based on 52 weeks and the volume is 365.

· The volume for Montgomery Clinic is based on 52 weeks and the volume is 45.

· The volume for Columbus is based on 12 weeks and the volume is 100.

· The volume for Dothan is based on 4 weeks and the volume is 70.

· The volume for Selma is based on 4 weeks and the volume is 40.

· The volume for Monroeville is based on 4 weeks and the volume is 25.

Note: Volume is the amount of waste packaged for disposal.

Medical Waste Definitions:

Blood and Body Fluids: Any items contaminated with blood that is visible and free flowing or saturated to a point of dripping any liquid that contains visible blood would be treated/handled as contaminated medical waste. Items that contain body fluids/secretion/excretions such as feces, sputum, urine, or vomits that do not contain visible, dripping blood are not handled as medical waste and should be disposed of in regular trash. This would include, but not be limited to, items such as incontinent pads, dressing, gloves, intravenous tubing with not needles attached, and suction catheters.

Microbiological Waste: Discard cultures and stocks of human infectious agents and associated microbiological; human/animal cell cultures from medical and pathological laboratories; cultures and stock of infectious agents from research and industrial laboratories; waste from production of biological; discarded live and attenuated vaccine; cultures dishes and devices used to transfer, inoculate and mix cultures.

Controlled Narcotic Waste (CsRx): Any used or unused controlled substances which has been or is intended for use in animal or human medical care or medical research.

Cepheid Waste: The Cepheid PCR instrument is used to perform clinical testing on laboratory specimens. The processing of specimens produces cartridge waste. The cartridges are disposed of in a 30-gallon covered drum. The waste is produced at a rate of 22 gallons every 3 weeks filling the drum to the ¾ full level.

Pathological Waste: All discarded human tissues, organs, and body parts which are removed during surgery, obstetrical procedures, autopsy, laboratory embalming, or other medical procedure, or traumatic amputation. Extracted teeth are not included in this definition.

Renal Dialysis Waste: All liquid waste from renal dialysis contaminated with peritoneal fluid or with human blood visible to the human eye. Soiled renal dialysis waste is considered medical waste if it is saturated, having the potential to drip or splash regulated blood or body fluids.

Sharps: Any used or unused discarded article that may cause punctures or cuts and which has been or is intended for use in animal or human medical care, medical research, or in laboratories utilizing microorganisms, such waste includes, but is not limited to, hypodermic needles, IV tubing with needles attached, scalpel blades and syringes (with or without needle attached). Items listed above that have been removed from their original sterile containers are included in this definition. Glassware, blood vials, pipettes, and items are to be handled as sharps if they are contaminated with blood of body fluids.

Surgical Waste: All materials discarded from surgical procedures which are contaminated with human blood, blood components or body fluids, including but not limited to disposable gowns, dressing, sponges, lavage tubes, drainage sets, under-pads, and surgical gloves. Discard surgical material is considered medical waste if it is saturated, having the potential to drip or splash regulated blood or body fluids. Extracted teeth are not included in this definition.

**No metal objects shall be placed in red bags, (aerosol cans, coat hangers, sustacal cans, silverware, soda drinks, etc above items are classified as general waste!).

Contractor shall be certified and provide verification of certification (license) to the Contracting Officer’s Representative (COR) no later than thirty days after the beginning of this contract.

Contractor shall assume liability for CAVHCS Medical Waste from time of pick-up until final treatment. Waste may contain patient sensitive information, (label containers) which must be protected.

Contractor shall be responsible for in servicing the medical waste generator to assist in establishing safe, efficient, cost-effective infection control policies for proper identification, separation, segregation, packing, labeling, and handling of medical waste.

Contractor shall provide appropriate supply of packaging material which allow for economical, safe and flexible packaging for the containers of waste.

Contractor shall be responsible for developing schedules for pick-up and delivery dates from each location and destruction of waste at a reliable, “state-of-the-art” facility.

Contractor shall be responsible for tracking of medical waste from point of receipt via computerized bar code system with labels unique to CAVHCS and providing hard copy documentation to the COR. Documentation must include total weight, time and date of pick-up by contractor; time and date of treatment; accurate weight of each container received.

Contractor shall provide specially designed container as follows: one plastic biohazard liner per container that has a minimum thickness of 1.5 mil once a week collection service at CAVHCS in Montgomery, Tuskegee – and once a month pick-up service at the outpatient clinics in, Columbus, Georgia, Dothan, two (2) locations in Selma, AL and Monroeville location pickup 1x every 12 weeks- appropriate red bag liners to address the need of CAVHCS for packaging of medical waste.

Contractor’s transportation fleet shall be responsible for adherence to all applicable local, state, and federal regulations. Fleet services shall include, but not limited to, refrigerated vehicles, fully insulated and leak proof with built-in spill control technology; the Department of Transportation (D.O.T). Certified drivers with appropriate drug screening; contingency plans for emergency/HAZMAT response; and full complement of safety equipment.

Outer packaging: The contractor shall provide a sufficient quantity (approximately _____ Per pickup) of clean, reusable, plastic tubs/containers (with liners/red bags) for the packaging of generated medical waste. The plastic tubs/containers shall be rigid, leak-resistant, and puncture-resistant. Reusable containers shall be constructed of smooth, easily cleanable materials, and shall be decontaminated after each use.

Spill cleanup: The contractor shall be responsible for cleaning and decontaminating the area of any medical waste spill that occurs during pickup operations.

Documentation: Contractor shall utilize a computerized bar-coded tracking system to track each container from its point of receipt to final destruction. Contractor shall provide CAVHCS with date of pick-up, date of treatment, and weight of each individual container, bar code labels unique to CAVHCS are placed on each container, so each box can be visually and electronically identified at the treatment facility. Upon arrival at treatment site, containers are electronically scanned and weighed immediately prior to treatment. Contractor shall automatically generate proof of destruction and a detail listing for CAVHCS, which indicates time and date of receipt, time and date of treatment, weight and extended cost.

Contractor shall conduct annual medical waste audit and submit a written report to the COR during the first month after the beginning of the second quarter.

Other Documentation: The contractor shall provide a weight ticket that includes container ID (barcode), weight of each tub/container, date of pickup, customer number and manifest number, with the disposal invoice. This weight ticket will be furnished monthly. Contractor shall provide a certification that scales used to weight the collected tubs/containers are state certified, and a certification on how often the scales are calibrated and how the tare weight for each shipment is established. These certifications shall be provided within 30 days after beginning services and updated after each calibration or, at least annually. A government representative has the right to visit the disposal site at any given time to verify the proper weighing procedures.

Transport Manifest Receipt: The contractor shall provide the COR with a receipt for each shipment of medical waste picked up and transported off-site from the medical center and CBOCs. The receipt shall include the contractor’s registered permit number, date of pickup, generator’s name and address, account number and number of tubs/containers picked up. The contractor’s representative and generator, a member of the Environmental Management Service (EMS) staff, shall sign the transport manifest receipt.

Disposal Invoice: The contractor shall provide the COR with a disposal invoice for each shipment of medical waste transported off-site, treated and disposed. The invoice shall include the total pounds, listing of containers by barcodes and individual weights for each shipment, the applicable transport receipt number, the generator’s name, address and account number.

Incineration: All medical waste from CAVHCS will be treated and rendered non-infectious at approved incinerator. Ash residual shall be deposited in a landfill approved by the state of Alabama, or any other state utilized by the contractor. Manifest shall be forwarded to the COR for each application.

Reference to incineration (the following shall apply): Contractors must identify multiple sites of State-of-the-Art approved incinerators to assure CAVHCS of uninterrupted Service during scheduled down time of the primary site. Location of sites shall be provided to the COR when applicable.

Cost: Tuskegee Campus shall be $0.610 per pound with a 15 lb minimum per container – no pickup fee. Montgomery Campus shall be $0.610 per pound with a 15 lb minimum per container no pickup fee. CBOC, Columbus, Georgia shall be $0.610 per pound including a $31.35 pickup fee and Dothan Clinic $31.35 charge for sharp container pickup 1x every 12th week.

Overall cost for Management, transportation and treatment of medical waste received from CAVHCS shall include the following: red bag liners (one liner per container); pickup service, supply delivery; transportation; documentation shall include detail burn report and training.

Delivery Schedule: Contractor shall pick up the segregated RMW at each facility according to a defined schedule.

Pickup sites:

· Tuskegee Campus - Building #12 - Frequency – One time per week (Wednesday)

Special Requirement:

Contractor will notify COR or designee upon arrival at the facility.

Emergency/Contingency Collections:

Contractor will provide out-of-cycle emergency back-up service, as required, to meet unforeseen medical contingencies or other medical emergencies in the event the refrigerated truck breaks down or the regular driver is unavailable to make the scheduled pickup. Expected frequency for this service is undetermined.

· Montgomery Campus - Building #44 - Frequency – One time per week (Tuesday)

Satellite Facilities

· Columbus – CBOC #1 (Columbus, GA) - Frequency – One time per month (1st Thursday of each month)

· Columbus – CBOC #2 (Columbus, GA) - Frequency – One time per month (1st Thursday of each month)

· Dothan – CBOC (Dothan, AL) - Frequency – once every 12th week (Monday)

· Selma CBOC #1 (Selma, Alabama) – Frequency – once every 12th week (Thursday)

· Selma CBOC #2 (Selma, Alabama) – Frequency – once every 12th week (Thursday)

· Monroeville (CBOC) (Monroeville, Alabama) – Frequency – once every 12th week (Thursday)

Routine Pickup Schedule: The contractor shall pickup all properly packaged plastic tubs/containers of medical waste once per week, or more frequently; CBOC once per month, if required. The contractor shall remove and exchange the containers between the hours of 0800 and 1630, Monday – Friday, excluding all Federal holidays. Deviations from this schedule shall be approved by the CO and coordinated through the COR.

Safety: Contractor shall suspend work at any time that work interferes with normal or emergency facilities operations and shall notify the COR. The contractor and contractor representatives shall be safety conscious and comply with all Veterans Affairs Health Care System safety standards at all times while on government property.

Contractor Employees: Shall present a neat appearance and be easily recognized as a contract employee. This may be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges, which contain the company name and employee name. The contractor shall provide all training necessary to perform the work as defined in this statement of work (SOW). Training shall not hamper the quality or timeliness of work requirements. The contractor shall verify that all employees understand the risk involved with medical waste and are trained in specific procedures to handle spills occurring in route to pick up and at pickup site and while performing duties at the Veterans Affairs Health Care System and CBOCs.

Payment: The Government shall make payment to the contractor based on verification of pick-up, reports and the contractor invoice. Invoice for payment will include days of pick-up, weights, location of waste treatment/disposal site, and location of residual disposal. Contractor shall submit an invoice for payment no later than the 15th calendar day of the next month. Payments shall be made in arrears.

Report Information: Contractor shall be required to provide detailed records that will include, but not limited to, the daily pickups and weights. This information must be submitted in the invoice for payment.

Authorized Payment: Only those services specified within are authorized under this contract. Before performing any services of a non-contract nature must be advised of the reason(s) for the additional work by contacting (334)727-0550. If appropriate the contracting officer or his designee may authorize the additional services under a separate purchase order. Contractor is cautioned that only the contracting officer may authorize additional user this contract and that reimbursement will not be made unless this prior authorization is obtained.

QUALITY ASSURANCE/CONTROL:

1. The contractor shall have a quality control program to ensure the requirements of this contract are provided as specified. The program will include, but will not be limited to the following:

a. An inspection system covering the services listed in this statement of work. It must specify areas of work to be inspected on a scheduled basis.

b. A method of identifying deficiencies in the quality of services performed before the level of performance becomes unacceptable which would include ensuring products delivered are clean.

2. The Government will investigate complaints from the Atlanta VAMC and affiliated sites. All information received will be provided either verbally and/or in writing to the contractor for appropriate action.

Standard

Disincentive for not meeting performance standards

Adhere to pick-up schedule Completes scheduled services on time.

Any deviation must be approved by the COR in advance

Invoices shall be deducted 5% of the total monthly amount for each occurrence above one per location, per contract.

2nd Occurrence) 10% of monthly invoice.

3rd and subsequent offenses will be 15% of monthly invoice amount.

Provides timely documents i.e., Bill of Lading

electronic date on email reports, as applicable.

Any report submitted late above one occurrence per quarter will be penalized 5% of the monthly invoice in the month the invoice was due.

CONTRACTOR PERSONNEL:

While on VA premise, all contractor personnel shall comply with the rules, regulations, and procedures governing conduct of personnel and the operation of the facility.

INTERFERENCE TO NORMAL FUNCTION:

Contractor may be required to interrupt their work at any time so as not to interfere normal functioning of the facility, including utility services, fire protection systems, and passage of facility patients, personnel, equipment and carts. In the event of an emergency, contractor services may be stopped and rescheduled at no additional cost to the government.

Contractor personnel shall inform the COR or designee of the need to gain access to secure areas. If access is required to secure access, prearranged scheduling will be made with the COR or designee.

INVOICES:

Payment will be made upon receipt of a properly prepared detailed invoice, prepared by the Contractor, validated by the Contracting Officer’s Representative (COR), and submitted to VA FSC, P. O. Box 149971, Austin, TX 78714. Electronic invoices can be submitted through the Tungsten Network for payment processing, free of charge. http://www.tungsten-network.com/us/en/ If you have questions about the e-invoicing program or Tungsten Network, contact information is as follows:

· Tungsten e-Invoice Setup Information: 1-877-489-6135

· Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

· FSC e-Invoice Contact Information: 1-877-353-9791

· FSC e-invoice email: vafsccshd@va.gov

· Web Address: http://www.fsc.va.gov/einvoice.asp

A properly prepared invoice will contain at a minimum:

· Invoice Number and Date

· Contractor’s Name and Address

· Accurate Purchase Order Number

· Supply or Service provided.

· Dates of hauling for each container/compactor and net weight of waste contained within each container/compactor.

· Weight of recycling product collected during the invoice period.

· Weight of yard waste collected during the invoice period.

· Weight of regular trash collected during the invoice period.

· Total amount due

NOTE: If invoice is submitted improperly (too early, incorrect purchase order number, incorrect billing, etc.), invoice will be returned to contractor for correction.

TERMINATION FOR CONVENIENCE:

In accordance with FAR 52.212-4 (l) The Government reserves the right to terminate this contract, or any part hereof, for its sole convenience.

RECORDS MANAGEMENT LANGUAGE FOR CONTRACTS:

The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract:

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

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

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

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

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

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

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

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

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

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

CODE OF CONDUCT:

The following rules of conduct represent a minimum requirement for all employees, sub-contractors, agents, representative and management of the Selected Contractor(s). It is the responsibility of the Contractor(s) to ensure that each member of its workforce understands and complies with these rules.

Courteous and respectful behavior is expected at all times. Use of foul or derogatory language will not be allowed.

Meals and breaks will be taken at the same time by all movers in a designated break area. At no time will any mover eat or drink except within the designated break area. Use designated trash receptacles for cups and other garbage. Do not leave meal/break containers behind. Throw them away.

The use of VAMC’s telephones is forbidden. Exceptions will be made for medical emergencies with the approval of your supervisor and/or a representative of MEDVAMC.

Use of electronic devices belonging to VAMC, such as radios or computers, is forbidden.

Security personnel are present in each of the buildings. Security has the authority to examine any item being removed from any building at any time.

Selected Contractor staff will wear company imprinted shirts at all times while on site and during working hours. Shirts must be clean and free of tears and holes.

All Contractor staff will wear their issued VA Contractor Badges at all times - while working on VAMC sites. ID must be worn in a clearly visible and appropriate manner.

All contractor staff will be required to adhere to VAMC’s sign- in and ID protocols.

Keep personal belongings together in the area designated by your supervisor. The VAMC’s representatives have the right to inspect at will all bags and/or packages brought on or off any VAMC grounds.

VAMC CONTRACTOR BADGES

The Selected Contractor(s) staff is required to have a VA Contractor identification badge issued to each member of the crew. A VA Contractor Badge Application will be provided to Selected Contractor after contract awarded. This will need to be completed before Contractor staff arrives on site to Security Office.

Badges are to be worn at all times while on the premises of the VA Medical Center (VAMC), a Joint Commission designated medical facility.

Badges will be placed in a visible location, above the waist, clipped to the front of apparel with photo and name clearly visible.

Contractor ID badges will be turned in to the assigned VAMC representative (COTR) on duty when the contract has expired. The COTR will then forward the badges to the VA Police Service within (5) working days.

Contractor must ensure that the following Identification Requirements are followed by each staff member applying for a VA Contractor Badge at the Security Station on campus:

· Must provide (1) photography ID consisting of either a current Driver’s License,

· Military ID, U.S. Passport, Student ID which includes a Social Security number (will not except any expired IDs)

· Must provide either an original Social Security card or Birth Certificate (a copy will not be accepted).

If both valid ID requirements are not present at time of badge processing, the non-compliant Contractor staff will not be able to work on Central Alabama Veterans Health Care System (CAVHCS) and designated medical facility premises.

The Selected Contractor(s) will be required to complete the VA Identification and Privacy Awareness Training (outlined below) a day prior to scheduled work at the Central Alabama Veterans Health Care System (CAVHCS) and designated medical facility premises.

VA Privacy Awareness Training

The following procedure for obtaining the required VA Privacy Awareness Training is a mandatory requirement for all employees, sub-contractors, agents, representative and management of the Selected Contractor(s). It is the responsibility of the Contractor(s) to ensure that each member of the crew understands and complies with the training during the VA Contractor Badge issue process. As all crew staff process in with Security staff (obtain contractor badges), the facility Privacy Officer will provide VA Privacy Awareness Training Literature and a concise education presentation to certify all Contractor staff is compliant with require Privacy Training. All crew staff working at the CNVAMC must provide signatures with facility Privacy Officer confirming their completion of Privacy Training at time of presentation. Any non-compliant Contractor staff will be escorted from job site.

Security

PER REVIEW OF VA HANDBOOK 6500.6, CONTRACT SECURITY, APPENDIX A- INFORMATION SECURITY AND PRIVACY CHECKLIST:

• “The C&A requirements do not apply, and a Security Accreditation Package is not required.”

• Acquisition of this service does not involve the storage, generating, transmitting, or exchanging of VA sensitive information to the vendor.

• There may exist exposure to VA sensitive information, in particular to sensitive personal information (SPI) while implementing contractual services.

Minimum Statutory Requirements

Prohibition on unauthorized disclosure: Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1). See VA Handbook 6500.6, Appendix C, paragraph 3.a.

Requirement for data breach notification

Upon discovery of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access, the contractor/subcontractor shall immediately and simultaneously notify the COR, the designated ISO, and Privacy Officer for the contract. The term ‘security incident’ means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. See VA Handbook 6500.6, Appendix C, paragraph 6.a

Requirement to pay liquidated damages in the event of a data breach:

Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract.

The contractor/subcontractor shall provide notice to VA of a “security incident” as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination.

Each risk analysis shall address all relevant information concerning the data breach, including the following:

(1) Nature of the event (loss, theft, unauthorized access);

(2) Description of the event, including:

(a) date of occurrence;

(b) data elements involved, including any PII, such as full name, social security number, date of birth, home address, account number, disability code;

(3) Number of individuals affected or potentially affected;

(4) Names of individuals or groups affected or potentially affected;

(5) Ease of logical data access to the lost, stolen or improperly accessed data in light of the degree of protection for the data, e.g., unencrypted, plain text;

(6) Amount of time the data has been out of VA control;

(7) The likelihood that the sensitive personal information will or has been compromised (made accessible to and usable by unauthorized persons);

(8) Known misuses of data containing sensitive personal information, if any;

(9) Assessment of the potential harm to the affected individuals;

(10) Data breach analysis as outlined in 6500.2 Handbook, Management of Security and Privacy Incidents, as appropriate; and

(11) Whether credit protection services may assist record subjects in avoiding or mitigating the results of identity theft based on the sensitive personal information that may have been compromised.

Based on the determinations of the independent risk analysis, the contractor shall be responsible for paying to the VA liquidated damages in the amount of $37.50 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following:

at least 3 relevant credit bureau reports;

(3) Data breach analysis;

(4) Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution;

(5) One year of identity theft insurance with $20,000.00 coverage at $0 deductible;

And;

(6) Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs (see VA handbook 6500.6, appendix c, paragraph 7.a, 7.d).

VA Information System Security/Privacy Clause

PER REVIEW OF VA HANDBOOK 6500.6, CONTRACT SECURITY, APPENDIX A- INFORMATION SECURITY AND PRIVACY CHECKLIST:

“The C&A requirements do not apply, and a Security Accreditation Package is not required. “Acquisition of this service does not involve the storage, generating, transmitting, or exchanging of VA sensitive information to the vendor. There may exist exposure to VA sensitive information, in particular to sensitive personal information (SPI) while implementing contractual services.

Minimum Statutory Requirements

Prohibition on unauthorized disclosure: Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1). See VA Handbook 6500.6, Appendix C, paragraph 3.a.

Requirement for data breach notification: Upon discovery of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access, the contractor/subcontractor shall immediately and simultaneously notify the COR, the designated ISO, and Privacy Officer for the contract. The term ‘security incident’ means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures.

See VA Handbook 6500.6, Appendix C, paragraph 6.a

Requirement to pay liquidated damages in the event of a data breach: Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract.

The contractor/subcontractor shall provide notice to VA of a “security incident” as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination.

Each risk analysis shall address all relevant information concerning the data breach, including the following:

(1) Nature of the event (loss, theft, unauthorized access);

(2) Description of the event, including:

(a) date of occurrence;

(b) data elements involved, including any PII, such as full name, social security number, date of birth, home address, account number, disability code;

(3) Number of individuals affected or potentially affected;

(4) Names of individuals or groups affected or potentially affected;

(5) Ease of logical data access to the lost, stolen or improperly accessed data in light of the degree of protection for the data, e.g., unencrypted, plain text;

(6) Amount of time the data has been out of VA control;

(7) The likelihood that the sensitive personal information will or has been compromised (made accessible to and usable by unauthorized persons);

(8) Known misuses of data containing sensitive personal information, if any;

(9) Assessment of the potential harm to the affected individuals;

(10) Data breach analysis as outlined in 6500.2 Handbook, Management of Security and Privacy Incidents, as appropriate; and

(11) Whether credit protection services may assist record subjects in avoiding or mitigating the results of identity theft based on the sensitive personal information that may have been compromised.

Based on the determinations of the independent risk analysis, the contractor shall be responsible for paying to the VA liquidated damages in the amount of $37.50 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following:

(1)…