36C25024Q0772.docx

SUBJECT*

Bio Hazardous Waste Removal Cincinnati VA Medical Center and Supported CBOCs

GENERAL INFORMATION

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs Network Contracting Office (NCO-10) 3140 Governor’s Place Blvd. Suite 210 Kettering OH 45409-1337

POINT OF CONTACT*

Contracting Officer Josh Kovar Joshua.Kovar@VA.gov

All questions shall be emailed to POC above

PLACE OF PERFORMANCE

Cincinnati VA Medical Center

EMS Department

3200 Vine Street

Cincinnati OH

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2024-05.

This solicitation is set-aside for Small Businesses (SBA), and will be competed in accordance with FAR 13, Simplified Acquisition Procedures.

The associated North American Industrial Classification System (NAICS) code for this procurement is 562112 – Hazardous Waste Collection, with a small business size standard of $ 47.0 Million Dollars. The FSC/PSC is S222 – Housekeeping / Waste Treatment and Storage.

The Network Contracting Office (NCO-10) is seeking to purchase Biohazardous Waste Removal and Disposal Services.

All interested companies shall provide quotations for the following:

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

Combined Synopsis/Solicitation Notice

ITEM INFORMATION

The guaranteed minimum only applies to the Federal Government Fiscal Year in which the contract is awarded. The guaranteed minimum of this contract is $65,000.00. The guaranteed amount shall be expended in the initial fiscal year in which this contract is awarded. The maximum total value of the contract, inclusive of the base year and all options exercised, shall not exceed $480,000.00.

Individual task orders shall be funded annually. The Contracting Officer is the only authorized individual that can place annual task orders against this contract for the estimated amount of services for the specific timeframe, and the task orders shall be issued to the contractor. Offerors shall offer pricing for the entire estimated quantity for each CLIN.

Task order minimums and maximums are addressed in clause 52.216-19.

Some items listed below are estimated quantities: CLINS/SLINS 0001, 0002, and subsequent option year CLINS/SLINS.

Vendor shall invoice monthly, for ONLY actual services rendered. DO NOT perform other than those identified, unless the ACO has issued a modification to the contract to add a CLIN for that specific action.

Contractor shall invoice for actual performance and shall indicate CLINs/SLINS on all Tungsten Network invoices.

All Offerors shall fill out Price-Cost Schedule_24Q0772.xls file and submit with their quote response.

0.00

Bio-Hazardous Waste Removal Cincinnati VA Medical Center Estimated Quantity / Not to Exceed - Invoice for Actual Collection and Disposal.

Contract Period: Base POP Begin:

POP End:

0001AA

Biohazardous / RMW - Waste Disposal

Estimated Quantity / Not to Exceed - Invoice for Actual Collection and Disposal.

Contract Period: Base POP Begin: 11-01-2024 POP End: 10-31-2025 PRINCIPAL NAICS CODE: 562112 - Hazardous Waste Collection PRODUCT/SERVICE CODE: S222 - Housekeeping - Waste Treatment/Storage

0001AB

Pathological - Waste Disposal

Estimated Quantity / Not to Exceed - Invoice for Actual Collection and Disposal.

Contract Period: Base POP Begin: 11-01-2024 POP End: 10-31-2025

0.00

Bio-Hazardous Waste Removal CBOC's Containers Estimated Per Year / Please see SOW for Collection schedule Estimated Quantity / Not to Exceed - Invoice for Actual Collection and Disposal.

Contract Period: Base

0002AA

VA Nursing Home and Domiciliary Estimated Quantity / Not to Exceed - Invoice for Actual Collection and Disposal.

Contract Period: Base POP Begin: 11-01-2024 POP End: 10-31-2025

0002AB

Bellevue Community Based Outpatient Clinic

Contract Period: Base POP Begin: 11-01-2024 POP End: 10-31-2025

0002AC

Dearborn Community Based Outpatient Clinic

Contract Period: Base POP Begin: 11-01-2024 POP End: 10-31-2025

0002AD

Clermont County VA Heatlhcare Associates

Contract Period: Base POP Begin: 11-01-2024 POP End: 10-31-2025

0002AE

Florence VA Healthcare Associates

Contract Period: Base POP Begin: 11-01-2024 POP End: 10-31-2025

0002AF

Hamilton VA Healthcare Associates

Contract Period: Base POP Begin: 11-01-2024 POP End: 10-31-2025

0002AG

VA Eye Clinic

Contract Period: Base POP Begin: 11-01-2024 POP End: 10-31-2025

0002AH

Georgetown Community Based Outpatient Clinic

Contract Period: Base POP Begin: 11-01-2024 POP End: 10-31-2025

0002AJ

Norwood Behavior Health VA Clinic

Contract Period: Base POP Begin: 11-01-2024 POP End: 10-31-2025

0002AK

Veteran's Health Administration Community Outreach Division

Contract Period: Base POP Begin: 11-01-2024 POP End: 10-31-2025

0.00

Bio-Hazardous Waste Removal

Estimated Quantity / Not to Exceed - Invoice for Actual Collection and Disposal.

Contract Period: Base

1001AA

Biohazardous / RMW - Waste Disposal

Estimated Quantity / Not to Exceed - Invoice for Actual Collection and Disposal.

Contract Period: Option 1 POP Begin: 11-01-2025 POP End: 10-31-2026

1001AB

Pathological - Waste Disposal

Estimated Quantity / Not to Exceed - Invoice for Actual Collection and Disposal.

Contract Period: Option 1 POP Begin: 11-01-2025 POP End: 10-31-2026

0.00

Bio-Hazardous Waste Removal CBOC's

Estimated Quantity / Not to Exceed - Invoice for Actual Collection and Disposal.

Contract Period: Option 1

1002AA

VA Nursing Home and Domiciliary

Contract Period: Option 1 POP Begin: 11-01-2025 POP End: 10-31-2026

1002AB

Bellevue Community Based Outpatient Clinic

Contract Period: Option 1 POP Begin: 11-01-2025 POP End: 10-31-2026

1002AC

Dearborn Community Based Outpatient Clinic

Contract Period: Option 1 POP Begin: 11-01-2025 POP End: 10-31-2026

1002AD

Clermont County VA Heatlhcare Associates

Contract Period: Option 1 POP Begin: 11-01-2025 POP End: 10-31-2026

1002AE

Florence VA Healthcare Associates

Contract Period: Option 1 POP Begin: 11-01-2025 POP End: 10-31-2026

1002AF

Hamilton VA Healthcare Associates

Contract Period: Option 1 POP Begin: 11-01-2025 POP End: 10-31-2026

1002AG

VA Eye Clinic

Contract Period: Option 1 POP Begin: 11-01-2025 POP End: 10-31-2026

1002AH

Georgetown Community Based Outpatient Clinic

Contract Period: Option 1 POP Begin: 11-01-2025 POP End: 10-31-2026

1002AJ

Norwood Behavior Health VA Clinic

Contract Period: Option 1 POP Begin: 11-01-2025 POP End: 10-31-2026

1002AK

Veteran's Health Administration Community Outreach Division

Contract Period: Option 1 POP Begin: 11-01-2025 POP End: 10-31-2026

0.00

Bio-Hazardous Waste Removal

Estimated Quantity / Not to Exceed - Invoice for Actual Collection and Disposal.

Contract Period: Option 2

2001AA

Biohazardous / RMW - Waste Disposal

Estimated Quantity / Not to Exceed - Invoice for Actual Collection and Disposal.

Contract Period: Option 2 POP Begin: 11-01-2026 POP End: 10-31-2027

2001AB

Pathological - Waste Disposal

Estimated Quantity / Not to Exceed - Invoice for Actual Collection and Disposal.

Contract Period: Option 2 POP Begin: 11-01-2026 POP End: 10-31-2027

0.00

Bio-Hazardous Waste Removal CBOC's

Estimated Quantity / Not to Exceed - Invoice for Actual Collection and Disposal.

Contract Period: Option 2

2002AA

VA Nursing Home and Domiciliary

Contract Period: Option 2 POP Begin: 11-01-2026 POP End: 10-31-2027

2002AB

Bellevue Community Based Outpatient Clinic

Contract Period: Option 2 POP Begin: 11-01-2026 POP End: 10-31-2027

2002AC

Dearborn Community Based Outpatient Clinic

Contract Period: Option 2 POP Begin: 11-01-2026 POP End: 10-31-2027

2002AD

Clermont County VA Heatlhcare Associates

Contract Period: Option 2 POP Begin: 11-01-2026 POP End: 10-31-2027

2002AE

Florence VA Healthcare Associates

Contract Period: Option 2 POP Begin: 11-01-2026 POP End: 10-31-2027

2002AF

Hamilton VA Healthcare Associates

Contract Period: Option 2 POP Begin: 11-01-2026 POP End: 10-31-2027

2002AG

VA Eye Clinic

Contract Period: Option 2 POP Begin: 11-01-2026 POP End: 10-31-2027

2002AH

Georgetown Community Based Outpatient Clinic

Contract Period: Option 2 POP Begin: 11-01-2026 POP End: 10-31-2027

2002AJ

Norwood Behavior Health VA Clinic

Contract Period: Option 2 POP Begin: 11-01-2026 POP End: 10-31-2027

2002AK

Veteran's Health Administration Community Outreach Division

Contract Period: Option 2 POP Begin: 11-01-2026 POP End: 10-31-2027

0.00

Bio-Hazardous Waste Removal

Estimated Quantity / Not to Exceed - Invoice for Actual Collection and Disposal.

Contract Period: Option 3

3001AA

Biohazardous / RMW - Waste Disposal

Estimated Quantity / Not to Exceed - Invoice for Actual Collection and Disposal.

Contract Period: Option 3 POP Begin: 11-01-2027 POP End: 10-31-2028

3001AB

Pathological - Waste Disposal

Estimated Quantity / Not to Exceed - Invoice for Actual Collection and Disposal.

Contract Period: Option 3 POP Begin: 11-01-2027 POP End: 10-31-2028

0.00

Bio-Hazardous Waste Removal CBOC's

Estimated Quantity / Not to Exceed - Invoice for Actual Collection and Disposal.

Contract Period: Option 3

3002AA

VA Nursing Home and Domiciliary

Contract Period: Option 3 POP Begin: 11-01-2027 POP End: 10-31-2028

3002AB

Bellevue Community Based Outpatient Clinic

Contract Period: Option 3 POP Begin: 11-01-2027 POP End: 10-31-2028

3002AC

Dearborn Community Based Outpatient Clinic

Contract Period: Option 3 POP Begin: 11-01-2027 POP End: 10-31-2028

3002AD

Clermont County VA Heatlhcare Associates

Contract Period: Option 3 POP Begin: 11-01-2027 POP End: 10-31-2028

3002AE

Florence VA Healthcare Associates

Contract Period: Option 3 POP Begin: 11-01-2027 POP End: 10-31-2028

3002AF

Hamilton VA Healthcare Associates

Contract Period: Option 3 POP Begin: 11-01-2027 POP End: 10-31-2028

3002AG

VA Eye Clinic

Contract Period: Option 3 POP Begin: 11-01-2027 POP End: 10-31-2028

3002AH

Georgetown Community Based Outpatient Clinic

Contract Period: Option 3 POP Begin: 11-01-2027 POP End: 10-31-2028

3002AJ

Norwood Behavior Health VA Clinic

Contract Period: Option 3 POP Begin: 11-01-2027 POP End: 10-31-2028

3002AK

Veteran's Health Administration Community Outreach Division

Contract Period: Option 3 POP Begin: 11-01-2027 POP End: 10-31-2028

0.00

Bio-Hazardous Waste Removal

Estimated Quantity / Not to Exceed - Invoice for Actual Collection and Disposal.

Contract Period: Option 4

4001AA

Biohazardous / RMW - Waste Disposal

Estimated Quantity / Not to Exceed - Invoice for Actual Collection and Disposal.

Contract Period: Option 4 POP Begin: 11-01-2028 POP End: 10-31-2029

4001AB

Pathological - Waste Disposal

Estimated Quantity / Not to Exceed - Invoice for Actual Collection and Disposal.

Contract Period: Option 4 POP Begin: 11-01-2028 POP End: 10-31-2029

0.00

Bio-Hazardous Waste Removal CBOC's

Estimated Quantity / Not to Exceed - Invoice for Actual Collection and Disposal.

Contract Period: Option 4

4002AA

VA Nursing Home and Domiciliary

Contract Period: Option 4 POP Begin: 11-01-2028 POP End: 10-31-2029

4002AB

Bellevue Community Based Outpatient Clinic

Contract Period: Option 4 POP Begin: 11-01-2028 POP End: 10-31-2029

4002AC

Dearborn Community Based Outpatient Clinic

Contract Period: Option 4 POP Begin: 11-01-2028 POP End: 10-31-2029

4002AD

Clermont County VA Heatlhcare Associates

Contract Period: Option 4 POP Begin: 11-01-2028 POP End: 10-31-2029

4002AE

Florence VA Healthcare Associates

Contract Period: Option 4 POP Begin: 11-01-2028 POP End: 10-31-2029

4002AF

Hamilton VA Healthcare Associates

Contract Period: Option 4 POP Begin: 11-01-2028 POP End: 10-31-2029

4002AG

VA Eye Clinic

Contract Period: Option 4 POP Begin: 11-01-2028 POP End: 10-31-2029

4002AH

Georgetown Community Based Outpatient Clinic

Contract Period: Option 4 POP Begin: 11-01-2028 POP End: 10-31-2029

4002AJ

Norwood Behavior Health VA Clinic

Contract Period: Option 4 POP Begin: 11-01-2028 POP End: 10-31-2029

4002AK

Veteran's Health Administration Community Outreach Division

Contract Period: Option 4 POP Begin: 11-01-2028 POP End: 10-31-2029

All Offerors shall fill out Price-Cost Schedule_24Q0772.xls file and submit with their quote response.

A.1 PERFORMANCE WORK STATEMENT

Updated 5/30/24 DESCRIPTION: Contractor provide all labor, equipment, and material necessary to provide for removal and disposal of bio-hazardous waste from the Department of Veterans Affairs Medical Center (VA), 3200 Vine Street, Cincinnati, Ohio 45220 and associated facilities as listed in this Performance Work Statement.

***NOTE: The Government reserves the right to add or remove any additional Medical Centers, CBOC’s or other facilities to the contract as they become available. Furthermore, the Government reserves the right to add, increase, or decrease types of collected materials, frequencies of collections, or quantities to allow for fluctuations of client demand that are otherwise unknown at time of solicitation. The total contract value may increase up to 20% of the base award.

The estimated base term of the contract will be for 12 Months with 4 possible option years.

· Base: 11/01/2024 – 10/31/2025

· OY1: 11/01/2025 – 10/31/2026

· OY2: 11/01/2026 – 10/31/2027

· OY3: 11/01/2027 – 10/31/2028

· OY4: 11/01/2028 – 10/31/2029

GENERAL REQUIREMENTS:

1. For VA Cincinnati pick up schedule:

· Contractor will pick-up from Building number one (1) at dock, five (5) times per week, Monday-Friday, between the hours 5:00 a.m. – 8:00 a.m.

· Clearmont CBOC is to be picked up once (1) a week during normal business days/hours Monday-Friday, between the hours 8:00 a.m. – 4:00 p.m.

· Georgetown CBOC is to be picked up Biweekly (every other week) during normal business days/hours Monday-Friday, between the hours 8:00 a.m. – 4:30 p.m.

· Listed Facilities will be picked up once (1) a month: Cincinnati VA Eye Clinic, VA Domiciliary-Fort Thomas, Bellevue CBOC, Dearborn CBOC, Florence CBOC, Hamilton CBOC. Clermont?

· The other facilities listed will be scheduled on “as needed” basis: Norwood CBOC, and Veteran’s Health Administration Community Outreach Division.

· No pick-up service is to be performed on Saturdays, Sundays and Holidays except with prior arrangement.

· A full calendar year schedule for each location will be provided to contract POC at the start of every year, and changes will be provided to POC with in the week of the changes. Excluding those that are on a as needed basis.

1. Contractor will supply proper infectious waste shipping and destruction papers as required by the Ohio EPA. Final disposal document to be sent to: VA Medical Center, Environmental Management Service (137) 3200 Vine Street, Cincinnati, Ohio 45220, ATTN: Chief of Environmental Management Service

DEFINITIONS: Each facility shall provide to the contractor and contractor shall collect and remove from each facility premises, treat and dispose of all “Bio-Medical Waste” generated by each facility in accordance with the terms of this agreement. Each facility is responsible for ensuring the Bio-Medical Waste is transferred to the designated collection and pick up site for the contractor. The term “Bio-Medical Waste: as used herein, shall include only those wastes defined by the United States Environmental Protection Agency (USEPA) as infectious waste in its Guide for Infectious Waste Management #EPA/530-SW-86-014, or defined by the USEPA as medical waste in 40CFR259.30 and any other wastes identified as infectious waste in any other applicable federal, state, county or municipal laws, regulations and guidelines.

Categories of Hazardous Waste(s) are identified in compliance with 40 Code of Federal Regulations (CFR) part 261.

INFECTIOUS WASTE: consists of seven classes with these specifications included in all seven classes:

1. CULTURES AND STOCKS: Cultures and stocks of infectious agents and associate biological including: Cultures from medical and pathological laboratories, cultures and stock of infectious agents from research and industrial laboratories; waste from the production of biologicals; discarded live and attenuated vaccines and culture dishes and devices used to transfer, inoculate and mix cultures.

1. PATHOLOGICAL WASTES: Human pathological waste including tissues, organs body parts and body fluids that are removed during surgery or autopsy, or other medical procedures and specimens of body fluids and their containers.

1. HUMAN BLOOD AND BLOOD PRODUCTS: Liquid waste human blood items saturated and/or dripping with human blood, including serum, plasma and other blood components and their containers which were used or extended for use in patient care, testing and laboratory analysis, the development of pharmaceuticals and intravenous bags.

1. ANIMAL WASTE: Contaminated animal carcasses, body parts and bedding of animals that were known to have been exposed to infectious agents during research (including research in veterinary hospitals) or research production of biologicals or testing of pharmaceuticals.

1. ISOLATION WASTE: Biological waste and discarded materials contaminated with blood, excretion, exudes or secretions from humans who are isolated to protect others from certain highly communicable diseases or isolated animals known to be infected with highly communicable diseases.

CYTOTOXIC WASTE, AND ANTINEOPLASTIC DRUGS.

Trace quantities of cytotoxic medications are contained in such things as empty, used intravenous tubes, bags, or syringes or possibly in bandages or bedding materials used in patient care. These trace quantities shall be treated as regulated medical waste and placed in red bag containers by CVAMC personnel. It is the responsibility of CVAMC personnel to ensure that all bulk chemotoxic materials and other hazardous wastes are separated from biomedical waste and disposed of in accordance established procedures for such wastes. Any and all Chemotherapy waste is held onsite until it can be properly disposed of in accordance with Federal guidelines.

PROVISIONS OF STORAGE CONTAINERS:

1. The Contractor shall provide the necessary storage containers and other equipment (e.g., pallets) when needed for use in the designated storage area(s) sufficient for the Medical Center. Contractor shall provide replacement containers on an as needed/required basis at no cost.

1. The required par level of bio bins may vary based on hospital demand. Anticipate fluctuations in par levels up to 10% of the existing par levels. In the event of increased demand, the Contracting Officer's Representative (COR) will promptly notify the vendor to adjust supply accordingly.

1. The Contractor will be responsible for delivery of the containers and any necessary equipment at the start of the contract and as required during the term of the contract and for removal of same at the conclusion of the contract. All storage containers and other necessary equipment remain the Contractor’s property.

1. Containers designated for bio waste transport must comply with both state and federal regulations. These containers are required to sustain their own weight, accommodate the bio waste within them, and allow stacking without posing safety concerns. Furthermore, they must be equipped with lids that securely latch shut.

1. Containers must be maintained and kept in good condition, free from holes, vermin, or other foreign matter. The Contractor shall clean and remove any refuse debris, or leakage, which is deposited from the container, serviced under this contract into any area of the Medical Center’s grounds. The VA shall approve germicidal solutions used to clean and sanitize containers. EPA registration information, copies of germicidal cleaner and pesticide labels, and material safety data sheets for all products used by the Contractor shall be provided to the COR or designee for approval. If, during the contract period, the Contractor changes products, the Contractor for all new products shall provide the same information.

1. If, during the contract period, the VA determines that the condition of any equipment supplied by the Contractor constitutes a hazard to the health, safety or welfare of VA employees, patients, or the general community, the Contractor shall immediately upon receiving notice of such determination, remove the equipment from the VA and replace it with equipment which is approved by the VA.

1. The Contractor shall provide all operators and the vehicle required to disconnect, remove, transport, replace and reconnect the container. VA employees shall, under no circumstances, provide assistance to Contractor personnel in any manner during the container exchange process.

SAFETY REQUIREMENTS: In the performance of this contract, the Contractor shall take such safety precautions as the Contracting Officer or his/her designee may determine to be reasonably necessary to protect the lives and health of occupants of the buildings. The Contracting Officer or his/her designee will notify the Contractor of any non-compliance with the foregoing provisions and the action to be taken. The Contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. Such notice, when services on the Contractor or his/her representative at the site of the work, shall be deemed sufficient for the purpose aforesaid. If the Contractor fails or refuses to comply promptly, with Contracting Officer may issue an order stopping all or any part of the work and hold the Contractor in default.

TRANSPORTATION:

1. An appropriate transport vehicle will be used to transport waste to the site of treatment. Safety standards will be implemented to protect patients, Medical Center Staff and the private sector. Contractor shall acquire and maintain all appropriate DOT hazardous waste transportation permits.

1. Vehicles must be in compliance with all Federal and State requirements and be maintained in a clean and sanitary condition.

1. Vehicles will be equipped with Federal and State mandated spill kits.

1. Vehicles will be equipped with U.L. Scales, which will be used to weigh all medical regulated waste prior to being removed from the VA Medical Center.

1. Driver/Technicians must be properly trained in the operations of handling and hauling regulated medical waste and OSHA requirements for Universal Precautions.

1. Contractor will be responsible from pick-up site to treatment site. Contractor will be responsible for spills on or off VA Medical property once containers are placed in Contractor’s possession.

1. Contractor will provide 96-hour sustainability back up contingency plan.

1. Contractor will provide a desktop drill once a year at the site for the contingency plan.

TREATMENT OF REGULATED MEDICAL WASTE:

1. Waste must be treated by the Ohio Environmental Protection Agency (OEPA) approved methods within the time frame allotted by OEPA.

1. Contractor will provide daily trip tickets which will include the date, poundage (in U.S. Pounds) and type of waste and number of containers treated.

1. Contractor will keep records of regulated waste treated and provide the VA Medical Center with copies on a monthly basis.

1. Treatment site will be inspected by Medical Center personnel to ensure Contractor is complying with the contract and standards established by the EPA.

5. Contractor shall disinfect and destroy all regulated medical waste in one of two methods:

a. Autoclave and shred/compact all regulated medical waste. The autoclave process must be proven sufficient to make all waste safe to dispose in a licensed landfill. The shredding/compacting process must be sufficient to destroy any potential identifiable information in order to ensure adequate security of patient information in accordance with industry standards.

OR (Please see Note 5.1 Below).

b. Incinerate all regulated medical waste in an incinerator that is EPA approved for infectious waste. Contractor must possess a permit to operate incinerator from the proper authority in the areas of jurisdiction where the incinerator is located.

5.1. Autoclave and shred/compact is the preferred method for any Hazardous Waste Destruction. If there are any items that cannot be destroyed via Autoclave/shred/compact the vendor must reach out to the station POC for further guidance.

1. In the event a contractor chooses the autoclave/shred/compact approach there must be a contingency plan for dealing with ball joints, body parts, and other infectious wastes which cannot be autoclaved and shred. Specifically, a contractor shall provide a detailed plan to address this issue as part of their proposal. Contractor shall maintain all updates with any approved coordinated changes with EMS personnel.

Reporting:

Contractor shall supply proper infectious waste shipping papers as required by the Ohio EPA. Certificate of destruction final disposal document to be sent to: Cincinnati VA Medical Center, Environmental Management Service (137) 3200 Vine Street, Cincinnati, Ohio 45220 and separate report to Dayton the Department of Veterans Affairs Medical Center (VA), Environmental Management Service 4100 West Third Street, Dayton, Ohio 45428.

Reporting shall include the following information for ALL items at a minimum.

1. Date of Pickup

2. Pickup Location (Main Facility, Clinic, or CBOC (Must be identified))

3. Waste Stream / Contract CLIN/SLIN

a. (BIO/RMW or PATH) these must be separated or identified by type.

4. Number of Containers Picked up.

5. Weight of Containers

6. Date of Destruction

7. Method of Destruction

RATES:

Contractor will provide firm-fixed price rates for each designated period. No pass-through costs due to disposal, fuel, or host site increases will be passed on to the Government.

INVOICES:

INVOICING:

Payment shall be made monthly in arrears upon receipt of a properly prepared detailed invoice and validated by the COR. Invoices must be sent electronically through VA Tungsten Network Portal. https://www.tungsten-network.com/customer-campaigns/veteransaffairs/

A PROPERLY PREPARED INVOICE SHALL CONTAIN:

· Invoice Number and Date services were provided

· Contract Number

· Contractor’s Name and Address

· Accurate Purchase Order Number

· CLIN & Date of service/period of supply

· Description of Supply or Service provided Broken Down by waste stream either RMW or BIO/PATH Total amount due

PAYMENTS:

Payments will be made monthly in arrears in accordance to FAR Clause 52.232.25, Prompt Payment Act. Payments will be based on the monthly rates established in Section A, provided the requirements listed in Section B are fully met. Contractor must include contract number, purchase order number and period of service on each invoice.

CONTRACT ADMINISTRATION:

The Contractor shall contact the Contracting Officer on all matters pertaining to administration. Only the Contracting Officer is authorized to make commitments or issue changes, which will affect the price, quantity or delivery terms of this contract.

Page 1 of

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LIST OF VA FACILITIES AND VA SUPERVISED FACILITIES

· CINCINNATI VA MEDICAL CENTER

3200 Vine St.

Cincinnati, Ohio 45220 Phone: 513-861-3100 extension 6311

· VA NURSING HOME AND DOMICILIARY

1000 South Fort Thomas Avenue Fort Thomas, Kentucky 41075 Phone # 513-861-3100x6214

· BELLEVUE COMMUNITY BASED OUTPATIENT CLINIC

103 Landmark Drive Bellevue, Kentucky 41073 Phone: 859-392-3840

· DEARBORN COMMUNITY BASED OUTPATIENT CLINIC

131 Campus Drive Lawrenceburg, IN 47025-1387 Phone: 812-539-2313

· CLERMONT COUNTY VA HEALTHCARE ASSOCIATES

4600 Beechwood Road Cincinnati, OH 45244-1809 Phone: 513-943-3680

· FLORENCE VA HEALTHCARE ASSOCIATES

7310 Turfway Road Suite 510

Florence, KY 41042-7533 Phone: 859-282-4480

· HAMILTON VA HEALTHCARE ASSOCIATES

1755 South Erie Highway, Suite C Hamilton, OH 45011-4145 Phone: 513-870-9444

· VA EYE CLINIC

2929 Highland Avenue Cincinnati Ohio 45220 Phone: 513-559-3570

· GEORGETOWN COMMUNITY BASED OUTPATIENT CLINIC

474 Home Street Georgetown OH 45121 Phone: 937-378-3413

· NORWOOD BEHAVIOR HEALTH VA CLINIC

4600 Smith Road Central Station Suite A6 Norwood, OH 45212 Phone: 513-475-6547

· VETERAN’S HEALTH ADMINISTRATION COMMUNITY OUTREACH DIVISION

909 Vine Street Room 107 Cincinnati, OH 45202 Phone: 513-977-680 Page 1 of Page 1 of

QUALITY CONTROL AND QUALITY ASSURANCE FOR CONTRACT SERVICE:

The contractor shall be responsible for effective implementation of their Quality Control Program, and shall be responsive to the requirements of the Government’s Quality Assurance Plan conducted by the COR.

Quality Control. The contractor shall have a Quality Control program to assure that the requirements of the contract are provided as specified. One copy of the Contractor’s basic Quality Control Program shall be submitted for approval by the COR. Subsequent changes to the approved Quality Control Program must also be reviewed and approved by the COR with final approval by the Contracting officer. The program shall include, but not be limited to the following.

An inspection system covering the performance indicators given in the Quality Assurance/Performance Requirements table below.

A method for identifying deficiencies in the quality of services performed before the level of performance becomes unacceptable.

A file of all quality control inspections inspection results, and any corrective action required shall be maintained by the Contractor throughout the duration of this contract. This file shall be the property of the Government and shall be available to the COR during normal working hours. The file shall be turned over to the Government within 14 days of completion of termination of the contract.

QASP: A (Quality Assurance Surveillance Plan (QASP) has been developed for in-house operations or to implement a service contract. It is designed to aid the Government in providing effective and systematic surveillance of all aspects of document and media destruction. This plan provides for monitoring all contract requirements through a combination of methods. These are:

· Check in at all locations using hospital tracking system were applicable.

· Furnishing reports including pick up data.

· Random observation

· Client/Customer Complaints

· Surveillance Activity Checklist

The contractor is required to conduct a check-in process upon arrival at all designated locations. This procedure shall be executed using the hospital tracking system, where applicable. QR Codes, accessible at entry points and front desks or can be provided by point of contact (POC). This must be utilized by the contractor to gain access to the app. The App will capture and record details such as time, date, and location upon check-in. Additionally, the contractor is obligated to input details regarding the services provided into the available slots within the app.

The contractor shall be responsible for furnishing comprehensive details regarding waste pick-up including but not limited to schedules, types of waste accepted, and quantities in the form of a monthly reports. This information will be delivered via email to identified Government officials in the role of COR, and the GEMs coordinator. Alternate COR or VHACINEMSAdministrator@va.gov if COR is not available. This data is required to be submitted simultaneously with the invoicing for the preceding month.

The QASP is a “living document” and the Government may review and revise it on a regular basis. However, the Government shall coordinate changes with the contractor. Updates shall ensure that the QASP remains a valid, useful, and enforceable document. Copies of the original QASP and revisions shall be provided to the contractor and Government officials implementing surveillance activities.

The objective of this surveillance plan is to evaluate how the Government or contractor is performing in key areas. We are primarily interested in the final product or service being provided and not the details of the accomplishment.

QUALITY ASSURANCE / PERFORMANCE REQUIREMENTS STANDARDS

Threshold

***Report of Non-Compliance shall be directed to SBA for remediation by the CO.*** Possible fines and debarment may be imposed. Please see Note 7.1 under this table.

Note 7.1: IAW 13 CFR § 125.6(g), Whoever violates the requirements set forth in paragraph (a) of this section shall be subject to the penalties prescribed in 15 U.S.C. 645(d), except that the fine shall be treated as the greater of $500,000 or the dollar amount spent, in excess of permitted levels, by the entity on subcontractors. A party's failure to comply with the spirit and intent of a subcontract with a similarly situated entity may be considered a basis for debarment on the grounds, including but not limited to, that the parties have violated the terms of a government contract or subcontract pursuant to far 9.406-2(b)(1)(i) (48 CFR 9.406-2(b)(1)(i)).

PERFORMANCE MONITORING:

The government will periodically evaluate the contractor's performance by appointing representative(s) from serviced facilities to monitor performance to ensure services are received.

The government representative will evaluate the contractor's performance through intermittent observation and on-site inspections of the contractor's quality control program and receipt of complaints from facility personnel.

Routine collections and container movements will be observed by a government representative at random intervals no less than once per month.

The government representative will perform on-site inspections of the contractor's facility(s) no less than once annually. The government may increase the number of quality control inspections if deemed appropriate because of repeated failures discovered during quality control inspections or because of repeated customer complaints. The government will also receive and investigate complaints from various customers located on the installation.

The contractor shall be responsible for initially validating customer complaints. However, the government representative shall make final determination of the validity of customer complaint(s) in cases of disagreement with customer(s).

ACCEPTABLE PERFORMANCE

The Government shall document positive performance. Any report may become a part of the supporting documentation for any contractual action.

UNACCEPTABLE PERFORMANCE

When unacceptable performance occurs, the COR shall inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR shall document the discussion and place it in the COR file.

a. When the COR determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR) and present it to the contractor's program manager.

b. The contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the contractor is required to prepare a corrective action plan to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the contractor has to present this corrective action plan to the COR. The Government shall review the contractor's corrective action plan to determine acceptability.

c. Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO.

The Contractor shall appoint a point of contact that will have the responsibility to respond to customer needs in accordance with this contract. He/she will ensure emergent needs are appropriately addressed within 24 hours and non-emergent needs addressed within the normal delivery period specified by the contract. Facility POC’s are listed above.

SPECIAL CONTRACT REQUIREMENTS:

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, 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) Notification.

(2) One year of credit monitoring services consisting of automatic daily monitoring of 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)

The fallowing are examples of containers that could be used.

· HEAVY-DUTY: Storage bin is a heavy-duty storage container used for storing and transporting items

· SECURE LID: Lid snaps tight, keeping contents secure within

· STACKABLE STORAGE: Containers stack securely for efficient use of space

· HIGH STRENGTH RESIN: Constructed for high-density polyethylene resin for commercial grade strength

· DIMENSIONS: Measures 20-1/2" x 21-1/4" x 27-1/4"

Cardboard can be used in areas like CBOC. Where space is extremely limited. But must be discussed with POC before setting up as a routine process.:

Place of Performance/Place of Delivery

3200 Vine St Cincinnati, OH

SITE VISITS: It is strongly suggested and expected that the offeror inspect the campuses to be serviced to fully understand the nature of the work and the conditions under which the work is to be performed. In no case shall failure to inspect the campus constitute grounds for a claim after contract award. A site visit is not a requirement to offer a quote. The Government has allocated the following Date/Times for site visits. All prospective quoters shall check in with Police Services to obtain a visitor’s badge. All prospective quoters shall follow Covid Protocols as directed by VA / CDC guidance. All times below are EST.

· Cincinnati VA Medical Center | 7/09/2024 | 10:00 AM – 10:45 AM 3200 Vine Street, Cincinnati, OH 45220-2637

· All Visitors Must check in with Police Services –

· After Checked in With Police Services please go to ER Entrance next to the Police window. The Main Entrance is currently under construction. You will be met at 1000AM at the entrance. If no one is present, please go to reception and have them call Tyler Mott. All companies shall sign in for this site visit.

The full text of FAR and VAAR provisions or clauses may be…