P09 FINAL Performance Work Statement Medical Waste Collection and Disposal Services.docx

Performance Work Statement (PWS) Medical Waste Collection and Disposal Services (including sharp containers) Gulf Coast Veterans Health Care System Environmental Management Services 400 Veterans Avenue Biloxi, MS 39531

1. OBJECTIVE: Environmental Management Services (EMS) located at Gulf Coast Veterans Health Care System, Biloxi, MS 39531 requires the following services for the facility: Medical Waste Collection and Disposal Services (including sharp containers). The effort required consists of providing Regulated Medical Waste (RMW) services to include reusable sharp container program services that include the pickup of sharps bio-hazardous waste and RMW, storage, transport, destruction, treatment, and disposition of contents at the locations needed. Please refer to Section 4 (Place of Performance) of this PWS for the specific locations where the services described herein will be required. The services required for this acquisition are reoccurring, essential services needed by the facility. These services are currently being performed under an active contractual agreement that is expiring. A new contractual agreement is needed to ensure the continuity of these services.

2. GENERAL: This is a non-personnel services requirement. The contractor shall provide all management, oversight, supervision, labor, transportation, tools, materials, parts, other items, and the support necessary to perform work, execute services, and to successfully complete all deliverables as contained within this Performance Work Statement. The Government shall not exercise any supervision and/or control over contractor personnel (which includes contractor service providers, contractor representatives, and subcontractors employed with and/or being utilized by the prime contractor) during all active performance periods of the final contract. All contractor personnel shall be accountable solely to the Contractor, who in turn is responsible to the Government.

3. DESCRIPTION AND SCOPE OF SERVICES:

Sharps Containment System: Contractor shall provide services including a reusable sharps containment system that is compliant with Centers for Disease Control (CDC) and National Institute for Occupational Safety and Health (NIOSH) guidelines and which has been approved by the following Department of Veterans Affairs offices/sections (Nursing, Safety, Infection Control, and Green Environmental Management System (GEMS) Coordinator). Contractor shall provide rigid puncture resistant sharps containers that meet the American Society for Testing Materials (ASTM) Standard F213 -01 "Standard Specification for Puncture Resistance of Materials Used in Containers for Discarded Medical Needles and Other Sharps". Contractor shall provide sharps containers that include appropriate sizes and shapes, opening types (vertical drop) and closures (locking mechanism) mounting brackets, cans with casters (to hold and transport), training and replacement for sharps collection and containment of Sharps Waste (defined below). Sharps containers shall be of the type that lends itself to privacy of patient information (example— be of solid red in color). Each container shall meet all requirements of The Occupational Safety and Health Administration (OSHA) regulation 29 CFR 1910, 1030 'Bloodborne Pathogens" and be registered as a sharps waste container with the Food and Drug Administration (FDA). Contractor shall provide labor, tools, materials, supplies, appropriate equipment, transportation, and supervision necessary to pick up, store, transport, decant, and clean/sterilize containers as well as destroy, dispose of, document, and invoice for waste removed from the containers. The following special function items (to include but not limited to) funnel tops, traps wall cabinets and related hardware shall be furnished by the contractor and will not be furnished from the government. The contractor shall provide reusable sharps containment system services for the sites/locations identified in this Performance Work Statement.

The term "Sharps infectious Waste" shall be considered for the purpose of this acquisition to include hypodermic needles, syringes, and scalpel blades. This term does not include any hazardous waste, radioactive waste, and pharmaceuticals. The Medical Center will be responsible for the segregating of all waste in accordance with Federal, State, and Local requirements.

Accompanying this Performance Work Statement are addendums that provide information about the quantity, size, locations, and exchange frequency for reusable sharps containers. Existing sharps container’s locations (patient rooms, exam rooms, research areas lab areas, operating rooms, procedure rooms, and other areas) and sizes will be used as a guideline. For the reusable sharp’s container management program, the Contractor shall supply and install all necessary locking mounting wall brackets. floor dollies and countertop stability base where needed. Reusable sharps containers shall be exchanged by an employee of the primary contracting company at a set frequency to ensure sharps containers do not overfill. Containers will not be allowed to be filled above the manufacturer’s recommended level. This is a safety requirement and will be strictly enforced by the government. The unit exchange frequency may vary from area to area. The exchange frequency will be based on patient care volume in or at each location. The estimated frequency is at least weekly. Specialty and/or restricted areas may have different needs for services delivery. The Contractor shall provide a supply of clean/sterilized reusable sharps containers to be kept on site to be used in the event that a container does become full prior to the contactor’s scheduled exchange visit and an Environmental Management Service (EMS) staff member will then replace full container with a new empty one. Exact storage location to be determined by EMS. Contents of reusable sharps contents shall be transported off station and disposed of as RMW. This waste shall be billed separately from Regulated Waste Collection. The contaminated reusable sharps containers shall be cleaned, disinfected. and sterilized for reuse. Reusable sharps containers shall not be cycled through more than 500 times or as stated and allowed by applicable and current regulations. The cost of any replacement sharps containers shall be at the Contractor's expense.

Initial, Phase In Procedures (For Services Execution)

The contractor shall work with the Contracting Officer Representative (COR) and/or other authorized facility designee to pick-up and remove existing sharps containers, waste, and brackets. All removed brackets and accessories shall be provided to the VA upon removal. Contractor shall replace all existing sharp container brackets with reusable sharps container brackets and containers to include wheeled medication carts. Contractor shall provide containers that comply with all necessary requirements, and which are in accordance with Federal, State, and Local regulations regarding labeling of these containers. All containers shall be clearly labeled with Biohazard symbol and the word "BIOHAZARD' displayed on the container which includes a bar code. The removal of old sharps containers and installation of new containers shall be performed after the facility’s normal business hours to cause the least disruption to patient care. The Contractor shall be responsible for the repair of any damage caused during the removal of the old sharp containers and/or brackets or installation of the new sharp containers and/or brackets. This may require filling holes (patching) and painting by the Contractor. Paint colors and numbers of the paint to be used will be provided by the government to the Contractor so the existing colors will match the existing décor. Installed containers shall be at a height to meet American Act (ADA) requirements. It is anticipated that this phase- in shall be accomplished within a period of one month.

Regulated Medical Waste (RMW) Collection and Disposal services:

Contractor shall provide services including the provision of containers and labels for regulated medical waste, chemotherapy waste, and pathological waste, pickup of all regulated medical waste streams (sharps, RMW, residual chemotherapy waste per Resource Conservation and Recovery Act (RCRA), and pathological waste). This effort includes storage & transport, decanting, examination, appropriate treatment, incineration, disposal, documentation of quantities & weights of waste, cleaning of containers, and provision of legal manifest (documents) accurately describing the chain of custody from point of pickup to its final disposition. The contractor shall provide these services for each of the site locations identified.

The contractor shall be responsible for the removal of all chemotherapy waste placed in the medical waste storage areas. The ridge yellow containers will be labeled so the contractor will know the final disposal is incineration. The yellow containers will be non-reusable and will be supplied from the government. Invoices submitted for payment must annotate how many yellow containers are removed at each site.

The contractor shall be responsible for the removal of all Pathology Waste that staff has collected and stored in designated refrigerated units to await final pickup, disposal, and incineration. Prior to contractor transport, the appropriate facility personnel will ensure that the appropriate containers are closed and labeled as to the origin of the container for tracking purposes and labeled "Contaminated Specimens to be Incinerated" or "Incinerate Only".

Contractor is solely responsible for all spills or leaks which may occur during the active performance periods of the contract.

Contractor shall not dispose of any chemical containers contaminated by cleaning chemicals in any location in the facility except as specified by the COR.

Regulated Medical Waste Containers: Containers shall be made of rigid plastic construction designed to prevent puncture by needles and other shams, capacity not to exceed 96 gallons, and shall include locking safety handles along with appropriate bio-hazard warning symbols approved by the State and Federal regulatory agencies. Contractor shall maintain the refuse containers and equipment in a state of satisfactory repair (no broken wheels or lids, sharp points) and appearance (free of dirt/old paper stickers) determined by the COR. Contractor shall have containers disinfected inside and out using and Centers for Disease Control (CDC) approved disinfectant before returning them to the medical center or clinics for use. Disinfectant Material Safety Data Sheet (MSDA) information shall be provided by the contractor to the government prior to use.

Contractor Liability: Contractor shall assume all liability for the medical waste removed from the VA property from the time of pick-up until the total distribution of the waste by incineration, sterilization, or other disposal method. Such actions include compliance with Environmental Protection Agency (EPA), Occupational Safety and Health Administration (OSHA), Centers for Disease Control (CDC), Department of Environmental Management (for applicable state), Department of Environmental Quality (DEQ) (for applicable state), and other controlling agency requirements with oversight authority.

Government Responsibility: The Government will be responsible for properly packaging and storing bio-hazardous waste.

4. PLACE OF PERFORMANCE: Work will be performed, services will be executed, and deliverables will be completed at the following locations which are part of the Gulf Coast Veterans Health Care System.

1). Biloxi, MS VA Medical Center, 400 Veterans Avenue, Biloxi, MS 39531 2). Pensacola VA Clinic, 790 Veterans Way, Pensacola, FL 32507 3). Eglin Air Force Base VA Clinic, 100 Veterans Way Eglin Air, Force Base, FL 32542-1038 4). Mobile VA Clinic, 4444 Demetropolis Rd, Mobile, AL 36619-9602 5). Panama City Beach VA Clinic which consists of two locations annotated below

Panama City Mental Health Clinic (Referred to as Magnolia) 2600 Veterans Way Panama City Beach, FL 32408-7186

Panama City Community Based Outpatient Clinic (CBOC) 140 Richard Jackson Blvd Panama City, FL 32407

For these locations the Regulated Medical Waste (RMW) frequency/schedule is annotated below which includes the specific location for pick up at the site (if designated). If not designated, such information will be provided to the contractor by the government before start of performance. Alternate days for RMW pick up and/or an alternate schedule may be allowable if approved by the government and the contractor. Any schedule changes that are proposed shall not negatively impact and/or degrade services execution in any way.

1). Biloxi, MS VA Medical Center, RMW Schedule: 5 times per week, Monday through Friday Bldg.73 (Back dock)

2). Pensacola VA Clinic RMW Schedule: Once a week, Thursday Room IB-183 / This facility is located between the Naval Hospital and Navy Shopping Center off Highway 98.

3). Eglin Air Force Base VA Clinic

4). Mobile VA Clinic RMW Schedule: Every other Wednesday Room 1E104

5). Panama City Mental Health Clinic (Referred to as Magnolia) RMW Schedule: Once a week, Thursday Panama City Community Based Outpatient Clinic (CBOC) RMW Schedule: Once a week, Thursday

5. PERIOD OF PERFORMANCE: The expected period of performance for this acquisition is the following.

Option years may or may not be exercised based on the needs of (and at the discretion of) the U.S. Government.

6. WORK HOURS AND SCHEDULE: All performance of work, execution of services, and completion of deliverables must be accomplished during the facility’s normal business hours, 8:00 a.m. through 4:30 p.m. Monday through Friday, Federal Holidays excluded. Prior to any efforts that are undertaken proper coordination shall be initiated between the contractor and the government to ensure that services/work/deliverables can be performed/executed/completed when scheduled. Any work, services, and/or other tasks performed during other than normal business hours must be approved in advance by the Contracting Officer Representative (COR), Contracting Officer, and/or other authorized facility designee/representative. The Federal Holidays that are currently being observed by the facility are listed in the table below.

An alternative schedule (different from the schedule described above) may be utilized if there is mutual agreement between the government and the contractor regarding this alternative schedule if implemented.

7. PERSONNEL PERFORMING WORK/SERVICES - REQUIRED “CORE COMPETENCIES”:

Personnel performing work, executing services, and completing deliverables during the active performance periods of the contract shall possess the knowledge, skills, and abilities required to successfully accomplish the following: Medical Waste Collection and Disposal Services (including sharp containers). No unqualified individuals shall be allowed to perform work, execute services, and to complete deliverables at any time under the final contract while active. All Contractor personnel involved in the performance of this contract shall have received training regarding the handling of infectious materials, and emergency procedures to be followed in case of a spill before starting work under this contract. Certification, compliance with, and/or completion of such training shall be provided when requested by the government.

License, Permits, Insurance, and Authorized Facilities: Contractor shall be properly licensed by Federal, State and Local authorities to provide pickup, removal and disposal of biohazardous waste and be properly insured in accordance with the requirements as stipulated in the clauses that are contained within the solicitation/final contract for this acquisition. Only legitimate, licensed, and authorized disposal facilities may be utilized by the contractor during performance under the final contract. Contractor shall provide a list of these disposal facilities if the government requires or requests such information at any time during the execution of this acquisition.

8. KEY PERSONNEL

During the active performance periods of the contract a Key Personnel Person or persons shall be designated by the contractor (to be contacted by the government when needed) regarding performance of work, execution of services, and completion of Deliverables as contained within this Performance Work Statement and covered by the final contract. This Key Personnel person or persons must have sufficient knowledge to be able to respond to technical questions by the government.

9. DELIVERABLES:

Required Deliverables

DELIVERABLE #1:

REPORTING, DOCUMENTATION, AND SERVICE LOGS

Reporting, documentation, and service logs are required are included as part of the final contract. This deliverable includes all labeling and identification requirements for all containers/receptacles that are used during contractor performance. This deliverable includes but is not limited to the information below.

Safety Reporting: Any incident or occurrence involving safety shall be reported by contractor. The Contractor shall report to the VA Safety Officer via the COR all spills, regardless of quantity and all personnel exposures. Such reports shall first be reported by telephone within 30 minutes following the incident and shall have a follow up in writing no later than seven (7) days after the initial report. When reporting a spill, the following information shall be famished (l) quantity spilled; (2) exact location of spill; (3) containment procedures initiated: (4) clean-up and disposal procedures; (5) personal injury involved; (6) assistance required; and (7) a narrative summarizing all on-scene visits made by local, state, and federal officials.

Packaging, Materials and Labeling (include Bar Code): Contractor shall supply all containers and labels and placards to include bar coding labels for tracking with the exception of the yellow containers previously described herein. The labels and placards are necessary to satisfy Federal, State and Local laws for package content identification, transportation over public thoroughfares and transfer to any company involved in the destruction, recovery, or burial bio-hazardous material. This shall also be part of Contractor's Quality Assurance Program.

Records: Contractor shall maintain a log of regulated medical waste and regulated "Sharps Waste" shipments which include quantity of waste shipped, sources, and delivery points (Note: This requirement shall not be confused with manifests described in other sections of this PWS. Records shall be kept on file for a minimum of three years from contract expiration.

Manifest Documentation/Report:

1. The contractor shall provide tracking of medical waste from the point of pickup, through use of an EPA, DEQ for applicable state, and DOT approved manifest system. The Contractor shall provide hard copy documentation (manifest sheets) to include contactor's company information to the center, indicating time and date of pickup, time and date of incineration, and weight of each container received (one weight exception is for Panama City-Mental Health Clinic due to box). Contractor staff shall engage only authorized EMS staff (COR or designee) to sign manifests of waste in accordance with DOT and state requirements. Contractor shall provide final copy within two (2) weeks after the end of the month of service.

2. Contractor shall provide an annual solid waste report by January 31st during each annual, active performance period. This report should reflect the total pounds of solid waste generated for the year and the total cost of disposal. There is no specific format for this report however this report must encompass and provide information about all locations being serviced under the final contract. This report shall be provided to the Green Environmental Management System (GEMS) coordinator, COR, or other authorized facility representative (if designated to receive this report).

DELIVERABLE #2:

TRAINING

If requested by the government, the Contractor shall provide annual training to Department of Veterans Affairs employees in order to establish a safe, efficient, and cost-effective identification, separation, segregation, packaging, labeling, and handling of medical waste program. This training shall include methods on how to identify and handle infectious waste with special emphasis on Right to Know compliance. This training shall also include applicable Department of Transportation (DOT) requirements as they relate to waste generation. The government will provide a location/area for training if such training occurs.

10. QUALITY CONTROL / QUALITY ASSURANCE:

The contractor shall establish & maintain a complete quality control/quality assurance program to ensure that the requirements contained within and/or otherwise encompassed by the final contract are provided as specified.

Quality/Performance Requirements Summary:

Quality control and quality assurance standards will be monitored and attained utilizing the Performance Requirements Summary Matrix as annotated by Technical Exhibit 1 which follows. The government reserves the right and may elect to also include/utilize a Quality Assurance Surveillance Program (QASP) document as part of this acquisition to ensure that quality standards are met.

Technical Exhibit I Performance Requirement/ Indicator

Measure

Waste collection/pickup for both RMW and Sharps Containers

Schedule

11. OTHER REQUIREMENTS:

11.1 Identification and Badges: Any individual performing work under this contract shall wear a badge or other identification while on site that is clearly displayed at all times. While on site, any person performing work directly or indirectly in support of the final contract shall be in a position to specify their authorized purpose for their presence at the facility in the event that such information is requested by VA facility personnel.

11.2 Transportation: Contractor shall provide transportation in compliance with Department of Transportation (DOT) regulations. Trucks shall have leak-proof compartments for containing medical waste and shall have built-in spill control technology. Contractor shall provide proof of access (ownership/rental agreement) for trucks to be used under this contract with their proposal at time of offer due date. Vehicles shall be properly disinfected as a result of leaks or spills. Contractor shall immediately notify the Department of Health (DOH) for the applicable state, and the VA, if a vehicle is involved in a spill or accident which renders the vehicle non-compliant with applicable rules and regulations.

11.2 Parking/Contractor Vehicles (and other property): It is the responsibility of the contractor to park in the appropriate designated parking areas, to avoid ticketing or towing (if/when on site at the facility). Information on parking is available from the facility if requested by the contractor. Contractor vehicles, carts, materials, or supplies shall not be left unattended at any time. Contractor staff shall be professional and comply with all facility policies such as but not limited to zero tolerance for sexual harassment, violence in the workplace, a drug-free workplace, and safety.

11.3 Contract Administration: The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under the final contract when executed. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that will impact/change price, quantity, or quality of performance of this contract. In the event the Contractor makes any such change at the direction of any person other than the Contracting Officer, this change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof. All changes to the contract will be issued via an amendment and/or modification to the contract by the Contracting Officer in writing to the Contractor.

11.4 Invoicing and Payment: Contractor is authorized prompt payment IAW applicable regulation following the successful performance of work, execution of services, and completion of required deliverables. Contractor invoices shall be submitted IAW VAAR Clause 852.232-72 Electronic Submission of Payment Requests. Invoices submitted for payment must be detailed to the extent necessary to reflect the work done and the services performed during the time periods when completed so an accurate assessment can be made by the facility for certification of these invoices for payment. Advance payments are not authorized, and contractor is not authorized payment for planned or anticipated work not performed and/or for work that has not been successfully completed.