36C26124Q0474.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office 21 VA Southern Nevada Healthcare System 6900 N. Pecos Road, Building 6 North Las Vegas NV 89086

POINT OF CONTACT*

SABLE WILLIAMS

SABLE.WILLIAMS1@VA.GOV

PLACE OF PERFORMANCE

ADDRESS

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

THIS IS A SOURCES SOUGHT FOR MARKET RESEARCH PURPOSES ONLY. The Department of Veterans Affairs is in the process of determining the acquisition strategy for HAZARDOUS WASTE SERVICES for VA RENO Health Care System with locations in RENO, CA. Please note that this Request for Information (RFI) is for information only and does not constitute a solicitation for competitive bids/proposals and is not to be construed as a commitment by the Government. However, all interested parties who believe they can meet the requirement are invited to submit information describing their capability to provide the required services.

OVERVIEW: SEE ATTACHED PWS

Please include the follow information about your organization in your response (1) Name of Organization, (2) Address + Zip Code, (3) Telephone number, (4) SAM UEI Number, (5) Size of Business: Large or Small, (6) SAM status, (7) Point(s) of contact, and (8) email address.

Organizations responding to this RFI should provide the company’s capabilities to perform this requirement. The NAICS code is 562111. The Size Standard is $47 million. The information received as a result of this notice will be considered solely for the purpose of determining whether to conduct a competitive procurement. A determination by the VA not to open the requirement to open competition, based on responses to this sources sought synopsis is solely within the discretion of the VA. The Government does not intend to pay for any information provided under this sources sought synopsis.

All responses must be sent via e-mail to SABLE WILLIAMS, Contracting Officer, at MARCH 21 2024 BY 8:00AM PST.

1. Scope of Work Ref: 654-24-4-6094-0055

The Contractor shall furnish all labor, equipment, containers and lids that are properly labeled, cleaned, and disinfected (except for Government-furnished “Sharps” needle containers), supplies, materials, transportation, and supervision required to provide pick-up, transport, treatment/incineration and/or acceptable disposition of Regulated Medical Waste (RMW), pathological wastes (to include pacemakers), chemotherapy wastes, Non RCRA (Resource Conservation and Recovery Act) Pharmaceutical Waste, and a Controlled Substance Waste Program (CsRx) at the VA Sierra Nevada Health Care System located at the below locations:

1. Main campus: VA Sierra Nevada Health Care System located at 975 Kirman Ave, Reno NV, 89502 NOTE: Locations 2 and 3 below only generate Regulated Medical Waste (RMW) (quantities listed)

2. Community Based Outpatient Clinic (CBOC), VA Diamond View Outpatient Clinic, 110 Bella Way, Susanville, CA 96130

a. This location generates approximately 67 lbs of RMW per month

3. VA Carson Valley Outpatient Clinic, 1330 Waterloo Lane, Suite 101, Gardnerville, NV 89410

a. This location generates approximately 30 lbs of RMW per month

2. Background information The VA Sierra Nevada Health Care System generates an average of the below poundage of all the listed wastes per year. Breakdown is as follows (estimated quantities from 2023):

3. Performance period

3.1 Location 1, Main Campus: The contractor shall pick up above biomedical infectious wastes at location 1, main campus, minimum three times per week during regular working hours on Mondays, Wednesdays, and Fridays between 07:00 a.m. to 10:00 a.m. In the event of the day of pick up falls on a holiday, pick-up is to take place on the next regularly scheduled work day. NOTE: at the main campus, VA personnel work these holidays and are available on Holidays for pickup of these infectious wastes. Additionally, Controlled Substance Waste Program (CSRx) pick ups shall occur once per month at the main facility.

3.2 Locations 2 and 3: pick-ups shall occur twice a month on a day during regular working hours from Monday through Friday 8:00 a.m. to 4:30 p.m, excluding Federal Holidays. In the event of the day of pick up falls on a holiday, pick-up is to take place on the next regularly scheduled work day.

3.3 VA observed Federal Holidays are:

Any other day designated by the President as a national holiday.

4. Definition

4.1 MEDICAL WASTE: Contaminated dressings, tissues, gloves, masks, hair covers, etc. from isolation rooms, packed and tied in “RED BAGS “(red plastic leak-proof bags).

4.2 BIOLOGICAL AND PATHOLOGICAL WASTE: Human anatomical parts, waste tissue, blood, microbial cultures, stool samples, etc., packed in tied and leak-proof “RED BAGS’.

4.3 VETERINARY WASTE AND ANIMAL BODIES: Animal parts, carcasses, waste tissue and other veterinary waste packed in tied and leak-proof “RED BAGS”. (Note- at present the VASNHCS does not have animal research, but may re-institute it in the future, thus the contractor needs to be equipped to handle such animal wastes if needed)

4.4 CANCER CHEMOTHERAPY WASTE: Discarded items which have been contaminated by chemotherapeutic drugs or antineoplastic agents, provided that such items, including trace drugs used against malignant cells in treatment of cancerous tumors, vials and syringes, gauze and gloves, infusion bags, etc., shall be empty or contain only such trace amounts of chemotherapeutic drugs as are allowable under applicable Federal, state, county or municipal laws, regulations and guidelines so as to be considered waste.

4.5 INFECTIOUS WASTES

· Laboratory wastes, including cultures of etiologic agents, which pose a substantial threat to health due to their volume and virulence.

· Pathologic specimens, including human or animal tissues, blood elements, excreta, and secretions which contain etiologic agents, and attendant disposable fomites.

· Surgical specimens, including human or animal parts and tissues removed surgically or at autopsy which contain etiologic agents, and attendant disposable fomites.

· Equipment, instruments, utensils, and other disposable materials which are likely to transmit etiologic agents from the room of humans, or the enclosures of animals, which have been isolated because of suspected or diagnosed communicable disease.

· Human dialysis waste materials including arterial lines and dialyzate membranes.

· Carcasses of animals infected with etiologic agents which may present a substance hazard to public health if improperly managed. (Note- at present the VASNHCS does not have animal research, but may re-institute it in the future, thus the contractor needs to be equipped to handle such animal wastes if needed)

· Any other material which, in the determination of the facility infection control staff, presents a significant danger of infection because it is contaminated with, or may reasonably be expected to be contaminated with, etiologic agents.

4.6 ETIOLOGIC AGENTS: A type of microorganism, helminth, or virus which causes, or significantly contributes to the cause of, increased morbidity or mortality of human beings.

4.7 INCINERATED INFECTIOUS WASTES: Infectious wastes that have been incinerated, steam sterilized or otherwise treated so as to be non-infectious, may be handled as noninfectious, nonhazardous, regular solid waste unless the material is defined as a hazardous waste or hazardous material according to section 66084, 66088, or 66680, title 22, C.A.C.

4.8 HAZARDOUS WASTE (Section 66088 title 22, CAC):“Hazardous waste” means any waste material or mixture of wastes which is toxic, corrosive, flammable, an irritant, a strong sensitizer or which generates pressure through decomposition, heat or other means, if such a waste or mixture of wastes may cause substantial injury, serious illness or harm to humans, domestic livestock or wildlife. Hazardous waste includes extremely hazardous waste.

4.9 LISTS OF CHEMICAL NAMES AND COMMON NAMES (Section 66680 title 22, CAC): The comprehensive lists of Chemical names and common names are kept in each Environmental Health office as reference material.

5. Contractor Specific Tasks

5.1 Biomedical Hazardous Waste

5.1.1 Contractor shall pick up biomedical hazardous waste as stated in section 3 above with adequate coordination and approval of the Contracting Officer Representative (COR).

5.1.2 The contractor shall provide COR with an invoice at least monthly that identifies the date(s), number of, types and sizes of all containers removed for treatment/disposal, providing the VA with the data to adequately track and manage wastes removed.

5.1.3 The contractor shall weigh the biomedical hazardous waste and record the weights for each pickup and include such weights in each weekly manifest. The size of the containers to be furnished shall be 44 gallon +/- 15% for biohazard waste

5.2 Chemotherapy wastes

5.2.1 Contractor shall pick up chemotherapy wastes as stated in section 3 above and the contractor shall provide container counts and actual weight on the weekly manifest. The size of the containers to be furnished shall be 8 gallon for biohazard waste.

5.2.2 The contractor shall weight the chemotherapy waste and record the weight for each container on the weekly manifest.

5.2.3 Invoices will include accurate weights and tracking documents to certify proper disposal.

5.2.4 Chemo wastes will be picked up in the secure caged area adjacent to Bldg. 1. The contractor shall provide the COR with the necessary data to properly track and manage the waste (via manifests) to ultimate disposal, containing accurate container numbers, weights and certificates of disposal.

5.3 Pathological/infectious wastes

5.3.1 Contractor shall pick up Pathological/infectious wastes at the morgue for weighing and disposal.

5.3.2 Invoices shall include tracking documents to certify proper disposal.

5.3.3 Pathological wastes shall be picked up as required, estimated to be on a quarterly basis, invoices/manifests will include all tracking documents to certify proper disposal. Contractor shall coordinate pick up pathological wastes with VA. Pick up pathological wastes will be at the morgue located in Bldg. 1 Ground floor.

5.4 .The Contractor shall treat and/or dispose of bio-hazardous medical waste in accordance with State and Federal (U.S. Environmental Protection Agency - EPA) guidelines, VASNHCS infectious medical waste requirements located in the following local directives (138-36, Pollution Prevention Waste Minimization Program) , and all other Federal, State and local regulations.

5.5 Contractor shall maintain all necessary medical waste permits and licenses for the disposal of and treatment of such waste.

5.6 Contractor shall also have an assigned U.S. Environmental Protection Agency (EPA) authorization and identification number, necessary Department of Transportation permits, insurance prior to transport and/or disposal of subject waste. If contractor requires additional information, they may contact U.S. EPA regional office. Copy of all licenses shall be provided to Contracting Officer upon contract award. In addition contractor shall supply an organization chart, listing of key personnel and competency training documentation that demonstrates staff ability to process various waste streams.

6. Disposal and Sanitation requirements

6.1 Contractor shall employ the best environmentally sound methods of treating and destruction of wastes such as incineration and recycling or any other acceptable methods, in accordance with EPA and industry standards.

6.2 Disposal shall be performed in such a manner as not to create conditions detrimental to public health or to constitute a public nuisance.

6.3 The pick-up area where rental containers are placed shall be maintained in a clean, orderly, sanitary condition. Particular attention shall be paid to the prompt clean up of oil and/or grease spills, either generated from the vehicles used to haul containers or because of container leakage.

6.4 Contractor furnished containers shall be kept neat, in clean and sanitary appearances, repaired or replaced as necessary.

7. Containers

7.1 The Contractor shall provide containers which are in good condition, have tight fitting lids, are durable, rigid, puncture resistant, do not leak, and which are labeled, color-coded, clearly marked (or markable).

7.2 Inspection for leaks and corrosion shall be performed routinely by the Contractor prior to furnishing containers to VA. Containers shall be lined with plastic bags. VA medical facility employees may distribute containers throughout the using facility and will return them to the waste pick-up area.

8. Documentation

8.1 The “manifest” is a State of Nevada form entitled “Hazard Waste Hauling Record & Certificate of Destruction” which is used to track the subject waste from the point of generation to the designated disposal location.

8.2 Once the material has reached the disposal facility, a copy of the manifest and certificate shall be provided to the Contracting Officer’s Representative (COTR), confirming that the material has been properly handled and disposed of.

8.3 The Contractor shall provide a manifest for each pick-up, certifying the number of containers and types of waste picked up and removed and transported from the facility, and, upon destruction of the waste, shall provide appropriate copies of the manifest form to indicate date, place and manner of destruction and/or disposal. The COR will keep its copy on file in accordance with agency guidelines.

9. Monthly Report

9.1 The Contractor shall also provide, in accordance with applicable regulation, a detailed daily activity statement which shows in column form information including, but not limited to, the service date, container/tub number, weight (in pounds), pick-up location and other important data. Data shall be supplied and accessible in real-time via a website used for such reporting. The COR shall be issued login credentials for 24 hour access of information.

9.2 This tracking document shall be provided to the COR and VA Industrial Hygienist of the facility on a monthly basis, along with invoice. The Industrial Hygienist’s name, telephone number and address will be provided to Contractor at the time of award by the COR.

10. Weighing System

10.1 The contractor shall provide a certifiable weighing system to enable proper billing for “tare weight” waste poundage disposed, i.e., if the disposal container weighs 10 pounds and the Contractor is to dispose of 10 containers, each container shall be weighed and container total weight (100) pounds is subtracted from the gross container weight to determine the total waste poundage to be paid.

11. Safety Training

11.1 Contractor shall provide a yearly/as needed in-service training to VA employees; training shall be coordinated with the COR. Training shall include methods on how to identify and handles infectious waste with special emphasis on Right to Know compliance.

11.2 Contractor shall comply with the Nevada Division of Occupational Safety and Health Agency regulations, these regulations can be accessed at www.osha.gov/dcsp/osp/stateprogs/nevada.html on workers’ safety standards and related training.

11.3 All Contractors’ 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. Certification of such training shall be provided within fifteen days of receiving notice of award of the contract. Certification for any new employees shall be provided to the COR within thirty (30) days of receipt of said training.

12. Interference to normal function

Contractor’s personnel are required to interrupt their work at any time to avoid interference with patient care procedures and the normal function of the facility, including utility services, fire protection systems, and passage of facility patients, personnel, equipment, and carts.

13. Security Requirement VISN 21 90 CCA March 1, 2011 Contractor Personnel Security Requirements

Reference:

VHA Directive 0710, Personnel Security and Suitability Program/ May 18, 2007 VA Handbook 0710, Personnel Suitability and Security Program/ September 10, 2004

Upon contract award, all key personnel shall be subject to the appropriate type of background investigation or screening per VA/VHA directive 0710 and must receive a favorable adjudication from CCA Personnel Security Specialist or VA Security and Investigations Center (SIC) depending on investigation or screening required. This requirement is applicable to all subcontract personnel. If the investigation or screening is not completed prior to the start date of the contract, the Contractor will be responsible for the actions of those individuals they provide to perform work for VA.

Contract personnel who previously received a favorable adjudication as a result of a Government background investigation or screening may be exempt from this contract requirement. They must provide documentation to support the previous adjudication. Proof of previous adjudication must be submitted by the Contractor to the VA Contracting Officer. Proof of previous adjudication is subject to verification. Some positions maybe subject to periodic re-investigation/screening.

1. Position Risk/Sensitivity – For all positions required under this contract, the position risk/sensitivity has been designated as: High Risk, Medium Risk, or Low Risk

2. Background Investigation/Screening – It is anticipated that the Contractor or contract personnel will be providing services at a VA facility(s) for MORE than 180 days under a single contract or series of contracts, or have access to VA computer data systems. The background investigation/screening commensurate with the requirements of this contract is: BI, MBI OR NACI

3. Contractor Responsibilities

a. The Contractor shall prescreen all personnel to ensure they are able to read, write, speak, and understand the English language.

b. The Contractor shall submit or have their contract personnel submit the following required forms to the Personnel Security Specialist or VA Contracting Officer, through the COTR or Personnel Security Specialist, within five (5) business days of contract award.

4. Low Risk Investigative Requirements

a. All investigations must be completed through the Electronic Questionnaires for Investigations Process (e-QIP). All contractors must complete the Authorization for Investigation Worksheet before they can complete the online e-Qip.

b. Optional Form 306, Declaration for Federal Employment provide by VA point of contact.

c. Electronic Fingerprint Verification or FD 258, U.S. Department of Justice Fingerprint Applicant Chart.

c. Once the items requested are completed, the Contractor is authorized to provide services under the contract. As previously stated, if the investigation or screening is not completed prior to the start date of the contract, the Contractor will be responsible for the actions of those individuals they provide to perform work for VA.

d. The Contractor, when notified of an unfavorable determination by the Government, shall withdraw the contract person from consideration of working under the contract.

e. Failure to comply with these Contractor personnel security requirements may result in termination of the contract for default.

5. Government Responsibilities

a. The VA Contracting Officer will ensure a time for contract personnel to complete the fingerprint portion of this requirement, if any, and the COTR will responsible for performing any duties assigned by the VA Contracting Officer with regard to fulfilling the Contractor personnel security requirements described herein.

b. Upon receipt, the local VA facility or VA SIC, depending on the type of investigation/screening required, will review the accuracy of the items requested in paragraph above, and forward these items to OPM to conduct their portion of the background investigation or screening, as applicable.

c. The requesting VA facility will pay for any portion of the investigation or screening conducted by OPM, if any.

d. Depending on the type of investigation/screening required, the Personnel Security Specialist, or VA SIC will notify the VA Contracting Officer of the adjudicating results of the background investigation or screening.

e. The VA Contracting Officer and Personnel Security Specialist will ensure that the required investigations or screening have been completed or are in the process of being requested.

Personnel Identity Verification (PIV) of Contractor Personnel

In accordance with FAR 52.204-9 and VA Directive 0735 – Personal Identity Verification of Federal Employees and Contractors, any contract person who requires routine physical access to a Federally-controlled facility and/or routine access to a Federally-controlled information system will be required to verify their identity prior to providing services under the contract. Prior to providing services under the contract, each contract person will be asked to provide two (2) forms of identification from the Accepted Identification Documentation List to the appropriate VA representative in order to obtain a proper VA-issued identification card. See the Accepted Identification Documentation List provided below. The COTR, or designee, will be responsible for sponsoring each contract person that requires a VA-issued identification card.

PIV ID Proofing Criteria

The following criteria must be met by all VA employees, contractors, and affiliates prior to being issued a PIV card or Temporary Identity Badge.

Continued Next Page Table of Accepted Identification (From Form I-9) Last Update: January 7, 2008

1. Two forms of identification are required from the above list of acceptable documents. Either of the following is accepted:

a. Two forms of identification from the left column (Federal or State Government issued picture ID)

b. One form of identification from the left column (Federal or State Government issued picture ID) and one form from the right column (Non-Picture ID or Acceptable Picture ID not issued by Federal or State Government).

2. The following rules apply for form identification:

a. Any form of identification used for ID proofing may not be expired (except U.S. Passport)

b. Department of Veterans Affairs site/facility badges are not accepted as a valid form of identification.

c. VA PIV Cards are federally issued ID cards and can be used as a valid form of identification.

d. Handwritten or photocopied documents are not accepted.

e. An ID issued before a legal name change (e.g. birth certificate or driver's license) can be presented as one form of ID if a legal document (e.g. marriage certificate/license or a court order) is also presented linking the previous name to the current legal name. The linking document has to display both the former and current legal names. Both documents must be valid and not expired (except U.S Passport). For example, a married woman may use both a certified copy of her birth certificate displaying her maiden name and a driver’s license displaying her married name as the 2 forms of ID compliant with PIV Guidelines, as long as she provides a marriage license displaying both her maiden name and married name.

f. The Applicant’s name listed on the VA PIV Registration Portal, Request for One-VA Identification Card, must match the name on one of the IDs presented by the Applicant.

g. The names on both forms of ID presented for ID proofing must match exactly. If one form of ID has a middle name or initial, the other form of ID must have a matching middle name or initial. One form can contain a middle name and the other can have a middle initial as long as the they match. ALL names must be accounted for on both forms of ID. Please see the acceptable and unacceptable ID proofing examples provided below.

ACCEPTABLE NAME VARIATIONS

ID # 1 – John Henry Smith; ID # 2 – John Henry Smith

ID # 1 – John H. Smith; ID # 2 – John H. Smith

ID # 1 – John Henry Smith; ID # 2 – John H. Smith

UNACCEPTABLE NAME VARIATIONS

ID # 1 – John Henry Smith; ID # 2 – John Smith

ID # 1 – John H. Smith; ID # 2 – John Smith

3. Access to and Safeguard of VA Information/Computer Systems

a. VA may provide contract personnel with access to VISTA and general files maintained on VA computer systems. Sharing of these access codes or misuse of VA information/computer systems is a Federal crime. When contract personnel no longer provides services to VA, the Contractor shall immediately inform the COTR to deactivated their access. The COTR is responsible for deactivation.

b. Computer access will require VA Cyber Security Awareness Training annually and acknowledge all agreements prior to access. (See attachment for security requirements). The COTR is responsible for ensuring and documenting this requirement.

c. Contract personnel with Computer access will take necessary precautions to safeguard information and prevent disclosures. If contract personnel suspect a compromised they will report such knowledge to the COTR that same day.

d. Remotely access will require prior approval from Information Security Officer (ISO).

e. The Contractor shall make its internal policies and practices regarding the safeguarding medical electronic information available to VA. Contractors are not authorized to employ a lesser requirement then what is established by this document.

f. Any changes in the VA directives during the term of this contract, shall be deemed to be incorporated into this contract.

Sources Sought Notice image1.jpeg