ARFQ WEH2500000012 Specifications Regulated Medical Waste.docx

REQUEST FOR QUOTATION

Removal and Disposal of Regulated Medical Waste (Infectious Waste, Clinical Waste, Bio-Medical Waste)

ARFQ 0512 2845 WEH2500000012

SPECIFICATIONS

1. PURPOSE AND SCOPE: : The West Virginia Office of Shared Administration (WVOSA), Purchasing Division is soliciting bids on behalf of The Department of Health Facilities, Welch Community Hospital (Agency) to establish a contract to provide weekly removal and disposal of regulated medical waste (infectious waste, clinical waste, bio- medical waste) from Welch Community Hospital, which is located at 454 McDowell Street, Welch, WV 24801.

NOTE: This request is covered in part or in whole by federal funds. All bidders will be required to acknowledge and adhere to the attached Federal Funds Addendum.

NOTE The DoHS OSA has developed an EEOP Utilization Report, and it is available at:

https://dhhr.wv.gov/office-of-drug-control-policy/news/Documents/EEO%20Uitlization%20Report%20Completed%20Form%201-29-21-final-PDF%20review%20for%20approval%20to%20submit%20%283%29.pdf

NOTE: The Health Insurance Portability and Accountability Act of 1996 (hereafter, HIPAA) Business Associate Addendum (“Addendum”) is made a part of the Agreement by and between the West Virginia Department of Health Facilities (DHF), Bureau for Office of Health Facilities (OHF), Welch Community Hospital (Agency), and Business Associate (Vendor) and is effective as of the date of execution of the Addendum.

2. DEFINITIONS: The terms listed below shall have the meanings assigned to them below. Additional definitions can be found in Section 2 of the General Terms and Conditions.

2.1 “Contract Service” means removal and regulated disposal of infectious medical waste from Welch Community Hospital and more fully described in these specifications.

2.2 “Pricing Page” means the pages, contained wvOASIS or attached hereto as Exhibit A, upon which Vendor should list its proposed price for the Contract Services.

2.3 “Solicitation” means the official notice of an opportunity to supply the State with goods or services.

3. QUALIFICATIONS: Vendor, or Vendor staff if requirements are inherently limited to individuals rather than corporate entities, shall have the following minimum qualifications:

3.1 Must be a registered Infectious Waste Hauling Company that is permitted to operate in West Virginia.

4. MANDATORY REQUIREMENTS:

4.1 Mandatory Contract Services Requirements and Deliverables: Contract Services must meet or exceed the mandatory requirements listed below.

4.1.1 Monthly Rental of One (1) – Storage Unit

4.1.1.1 The Vendor will provide one (1) on-site storage unit with a minimum of 640 Cubic Feet (maintained by the vendor) and appropriate size disposal containers.

4.1.1.2 Must be all-steel construction.

4.1.1.3 Storage unit must be secure.

4.1.1.4 Storage unit must be lit.

4.1.1.5 Storage unit must have climate control (air conditioning).

4.1.1.6 Storage unit must be Single Phase 208-volt electric hook-up.

4.1.1.7 The Vendor will be responsible for the delivery and installation of all equipment that will be placed on-site areas. Any anticipated delivery or fuel surcharge costs must be included in the unit cost listed on Vendor’s bid; charges on invoices with such charges listed separately will not be paid by the facility.

4.1.1.8 The Vendor will be responsible for weekly inspections and keeping the storage unit in full operating condition, any repairs must be made in a timely manner or equipment will be replaced.

4.1.1.9 The Vendor must meet all Local, State and Federal Regulations for disposal procedures.

4.1.2 Weekly Removal and Disposal of Infectious Medical Waste

4.1.2.1 The Vendor will provide scheduled weekly removal and disposal of infectious medical waste within storage unit.

4.1.2.2 The Vendor shall collect, transport, and dispose of all regulated medical waste (except non-conforming waste) generated by the hospital on a weekly basis during the term of the contract. The regulated medical waste removed by the Vendor from the Facility shall transfer and vest in the Vendor at the time it is loaded onto the Vendor’s vehicle. The Hospital shall have title to the regulated medical waste at all prior times, whether refused for collection or returned to the Hospital for proper disposal after collection.

4.1.2.3 All medical regulated waste must be accompanied by a properly completed shipping document. The Vendor’s employees may refuse containers that are determined to be non-conforming waste by federal, state, or local laws and regulations.

4.1.2.4 Vendor shall provide a ticket/tracking receipt of waste per pick-up, including the date and time of collection, the Facility’s location and a written signature of Facility staff shall be obtained. Vendor shall maintain a file of certificates, applicable manifests, and the appropriate logs of all pick-up and disposal of infectious medical waste.

4.1.2.5 Vendor must provide pricing for weekly haul service (infectious medical waste pickup and delivery to a regulated infectious waste disposal site once per week). Any anticipated transfer and/or fuel surcharge costs must be included in the unit cost listed on Vendor’s bid; charges on invoices for transfer/fuel/energy surcharges listed separately will not be paid by the facility.

4.1.2.6 Vendor will supply all storage and shipping containers including boxes, bags, liners, labels, tape, tape machine or any other supplies required for the shipping of the regulated waste which will be included in the weekly rate. Vendor will supply packaging instructions to comply with the packaging requirements of 49CFR173.197 (most recent update).

4.1.3 Poundage Rate

4.1.3.1 Vendor is to provide pricing on a per pound basis.

4.1.3.2 Vendor must include a barcode tracking system or a certificate of destruction.

4.1.4 Facility Responsibilities

4.1.4.1 The Facility shall place only regulated medical waste in the containers, which are to be supplied by the successful vendor.

4.1.4.2 The Facility represents and warrants that the waste presented for disposal will not contain hazardous, toxic, radioactive, or non-conforming waste as defined by all applicable laws and regulations.

4.1.4.3 The Facility will strictly conform to the federal, state, and local laws and regulations concerning regulated medical waste and has reviewed the regulations including the complete definitions and requirements.

4.1.4.4 The Facility understands that all lab waste or materials which contain or have the potential to contain infectious substances arising from those agents listed under the regulations are strictly prohibited from medical waste by federal law and must be pretreated prior to disposal.

4.1.4.5 The Facility shall properly pack, mark, and label disposal containers all in proper condition for transport by highway according to 49CFR173.197 Regulated medical waste (Attachment A).

5. CONTRACT AWARD:

5.1 Contract Award: The Contract is intended to provide Agency with a purchase price for the Contract Services. The Contract shall be awarded to the Vendor that provides the Contract Services meeting the required specifications for the lowest Grand Total.

5.2 Pricing Page: Vendor should complete the Pricing Page by entering the unit Cost Per Unit for each item, the total cost per line and a Grand Total Cost. Vendor should complete the Pricing Page in full as failure to complete the Pricing Page in its entirety may result in Vendor’s bid being disqualified.

Vendor should type or electronically enter the information into the Pricing Page through wvOASIS, if available, or as an electronic document.

6. PERFORMANCE: Vendor and Agency shall agree upon a schedule for the performance of Contract Services and Contract Services Deliverables, unless such a schedule is already included herein by the Agency. In the event that this Contract is designated as an open-end contract, Vendor shall perform in accordance with the release orders that may be issued against this contract.

7. PAYMENT: Agency shall pay invoices as submitted by the vendor in accordance with the prices shown on the Pricing Page, but no more than one (1) invoice per month may be submitted and will be paid in arrears, for all Contract Services performed and accepted under this Contract. Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia. Vendor shall accept the West Virginia State Purchasing Card for payment of invoices. An original invoice must be submitted to Welch Community Hospital, 454 McDowell Street, Welch, WV 24801

8. TRAVEL: Vendor shall be responsible for all mileage and travel costs, including travel time, associated with the performance of this Contract. Any anticipated mileage or travel costs may be included in the unit cost listed on the Vendor’s bid, but such costs will not be paid by the Agency separately.

9. VENDOR DEFAULT:

9.1 The following shall be considered a vendor default under this Contract.

9.1.1 Failure to perform Contract Services in accordance with the requirements contained herein.

9.1.2 Failure to comply with other specifications and requirements contained herein.

9.1.3 Failure to comply with any laws, rules, and ordinances applicable to the Contract Services provided under this Contract.

9.1.4 Failure to remedy deficient performance upon request.

9.2 The following remedies shall be available to the Agency upon default.

9.2.1 Immediate cancellation of the Contract.

9.2.2 Immediate cancellation of one or more release orders under this Contract.

9.2.3 Any other remedies available in law or equity.

10.1 Contract Manager: During its performance of this Contract, Vendor must designate and maintain a primary contract manager responsible for overseeing Vendor’s responsibilities under this Contract. The Contract manager must be available during normal business hours to address any customer service or other issues related to this Contract. Vendor should list its Contract manager and his or her contact information below.

Please Complete:

Contract Manager: _____________________________________________________

Vendor Telephone Number: ______________________________________________

Vendor Fax Number: ___________________________________________________

Vendor Email: ________________________________________________________

Revised 10/27/2014