Attachment 1 PWS RMW Sources Sought.pdf

AUG 22

PERFORMANCE WORK STATEMENT (PWS)

for

REGULATED MEDICAL WASTE SERVICES

30 June 2025

Part 1 General Information

1. General: Background: The intent of this requirement is to support the continued implementation of the Military Health System (MHS) organizational reform required by 10 U.S.C. § 1073c, and sections 711 and 712 of the John S. McCain National Defense Authorization Act (NDAA) for Fiscal Year (FY) 2019, effective 25 October 2019, which eliminated separate silos of military healthcare and officially integrated healthcare under the authority, direction, and control (ADC) of the Defense Health Agency (DHA), consistent with the direction provided by the Secretary of Defense. The Medical Logistics Division supports the DHA’s transitioning the ADC of the military medical treatment facilities (MTF’s) from the Military Departments medical departments to the DHA. The DHA is responsible for providing RMW disposal services for MTFs, as defined in this PWS, the U.S. Military Entrance Processing Command’s (USMEPCOM’s), Military Entrance Processing Stations (MEPS), and the Armed Forces Medical Examiner System (AFMES). MTFs are the collective term that refers to the integrated medical, dental, veterinary, research, and other healthcare services facility at a specified installation. Services will be provided throughout all fifty (50) United States, Guam, and Puerto Rico.

1.1. Scope: The Contractor shall provide all required resources to perform RMW removal services in accordance with (IAW) this PWS and its exhibits. The Contractor shall pick up (i.e., already packaged and labelled) RMW packages from a centrally-located or otherwise agreed-upon location at each site identified in Exhibit B and transported for final disposal. The RMW, to include Department of Transportation (DOT) Category A infectious substances (i.e., Ebola virus, Hantaviruses causing hemorrhagic fever with renal syndrome, etc.), shall be handled in accordance with all Federal, State, local laws, policies and regulations to include the processing of chemotherapy trace waste and pathological waste. The Contractor shall furnish all labor, supervision, management from point of collection of transport-ready packages, transportation, equipment, materials, certification, and training, except as specified as Government furnished, required to perform these services.

1.1.1. Changes to MTFs Pick up Locations: The Government, due to mission changes, may elect to add additional or potentially remove RMW pick-up sites. These sites may reside on a military installation or within a civilian community near or off the Government installation. The pricing will be negotiated by the Contracting Officer for the basic contract at the time sites are added or removed.

1.1.2. The contractor shall alert the Contracting Officer’s Representative (COR) in writing (hard copy or electronic) of any Government requested changes to this contract (schedule/location) and receive approval from the Contracting Officer (KO), prior to execution.

1.2. Period of Performance (POP): The POP is five years from date of contract award. The total contract period will not exceed 66 months. This includes FAR 52.217-8—Option to Extend Services. Task Orders (TO) will be funded by annual appropriations and each TO will not exceed one year.

1.3. Recognized Holidays: The following provides information on recognized holidays for the purpose of the PWS. If submittal of any documentation (e.g. deliverables, submittals, etc.)

deadlines fall on a holiday, the closest work day prior to the holiday will apply as the deadline for submittal.

1.3.1. U.S. Holidays: In the event a scheduled pick-up falls on a federal holiday, the contractor shall coordinate and reschedule the pick-up with the Task Order Contracting Officer Representative (TO COR) prior to the holiday or within two business days following the holiday. When a U.S. holiday occurs on a Saturday or a Sunday, the holiday is observed on the preceding Friday or following Monday, respectively. Any holidays that are declared by Presential Executive Order shall be observed in the same matter as the holidays listed below.

Holiday Projected Date New Year’s Day January 1 Martin Luther King, Jr. 3rd Monday in January President’s Day 3rd Monday in February Memorial Day Last Monday in May Juneteenth June 19 Independence Day July 4 Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veteran’s Day November 11 Thanksgiving Day 4th Thursday in November Christmas Day December 25

1.4. Days and Hours of Pick up: Exhibit B defines the location and hours in which the Contractor shall pick up RMW at each facility and pick up site.

1.5. Inclement Weather Schedule: Waste shall be collected as scheduled during periods of inclement weather unless specific approval to delay collections is requested by the Contractor and received from the TO COR. Such approval will normally be granted only in cases of particularly severe weather, such a heavy snow, tropical storm, or hurricane, etc. In the event an MTF is closed, paragraph 1.6 shall be followed.

1.5.1. In the event that the base is closed the contractor shall contact the TO COR or TO KO/KS to confirm that the MTF is also closed.

1.6. Missed Pick-ups: The rescheduling of missed pick-ups shall be agreed upon with consideration given to the holding time limitations for RMW at a given location. Contractor shall also notify TO COR or TO KO/KS, by the next work day, of missed pick-ups caused by Government delay.

1.7. Key Personnel: The contractor shall identify a primary and alternate point of contact (POC) for each site that shall be responsible for the day-to-day performance of work. The name, email, and phone number shall be provided to the TO COR and TO KO/KS within 7 calendar days prior to the start of the performance. The government shall notify the contractor regarding a TO COR for each site. The contractor shall notify the TO COR and TO KO/KS within five business days when there is a change to the contractor’s POC.

1.8. Employee Requirements: Contractor shall be trained IAW all Federal, State, local laws, policies and regulations. Training shall include elements as required by the Department of Defense (DoD), federal Department of Transportation (DOT) under 49 Code of Federal Regulation (CFR) 173, as required by the Occupational Safety and Health Administration (OSHA) under 29 CFR 1910.1030 and Anti-Terrorism (AT) Level I Training.

1.9. Post Award Conferences: The contractor shall attend a post award conference convened by the contracting activity or contract administration office IAW FAR Subpart 42.5.

1.10. Contractor Identification: The Contractor shall provide all Contract Service Providers (CSP’s) working under this contract with a distinctive nameplate, emblem, or patch attached in a prominent place on an outer garment as employee identification. The Contractor shall ensure that all employees present a professional appearance that is appropriate for their position.

Clothing shall be neat, clean, and in good condition. Contractor employees shall identify themselves as Contractor personnel by introducing themselves or being introduced as Contractor personnel and displaying distinguishing badges or other visible identification for meetings with Government personnel.

1.10.1. All Contractor employees shall appropriately identify themselves as Contractor employees in telephone conversations and in formal and informal written correspondence.

1.11. Access and General Protection/Security Policy and Procedures: All CSP performing tasks on this PWS shall comply with applicable installation, facility and area commander installation/facility access and local security policies. The CSP shall provide all information required for background checks to meet installation access requirements as performed by installation law enforcement, Director of Emergency Services or Security Office. CSPs shall comply with all personal identity verification requirements as directed by the DoD, and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition at any individual facility or installation change, the Government may require changes in Contractor security matters or processes. Failure to receive access for any reason does not mitigate contract requirements.

1.12. For CSPs that do not require a CAC, but require access to a DoD facility or installation: Contractor and all associated subcontractor CSPs shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification

Index (NCIC-III) and Terrorist Screening Database; applicable installation, facility and area commander installation and facility access and local security policies and procedures (provided by Government representative).

1.13. Contractor Facility Visits: The TO COR and/or TO KO/KS at any time during the performance of this contract may visit any treatment, storage, or disposal facility used in the performance of this contract. The TO COR will provide a minimum of five business days advanced notification and coordination, with the Contractor, prior to visiting a Contractor’s facility. The TO COR at his or her discretion may be accompanied by other Government representative(s).

1.14. Quality Assurance Surveillance Plan (QASP): The Government will use a QASP to monitor compliance with the contract terms and conditions and identify nonconforming services. The QASP sets forth the method and manner by which the Government intends to conduct surveillance of work under the contract and is subject to unilateral change by the Government without modification to the contract. All work required by the contract is subject to surveillance whether or not specifically included in the QASP.

1.15. Organizational Conflict of Interest (OCI): The Contractor shall notify the KO immediately whenever it becomes aware that a potential or actual OCI exists, as defined in FAR 9.5 – Organizational and Consultant Conflicts of Interest. The Contractor shall then submit a plan to the Contracting Officer detailing how to avoid or mitigate the OCI within 10 business days. The Contractor's mitigation plan will be determined to be acceptable solely at the discretion of the KO and in the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participating in subsequent contracted requirements which may be effected by the OCI.

1.16. Transition Period. The contract is not assumed to provide support to all activities listed on Exhibit B on the first day of the contract period. The contractor shall only be able to assume total responsibility for all operations required by this contract as of the first day of the contract period for MTFs located on or associated with Army installations, as marked by an asterisk (*), listed on Exhibit B, and USMEPCOM activities listed on Exhibit B for each region. Remaining facilities that intend to utilize the new contract will transition as their current contracts expire.

Within 30 days of contract award, at a minimum, the Contractor shall have completed all hiring actions including, but not limited to, initial background checks, drug screening, etc. for the Key Personnel. Key Personnel shall be on boarded at the start of the transition period.

1.16.1. On the first day of performance the contractor shall provide a fully qualified workforce, capable of performing all work required under this contract at those activities initially requiring service. The Contractor’s personnel shall be knowledgeable of schedules and locations to perform all requirements in an efficient manner. Upon arrival at the government facility, the contractor shall be in a distinct uniform with the company logo, and carrying a picture ID badge. The contract shall provide an initial supply of boxes, containers and bags to the transitioning activities 10 working days in advance of their transition.

1.16.2. Access to Government facilities is limited. Therefore, the contractor shall coordinate required access through the serviced activities point of contact at least 15 working days prior to the date access is needed to perform the work under this contract.

1.16.3. During the transition period, the new Contractor shall not interfere with incumbent contractor or government operations.

PART 2

DEFINITIONS & ACRONYMS

2. Definitions and Acronyms

2.1 Definitions: The following terms used throughout this PWS shall have the following meanings.

Acceptable Quality Level (AQL) – The maximum allowable percentage of deviation from perfect performance for an individual service output.

Bloodborne Pathogens Regulation – All currently applicable and effective Occupational Safety and Health Administration (OSHA) regulations to eliminate or minimize occupational exposure to Hepatitis B Virus, Human Immunodeficiency Virus, and other bloodborne pathogens.

Cleaning – The removal of visible soil and organic contamination from a device or surface using the physical action of scrubbing with a surfactant or detergent and water.

Common Access Card (CAC) – Smart card-based technology and systems used to transform and improve security in DoD processes and mission performance, thereby enhancing readiness while also improving business processes. The standard ID card for active duty Uniformed Services personnel (to include the Selected Reserve), DoD civilian employees, eligible Contractor personnel, and eligible foreign nationals. The Department's primary platform for the public key infrastructure (PKI) authentication token used to access DoD computer networks and systems in the unclassified environment and, where authorized by governing security directives, the classified environment. It is the principal card enabling physical access to installations. The CAC enables encrypting and cryptographically signing email, facilitating the use of PKI authentication tools, and establishes an authoritative process for the use of identity credentials.

Community Based Medical Home – An MTF located off the installation in leased facilities managed by the parent MTF near the communities in which Service members and their families reside.

Contract Discrepancy Report (CDR) – a report that requires the Contractor’s response when performance is unsatisfactory. The CDR requires the Contractor to explain, in writing, why performance was unsatisfactory, how performance will be returned to satisfactory levels, and how recurrence of problems will be prevented.

Contract Service Provider (CSP) - A non-Government employee under contract or working for a firm under contract with the DoD, or Uniformed Services.

Contracting Officer (KO) – The individual with the authority to enter into, administer, and/or terminate contracts. The KO is the exclusive Government official authorized to execute changes and authorize deviations or variations from the contract. This is different from a TO KO. Please see the definition for TO KO. The KO is the only person authorized to make changes to the basic contract.

Contracting Officer's Representative (COR) – The DHA Program Manager responsible for assisting in administration of the Government’s quality assurance (QA) portion of the contract.

This person is designated in writing by the KO/KS to be responsible for QA, inspection, surveillance documentation and acceptance of the Contractor's services. A copy of the letter of designation will be provided to the Contractor. This is different from a TO COR. Please see the definition for TO COR.

Contractor Specialist (KS) – responsible for performing contract assignments in support of local or centralized procurement activity. This is different from a TO KS. Please see the definition for TO KS. The KO is the only person authorized to make changes to the basic contract.

Disinfect – The process to decontaminate, eliminate, or significantly reduce the number of pathogenic microorganisms, biological and infectious wastes on surfaces and objects to a safe level by use of detergent and water, an EPA registered disinfectant, chemical sanitizer, heat sterilization, or autoclave.

DoD Certified Official – a person who has successfully completed an approved DoD hazardous materials certification course and is appointed in writing by his/her activity or unit commander, to include scope of authority.

DOT Category A Infectious Substance – for a complete definition see: 49 CFR section

173.134 Class 6, Division 6.2—Definitions and exceptions. An infectious substance transported in a form capable of causing permanent disability or life-threatening or fatal disease in otherwise healthy humans or animals when exposure occurs. Examples include, but are not limited to, Herpes B virus cultures, Human immunodeficiency virus cultures, Ebola virus, Marburg virus, Hepatitis B virus cultures, rabies virus cultures, poliovirus, West Nile virus cultures, and anthrax (Bacillus anthracis) cultures and other emerging pathogens as listed by the Center for Disease Control.

EBOLA VIRUS DISEASE (EVD) - EVD formerly known as Ebola hemorrhagic fever is a severe, often fatal acute viral illness in humans. Ebola virus is classified as a World Health Organization (WHO) Risk Group 4 infectious agent. The Centers for Disease Control and Prevention (CDC) classifies Ebola virus as a Biological select agent and establishes management standards in the Code of Federal Regulations,42 CFR Part 43. Based on the classifications, the Department of Transportation (DOT) categorizes Ebola and any waste generated during patient care, as a Category A infection substance, which is regulated more stringently than routine RMW.

Mandatory Documents – Directives with which the Contractor is obligated to comply.

Medical Treatment Facility (MTF) – The collective term that refers to the integrated medical, dental, veterinary, research, and other healthcare services facility at a specified installation.

Off Installation – A pick up site that is not on the military installation or where the primary medical treatment facility resides.

Out of State – A pick up site that is not in the State where the primary medical treatment facility is located.

Oversized Regulated Medical Waste – Medical waste that is too large for plastic bags or standard containers.

Quality – Meeting or exceeding contract requirements. Quality is measured by the Contractor’s compliance with Government mandated standards or service outputs.

Quality Control Program – A methodology by which the Contractor attempts to assure the MTF that expected services are provided. The methodology shall be in writing.

Regulated Medical Waste (RMW) – Waste produced by research, veterinary, dental and medical clinical treatment facilities that a legal jurisdiction has determined has the potential for causing disease in humans or may pose a risk to both individuals or community health if not managed properly, and includes the following classes:

(1) Group 1 - Cultures, Stocks, and Vaccines:

(a) Cultures and Stocks. Microbiologic waste (cultures and stocks of etiologic agents).

(b) All human and animal vaccines.

(2) Group 2 - Pathological Waste: Collect pathological waste in an RMW container lined with an RMW bag or double bag in RMW bags.

(3) Group 3 - Blood and Blood Products: Free flowing or dripping blood, plasma, serum, and other derivatives of this waste.

(4) Groups 4 and 7 - Used/Unused Sharps and Syringes: Used and unused hypodermic needles and syringes. Any object in contact with infectious agents and that can penetrate the skin such as scalpels, broken glass, and broken capillary tubes.

(5) Group 5 - Animal Waste: Infectious animal waste including blood, carcasses, and bedding.

(6) Group 6 - Isolation Waste: Consult the Infection Control Officer for specific instructions on handling isolation waste.

(7) Group 7 - Used/Unused Sharps and Syringes: See Group 4 above.

(8) Group 8 - Other: Other infectious fluids as determined by a medical authority.

(9) Group 9 - Trace Chemotherapy Wastes: Items such as needles, containers, syringes, vials, gloves, and tubing that contained or were exposed to chemotherapy agents. These containers are likely to be yellow in color.

(10) Group 10 – State-specific Regulated Medical Waste not associated with the above Groups (1-9) will be managed according to State regulations and requirements. Hazardous or non-hazardous pharmaceutical waste (exception of Group 9 - Trace Chemotherapy Wastes) that is categorized as State-specific RMW will not be picked up, transported, or disposed of by the Contractor.

Task Order Contracting Officer (TO KO) – The individual with the authority to enter into, administer, and/or terminate contracts at the task order level. The TO KO is the exclusive Government official authorized to execute changes and authorize deviations or variations from the task order.

Task Order Contracting Officer Representative (TO COR) – The medical facility representative responsible for assisting in administration of the Government's quality assurance (QA) portion of the contract at the task order level. This person is designated in writing by the TO KO/KS to be responsible for QA, inspection, surveillance documentation and acceptance of the Contractor's services. A copy of the letter of designation will be provided to the Contractor. This is different from a COR. Please see the definition for COR.

Task Order Contracting Specialist (TO KS) – responsible for performing contract assignments in support of local or centralized procurement activity at the task order level.

2.2 Acronyms:

AFMES Armed Forces Medical Examiner System AQL Acceptable Quality Level ASTM American Society for Testing and Materials CAC Common Access Card CDC Centers for Disease Control and Prevention CDR Contract Discrepancy Report CFR Code of Federal Regulations CMR Contractor Manpower Reporting CONUS Continental United States COR Contracting Officer’s Representative CPARS Contractor Performance Assessment Reporting System CSP Contract Service Provider

DHA Defense Health Agency DoD Department of Defense DOT Department of Transportation FAR Federal Acquisition Regulation FY Fiscal Year IAW In Accordance With ID Identification KO Contracting Officer KS Contracting Specialist MEPS Military Entrance Processing Station (MEPS) MTF Medical Treatment Facililty NCIC National Crime Information Center Interstate Identification Index NDAA National Defense Authorization Act OCI Organizational Conflict of Interest OSHA Occupational Safety and Health Administration POC Point of Contact POP Period of Performance PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QASP Quality Assurance Surveillance Plan QCP Quality Control Plan RMW Regulated Medical Waste SDS Safety Data Sheets TA Trusted Agent TO Task Order USMEPCOM’s United States Military Entrance Processing Command’s WRAIR Walter Reed Army Institute of Research

PART 3

GOVERNMENT FURNISHED PROPERTY AND SERVICES

3. Government Furnished Property and Services:

3.1 General: Government furnished property/equipment will not be provided.

PART 4

CONTRACTOR FURNISHED PROPERTY AND SERVICES

4. Contractor Furnished Property and Services

4.1 General Requirements: The Contractor shall provide all supplies, materials, tools, equipment, and vehicles necessary to perform the work required under this PWS. The TO COR or TO KO/KS may inspect Contractor furnished items for adequacy and compliance with contract requirements. Inadequate items shall be removed and replaced by the Contractor at no cost to the Government.

4.2 Contractor Provided Materials: The Contractor shall provide containers, boxes, and bags that are compliant with applicable regulatory requirements for storing and transporting RMW at each location. Such items shall meet the required American Society for Testing and Materials (ASTM) standard, where applicable. The estimated quantity of boxes and containers required is based on the pick-up schedule and estimates defined in Exhibit B. The Contractor is responsible for determining minimum inventory. These estimates should be considered the minimum quantity to be on hand. Failure to provide an adequate supply of contractor containers, boxes, and bags shall be corrected prior to next scheduled pick-up.

4.2.1. Contractor provided disposable fiberboard boxes: Boxes shall, at a minimum, meet the requirements of DOT regulations 49 CFR 173.197. Boxes shall be marked and labeled to comply with Federal, State, local laws, policies and regulations and meet the following specification:

Containers Fiberboard:

Dimensions Minimum Maximum

Length 14 inches 28 inches Width 14 inches 30 inches Height 24 inches 36 inches

Load Rating 50 pounds 125 pounds Volume 24 gallons 130 gallons

4.2.2. Contractor provided reusable containers: The contractor shall provide the quality/quantity of containers as needed and shall exchange a clean disinfected container for each filled container picked up. Reusable containers and Contractor provided storage units shall be free of medical waste, insects, free of odors, and cleaned & disinfected after each use.

Whenever full containers are picked up at any site, enough disinfected empty containers shall be left in exchange. Reusable containers shall meet the following specifications:

4.2.2.1. Each container/reusable cart must consist of a solid, one-piece body with a nominal volume not exceeding 1,655 L (437 gallons).

4.2.2.2. Each container/reusable cart must be constructed of metal, rigid plastic, or fiberglass fitted with a lid to prevent leakage during transport.

4.2.2.3. Each container/reusable cart must be capable of meeting the requirements of 49 CFR part 178, Section 178.810 (drop test) at the Packing Group II performance level.

4.2.3. Contractor provided medical waste mailback containers: These containers are to be used by those facilities where RMW pick up services are impractical as determined by the Government. The mailback containers shall have the capacity to mail one 3-gallon container.

Each mailback container shall be pre-paid to include disposal/treatment costs. The container shall include pre-paid postage, a tracking bar code, pre-addressed shipping labels, a 3-Gallon container, all required packaging materials, and manifest/Proof of Destruction. The mailback container shall, at a minimum, meet the requirements of DOT regulations 49 CFR 173.197 and be marked and labeled to comply with Federal, State, local laws, policies and regulations. Mail back containers shall meet the following specifications:

Mail-back Medical Waste Container: Dimensions Approximate:

3 Gallon Medical Waste Container 9 inches x 5-1/2 inches x 19-3/4 inches Shipping Box, Prepaid 10 inches x 7 inches x 22 inches

4.2.3.1. The contractor shall provide an initial six month estimated quantity of prepaid mail back containers when the Government determines mail back services are appropriate at a site.

Replacement mail back containers are automatically shipped to the customer upon receipt of a used prepaid mail back container. The customer shall be in receipt of the replacement mail back container within 14 calendar days of the contractor’s receipt of the mail in.

4.2.4. Container/Packaging for DOT Category A Infectious Substances: Upon request from the TO KO/KS the Contractor shall provide Category A Waste storage kits meeting DOT requirements consisting of 55-gallon container, liner, zip ties, Category A Waste Labels and a metal band to secure the lid. Contractor shall provide 95-gallon over pack containers with each 55-gallon container provided. The contractor shall be expected to provide at least twenty-five

(25) storage kits a day within eight (8) hours of request.

4.2.5. Red Bag Liners: The Contractor shall provide red bag liners (also called film bags) for each Contractor provided fiberboard box and reusable container.

4.2.5.1. Red bag liners shall be marked and certified by its manufacturer as having passed the tests prescribed in ASTM Standard D1922-00a, “Standard Test Method for Propagation Tear Resistance of Plastic Film and Thin Sheeting by Pendulum Method” and ASTM Standard D1709-01, “Standard Test Methods for Impact Resistance of Plastic Film by the Free-Falling Dart Method.” IAW 49 CFR 173.197(e).

4.2.5.2. The red bag liners shall not exceed a volume of 175 L (46 gallons).

4.2.5.3. In cases where the State or local authorities require a more stringent standard or requirement, the red bag liner provided shall meet the higher standard and/or additional requirement.

4.2.5.4. Upon request by the Government, the contractor shall provide DOT-approved outer packaging to package mattresses or other large items classified as RMW. “Contractor may use multiple red bag liners”

4.2.6. Yellow Bag Liners: Upon request from the TO COR or TO KO/KS, the Contractor shall provide approved yellow bags for trace chemotherapy waste.

4.2.6.1. Yellow bag liners shall be marked and certified by its manufacturer as having passed the tests prescribed in ASTM Standard D1922-00a, “Standard Test Method for Propagation Tear Resistance of Plastic Film and Thin Sheeting by Pendulum Method” and ASTM Standard D1709-01, “Standard Test Methods for Impact Resistance of Plastic Film by the Free-Falling Dart Method.” IAW 49 CFR 173.197(e).

4.2.6.2. The yellow bag liners may not exceed a volume of 175 L (46 gallons).

4.2.6.3. In cases where the State or local authorities require a more stringent standard or requirement, the yellow bag liner provided shall meet the higher standard and/or additional requirement.

4.3. License and Permits: The Contractor shall obtain all required permits, licenses, and authorizations to perform RMW services under this contract and comply with all applicable Federal, State, local laws, policies and regulations to include storage and transportation of

RMW.

4.3.1. A copy of the DOT special permit(s) for the transport of DOT Category A Infectious Substances shall be provided to each TO COR where the package or waste is offered for transportation within 24 hours of arranging pick up.

4.3.2. The Contractor shall possess all required Federal, State, local laws, policies and regulations permit(s) for operation of the treatment/ incineration/disposal facility. The licenses and permits shall be provided to the TO COR within 14 calendar days after award and kept current during the entire period of performance. The Contractor shall also provide all applicable renewal licenses and permits to the site COR for the State being serviced within 7 calendar days. Prior to adding an incinerator/ disposal facility, 30 calendar days’ notice must be given and all State and Federal operation permit(s) must be provided to the TO COR for the new facility. All licenses and permits shall be kept current. A full list of deliverables can be found in Exhibit C.

4.3.2.1. A copy of the DOT special permit(s) for the treatment/incineration/disposal facilities of DOT Category A Infectious Substances shall be provided to each TO COR where the package or waste is offered for transportation within 24 hours of arranging pick up.

4.4. Quality Control Plan: The contractor shall maintain a quality control program that ensures the weighing, pick up, transport, and disposal of RMW are performed in accordance with commercial standards, federal, State, local laws, policies and regulations.

4.4.1. The contractor shall submit a copy of its existing Quality Control Plan to the TO COR or TO KO/KS within 10 calendar days after a task order award.

4.4.2. The contractor shall submit, within 5 calendar days, any changes to the Quality Control Plan to the COR, KO/KS, TO COR, TO KO/KS, and DHA Program Manager.

4.5. Corrective Action Plan: The contractor shall maintain a Corrective Action Plan. The Contractor’s plan shall provide an effective and efficient means of identifying and correcting problems throughout the entire scope of operations.

4.5.1. The contractor shall submit a copy of its Corrective Action Plan to the TO COR or TO KO/KS within 10 calendar days after a task order award.

4.5.2. The contractor shall submit, within 5 calendar days, any changes to the Corrective Action Plan to the COR, KO/KS, TO COR, TO KO/KS, and DHA Program Manager.

4.6. Contingency Plan: The Contractor shall maintain a contingency plan to support surges in RMW generation due to environmental conditions (inclement weather, natural disaster, etc.), manmade disasters (terrorism, explosions, etc.) or when primary means of contractor performance is unavailable.

4.6.1. The contractor shall submit a copy of its existing Contingency Plan to the TO COR or TO KO/KS within 10 calendar days after a task order award.

4.6.2. The contractor shall submit, within 5 calendar days, any changes to the Contingency Plan to the COR, KO/KS, TO COR, TO KO/KS, and DHA Program Manager.

4.7. Spill Response Plan: The Contractor maintain a spill response plan IAW applicable Federal, State, local laws, policies and regulations. The Contractor shall be solely responsible for proper management of waste and responsible for any and all spills, leaks, and clean up during pick up, and transport. The cleanup, transportation, and disposal of the associated wastes shall be at no additional cost to the Government. The Contractor shall immediately report all spills and leaks, regardless of their quantity, to the TO COR. The Contractor shall provide a copy of its Spill Response Plan to the KO, COR, and Program Manager.

4.7.1. The contractor shall submit a copy of its existing Spill Response Plan to the TO COR or TO KO/KS within 10 calendar days after a task order award.

4.7.2. The contractor shall submit, within 5 calendar days, any changes to the Spill Response Plan to the COR, KO/KS, TO COR, TO KO/KS, and DHA Program Manager.

4.8. Contract Employee Training: CSPs shall be trained IAW all Federal, State, local laws, policies and regulations. The Contractor shall maintain personnel certification, training, and licensing records for employee requirements specified herein. Certification, training, and licensing records shall be kept current and on file for the duration of the contract, plus one year past contract expiration. Records shall be made available for Government review within one

(1) business day of request.

4.8.1 At a minimum, training shall include elements as required by the DoD, DOT under 49 Code of Federal Regulation (CFR) 172.700, as required by the Occupational Safety and Health Administration (OSHA) under 29 CFR 1910.1030 and Anti-Terrorism (AT) Level I Training.

4.8.1.1 Anti-Terrorism (AT) Level I Training: All Contractor employees, including subcontractor employees, who are employed under the contract, shall complete AT Level I Training within 30 workdays after contract start date or effective date of incorporation of this requirement into the contract, whichever applies, or after employment of new personnel. Contractor personnel travelling overseas shall complete area of responsibility (AOR) specific AT awareness training for U.S. based Contractor employees and associated subcontractor employees. The Contractor shall submit certificates of completion for each affected Contractor employee and subcontractor employee to the COR within 30 days after completion of this training by all employees and subcontractor personnel. AT Level I awareness training is available at https://jkodirect.jten.mil. Contractor personnel shall complete refresher training every twelve (12) months except AOR specific AT Level I, training which shall be completed as required by local AT policies. If training cannot be conducted on the website, the Contractor shall coordinate with the COR who will contact the local AT Officer at their assigned location for classroom training. Contractor personnel completing training in the classroom will receive a certificate or the training attendance roster signed by the AT Officer.

Verification of the training shall be provided to the COR within 30 workdays after completion of the training.

4.9. Insurance: The Contractor shall carry and maintain liability insurance during the performance of this PWS IAW FAR Clause 52.228-5, Federal, State, local laws, policies, and regulations.

4.9.1. Contractor shall submit Certificate of Insurance within 30 calendar days of award of the basic contract to the KO/KS for review and approval.

4.9.2. The contractor shall submit a copy of its existing Certificate of Insurance to the TO COR or TO KO/KS within 10 calendar days after a task order award.

4.9.3. The contractor shall submit, within 5 calendar days, any changes to the Certificate of Insurance to the COR, KO/KS, TO COR, TO KO/KS, and DHA Program Manager.

https://jkodirect.jten.mil/

PART 5

TASKS AND REQUIREMENTS

5. Tasks and Requirements:

5.1. Task: The initial Utilization Report is due within 60 calendar days after award.

Reference Exhibit D for format.

5.1.1. Standard: Utilization report shall be submitted within specified timeframes and in specified format.

5.2. Task: The Contractor shall submit utilization report 45 days after the last day of a month to the COR and KO/KS. This report will cover the preceding calendar month. Reference Exhibit D for format.

5.2.1. Standard: Utilization report shall be submitted within specified timeframes and in specified format.

5.3. Task: Contract Manpower Reporting: (Reserved)

5.4. Task: Quarterly meetings will be conducted by the KO/KS or a designated representative.

5.4.1. Standard: The contractor shall submit a request for approval to the KO/KS and COR to coordinate a date, time, and location of meetings at least one week in advance. A written agenda and slides shall be prepared for each quarterly meeting by the contractor for approval by the KO/KS. The agenda and slides shall be attached to the scheduling request. The written minutes of these meetings shall be prepared by the contractor and submitted to the KO/KS and COR within 15 calendar days of the meeting for approval and final signature.

5.5. Task: Quarterly meetings will be conducted by the TO KO/KS or a designated representative.

5.5.1. Standard: The contractor shall submit a request for approval to the TO KO/KS and TO COR to coordinate a date, time, and location of meetings at least one week in advance. A written agenda and slides shall be prepared for each quarterly meeting by the contractor for approval by the TO KO/KS. The agenda and slides shall be attached to the scheduling request. The written minutes of these meetings shall be prepared by the contractor and submitted to the TO KO/KS and TO COR within 15 calendar days of the meeting for approval and final signature.

5.6. Task: Contractor shall pick up RMW at locations, days and times listed in Exhibit B.

The specific location and frequency for the pick-up of DOT Category A RMW will be determined at time of need.

5.6.1. Standard: Pick up RMW IAW Exhibit B and Federal, State, local laws, policies, and regulations.

5.7. Task: Contractor shall Pick up, Transport, and Dispose of RMW.

5.7.1. Standard: Complies with applicable Federal, State, local laws, policies and regulations.

5.8. Task: Contractor shall provide to the Government representative (i.e., DoD Certified Official or COR), a properly executed and legible copy of shipping papers/manifest that includes a unique tracking number (i.e., bar code label) for each RMW container to be transported at the time of pick up. In addition, the contractor shall store digital copies for at least 3 years IAW 49 CFR.

5.8.1. Standard: Shipping papers/manifest are provided to the Government’s DoD Certified Official or COR at time of pick up.

5.8.2. Standard: Each transported container is identified by a unique tracking number.

5.8.3. Standard: Complies with applicable Federal, State, local laws, policies and regulations.

5.9. Task: The Contractor shall provide a properly executed and signed destruction certificate for each manifest to the TO COR within 45 calendar days of removal of waste from the facility. The destruction certificate shall clearly indicate that all waste has been properly disposed of and shall specify the site and date of disposal and method of disposal (autoclave, incineration, etc.). Provide destruction certificates and invoices to the TO COR. In addition, the contractor shall store digital copies for at least 3 years IAW CFR 49.

5.9.1. Standard: Destruction certificates are provided to the TO COR within 45 calendar days of removal of waste from the facility.

5.9.2. Standard: The destruction certificates includes each shipped container’s identification/tracking number and provides the date of pick up, date of disposal, method of disposal (i.e., incineration, sterilization, etc.), the disposal facility, and the total weight.

5.9.3. Standard: Invoices with manifest/shipping document number(s), tracking number(s), and weights are provided each month to 45 days after the last day of a month. Invoicing cannot occur until the TO COR receives the destruction certificate.

5.10. Task: The contractor shall separate and ensure that destruction certifications are provided to the TO COR for containers originating from one location, shipped together, but are processed between two or more treatment facilities. In addition, the contractor shall store digital copies for at least three (3) years IAW CFR 49.

5.10.1. Standard: Destruction certifications are provided for each treatment facility used in the treatment of a pick-up originating from same generation source and manifest/shipment document.

5.10.2. Standard: Complies with applicable Federal, State, local laws, policies and regulations.

5.11. Task: The contractor shall render RMW unrecognizable when required by State and local regulatory agencies prior to disposal.

5.11.1. Standard: RMW rendered unrecognizable IAW State and local regulatory agencies prior to disposal.

5.12. Task: Contractor shall utilize a state/territory certified commercial weighing system to enable proper billing of waste poundage that was disposed. The contractor shall provide all commercial weighing system certifications within 30 calendar days after award of the basic contract. In addition, the contractor shall provide all recertification documentation within 30 calendar days of recertification.

5.12.1. Standard: RMW is accurately weighed and recorded for each pick up identified by a shipping paper/manifest document.

5.12.2. Standard: Tare weight from reusable containers are not included in the chargeable weight listed on the billing invoice. For example, if reusable containers are used and each container weighs 14 pounds the container total weight (14 pounds) is subtracted from the gross weight to determine total waste poundage to be paid.

5.12.3. Standard: Recorded weights are accurately reflected in billing invoices. Variance of more than 10%between weights on the billing invoice and weights recorded by the MTF require causative research to determine the cause of the discrepancy. Results shall be used to adjust MTF records or the billing invoice.

5.13. Task: The contractor shall prepare for shipment, transport and disposal of “Oversized RMW” items (e.g., mattresses) when requested by the Government. Provide the weight of each oversized item on the billing invoice and applicable treatment/destruction certifications.

“Contractor may use multiple red bag liners”.

5.13.1. Standard: Oversized RMW is prepared and removed from the MTF within 72 hours of notification.

5.13.2. Standard: Oversized RMW is identified 45 calendar days after the last day of the month.

5.13.3. Standard: Complies with applicable Federal, State, local laws, policies and regulations.

5.14. Task: The contractor shall provide an initial estimated amount of (two boxes for Alaska MEPS and three for Hawaii MEPS sites) prepaid mailback container for a 3 Gallon capacity medical waste container. Continuously provide replacement mailback containers on a one for one basis.

5.14.1. Standard: Provide an initial estimated amount of (two boxes for Alaska MEPS and three for Hawaii MEPS sites) prepaid mailback container for a 3 Gallon capacity medical waste container. Usage quantity of mailback containers are provided to the customer prior to the start of the contract.

5.14.2. Standard: Replacement mailback containers are automatically shipped by the Contractor to the customer upon receipt of a used prepaid mailback container. The customer shall be in receipt of the replacement mailback container within 14 calendar days of the Contractor’s receipt of the mail in.