Attachment 3 - RFQ IHS1511177 - SOW.pdf

Statement of Work

Background The Phoenix Indian Medical Center (PIMC) is a 1.2M SF campus comprised of a hospital tower and numerous outpatient care and support buildings. The campus is located at 4212 North 16th Street, Phoenix, Arizona 85016. The PIMC hospital tower (Building 233) is a five-story, Joint Commission (TJC) accredited, 127-bed hospital employing 1,200 staff that primarily serves a patient population of 140,000 Native Americans in the Phoenix metropolitan area. The hospital tower was built in 1970 and is approximately 163,000 SF.

PIMC is a small quantity generator (SQG) of hazardous waste. The campus generates several hazardous and non-hazardous waste streams including universal waste, laboratory waste, hazardous pharmaceutical waste, maintenance waste, formaldehyde, and expired chemical waste. Waste streams may vary due to changes in processes or projects. The facility has a central accumulation area for hazardous waste pick-ups that is accessible by tractor trailer.

Objective The objective of this contract is to provide PIMC with hazardous waste services including collection, transportation, and disposal in accordance with Environmental Protection Agency and Department of Transportation requirements. The contractor may coordinate a site visit with the Environmental Health and Safety Department prior to submitting a quote.

Period of Performance Contract performance shall be for a base year plus four option years as listed below:

Base – 10/11/2025 – 10/10/2026

Option 1 – 10/11/2026 – 10/10/2027

Option 2 – 10/11/2027 – 10/10/2028

Option 3 – 10/11/2028 – 10/10/2029

Option 4 – 10/11/2029 – 10/10/2030

Contract Awardee Responsibilities & Tasks

1) The contractor shall prepare and provide copies of all required documents necessary (i.e., licensures, certificates and insurance) to the Contracting Officer prior to services being rendered to ensure compliance with applicable Federal, State, County and City regulations.

2) The contractor is to ensure all waste goes to a properly permitted site and that manifests or any other required documentation are provided to the COR. The contractor is responsible for the preparation of Manifest Shipping Reports describing the waste removed. The contractor shall secure an authorized signature on said tracking form and carry it with the shipment to the disposal locations where it is disposed. The contractor shall also have the waste shipping tickets signed.

The contractor shall send original copies of the manifest reports to the COR once the waste is disposed of in accordance with city, county, state, and federal laws within 10 days of disposal. A duplicate PDF copy will be made available upon request to the Arizona Department of Environmental Quality.

3) The contractor is responsible for proper packaging, labeling, and transportation from the accumulation site to ultimate disposal site or recycling center. All waste streams must be transported from this facility and delivered to the end disposal facility in its original packaging, drums, totes and pails. At no time will waste streams be consolidated or commingled with other waste generators waste streams. Waste streams will not be subject to 180 calendar day storage (or similar interim storage) and must be delivered to the end/final disposal facility no later than 15 calendar days from the generators ship date as embodied on the uniform hazardous waste manifest. The contractor will be held responsible for any fines/penalties assessed due to state, local or federal laws being violated by the contractor.

4) The contractor will maintain an approved list (authorized by the US Environmental Protection

Agency [EPA] or state) of recycling vendors, haulers, and landfills in their vicinity. Recycling and reuse of materials is preferable to incineration and/or landfilling.

5) The contractor will assist the government (Phoenix Indian Medical Center’s Environmental Health and Safety personnel) in understanding hazardous waste regulations and offer advice to minimize costs to the government in managing their hazardous waste program.

6) Contractor is solely responsible for any and all spills or leaks and subsequent clean ups that may be required during the performance of this contract which occur as a result of or are contributed to by the actions of its agents, employees, or subcontractors. The contractor agrees to clean up such spills or leaks to the satisfaction and compliance with applicable Federal, state and local laws and regulations. The clean-up shall be at no cost to the Indian Health Service.

7) Contractor shall report all such spills or leaks to the COR. A written follow-up report shall be submitted to the COR no later than 24 hours after the initial telephonic report. The report shall include description of the item spilled (identity, quantity, etc.); whether amount spilled is EPA/state reportable, and if so whether it was reported, and to whom; exact time and location of the spill; containment procedures initiated; summary of any communications contractor has with press, state officials, or Project Officer; and description of clean-up procedures employed or to be employed at the site including final disposition and disposal location of the spill residue.

8) Contractor must perform all operations in a prudent, conscientious, safe and professional manner. At a minimum, contractor’s personnel and equipment shall comply with applicable state, Federal, and local laws, safety regulations and procedures and contractor will ensure that its agents, employees, and subcontractors perform in a safe manner. The contractor shall ensure that all personnel involved in handling and packaging the hazardous waste be trained for the level of expertise required for proper performance of the task and, in particular, in the areas of chemical incompatibility and spills. Handling and personal protective equipment shall be provided by the contractor and must be appropriate to ensure safe handling of the waste. The contractor agrees that personnel and equipment are subject to safety inspections by hospital safety staff and outside regulatory authorities (e.g., OSHA).

9) The amount and/or types of hazardous waste for collection, transport, and disposal varies by quarter based on PIMC processes and projects. Vendors shall submit a price list of standard commodities, packaging and all other pertinent requirements prior to a scheduled pick-up for review. Common waste streams for disposal include xylene/methanol, hazardous pharmaceutical, formaldehyde, expired chemicals, maintenance waste, mercury, and universal waste. The amount of hazardous waste varies at time of disposal therefore the quantity column in the Option Year will be considered as indefinite.

10) The amount and/or types of work processes and projects waste generation varies by quarter. New and/or episodic generation of hazardous waste will be considered as additional/new waste product that needs to be waste profiled and disposed. Contractor will provide a price list for new waste profiles prior to testing/reviewing. Upon completion of a new waste profile, contractor shall provide the COR or designated representative all pertinent requirements including laboratory results, safety data sheets, or flow diagrams to create profile in addition to signed and dated waste profile. Contractor shall ensure waste profile verification occurs on regular basis as required by local, state, or federal requirements.

11) Contractor will respond to regular service requests within 72 hours after initial contact from the

COR or designated representative. Contractor will provide a 24/7 emergency phone number for emergency service requests. PIMC will provide 30 days’ notice for scheduling routine pick-up requests with an inventory of materials to be collected and disposed for contractor to provide quote.

Government hours of operation at the above facilities shall commence no earlier than 8:00 am and continue no later than 4:00 pm, Monday through Friday (excluding federally recognized holidays), or as agreed upon between the Contractor and the Project Officer.

Minimum Contractor Qualifications & Quality Assurance The contractor shall maintain a general liability insurance policy in the minimum amount of one million dollars ($1,000,000) per occurrence, two million dollars ($2,000,000) aggregate. A copy of insurance shall be submitted with RFQ.

The contractor shall comply with all municipality, state, and federal ordinances, laws, rules, and regulations pertaining to environmental protection, toxic waste and hazardous substances/materials.

Contractor shall comply with all requirements of the US Department of Transportation (DOT) regulations regarding waste transportation under this contract. The contractor must have a current DOT hazardous material safety permit and must have a SATISFACTORY motor vehicle safety rating with the DOT Federal Motor Carrier Safety Administration.

The contractor must have a record without any serious violations with hazardous waste regulations for the past five years. Compliance history will be verified utilizing EPA’s ECHO data base.

The contractor shall provide only qualified field service engineers/specialists to perform service as set by industry standards and manufacturer specifications.

The contractor shall have at least five years of disposal experience in hazardous waste collection and disposal at medical centers. Specific experience is required in handling pharmaceuticals that are classified as hazardous waste (e.g. Resource Conservation and Recovery Act (RCRA) hazardous pharmaceuticals).

The contractor shall have a commercial driver’s license with appropriate classification to collect, transport, and dispose of hazardous waste in addition to an EPA ID number. A copy shall be provided with RFQ.

The contractor shall keep current all licenses and certificates necessary for compliance with regulations for collection, transport, and disposal of hazardous, non-hazardous and universal waste. The contractor shall inform the COR and Phoenix Area Indian Health Service (PAIHS) Acquisition Management Branch of changes in applicable federal, state, county, or tribal regulations or licensure requirements that may affect waste management practices or disposal requirements.

None of the services furnished under this order shall be subcontracted or transferred to another contractor or organization without the specific prior written approval of the Contracting Officer.