Attachment A-Regulated Medical Waste _ Sharps Removal-PWS.pdf

Regulated Medical Waste and Sharps Removal Services

Birmingham VA Medical Center and Community Based Outpatient Clinics

A. GENERAL INFORMATION:

1. Title of Project: Regulated Medical Waste and Sharps Removal Services

2. Location of Services:

Birmingham Veterans Affairs Medical Center

700 South 19th Street

Birmingham AL, 35233.

Community Based Outpatient Clinics (CBOC’s):

Anniston Primary Care Clinic

96 Ali Way

Creekside South

Oxford, AL 35203

Huntsville Primary Care Clinic

500 Markaview Rd NW

Huntsville, AL 35805

Shoals Area Primary Care Clinic

422 DD Cox Blvd

Sheffield, AL 35660

Birmingham Community Based Clinic

2415 7th Ave South

Birmingham, AL

Gadsden Primary Care Clinic

206 Rescia Avenue

Gadsden, AL 35906

Jasper Primary Care Clinic

14 Jones Dairy Road

Walker Medical Plaza

Jasper, AL 35501

Bessemer Primary Care Clinic

975 9th Avenue SW

Suite 400

Bessemer, Alabama 35020

Guntersville Primary Care Clinic

101 Judy Smith Drive

Guntersville, AL 35976

Childersburg Primary Care Clinic

151 19th Avenue NW

Childersburg, AL 35044

Birmingham East Clinic

7901 Crestwood Blvd

Birmingham, AL 35201

3. Period of Performance: Base plus Four (4) option years. Dates will be determined at contract award.

4. Type of Contract: Firm Fixed Price

5. Days and Hours of Operation: The Birmingham VAMC business days and hours are Monday through Friday 8:00 am- 4:30 pm, local Central time, excluding Federal

Holidays. Federal Holidays are New Year’s Day, Martin Luther King Birthday, President’s Day, Juneteenth, Memorial Day, Independence Day, Labor Day, Columbus

Day, Veteran’s Day, Thanksgiving Day, and Christmas Day.

B. GENERAL REQUIREMENTS:

1. The contractor shall furnish all labor, supervision, management, transportation, equipment, material, certification and training except as specified as government furnished. The contractor shall collect, transport and dispose of Regulated Medical

Waste (RMW) and treat by incineration or by means as regulated by the Alabama

Department of Environmental Management, and in accordance with Federal, State and local laws and regulations.

2. The contractor shall pick up, manifest, transport and process for treatment and disposal RMW in contractor provided boxes and containers at each location identified below in accordance with the provided schedule. Workload data provided for each facility is an estimate based on historical data and will vary from time to time. The only exception to the pick-up schedule is federal holidays. If a pick- up falls on a holiday, the contractor will pick up the following workday.

a. Birmingham Veterans Affairs Medical Center, 700 South 19th Street, Birmingham, Alabama 35233 – Pick up service will be provided three days a week on

Monday, Wednesday and Fridays. Pickup will be at the shed located in the fire lane.

Times will be coordinated with COTR.

b. Community Based Outpatient Clinics (see locations and addresses above) –

Pick up services will be one time per month. Days of pick up are negotiable. Contractor will provide two (2) reusable containers at no expense to the government.

c. COR may require additional pick up and this will be coordinated with the vendor.

3. Types of Regulated Medical Waste include, but are not limited to the following:

a. Pathological Waste

b. Cultures, stocks and vaccines

c. All used and unused sharps

d. Contaminated animal carcasses, body parts, etc.

e. Blood, blood products, other potentially infectious body fluids, and contaminated items

f. Chemotherapy Waste

g. Pharmaceuticals (controlled, outdated drugs and vaccines)

4. The contractor shall provide shipping papers/manifest to the COR at the time of pick

up. Shipping documents shall be approved by appropriate state regulatory agency. The contractor shall provide to the facility’s COR copies of manifest showing the destruction dates and type of destruction.

5. The contractor shall complete the shipping papers/manifest at the facilities pick up location showing the type of container use for RMW, and the number of containers.

Facilities shall weigh the RMW and determine the estimated total pounds prior to contractor pick up. Contractor shall provide average pounds of each container at CBOCs.

Actual weight will be provided on invoice after RMW is weighed at disposal facility.

6. The weight of the container shall not include the container weight, but the waste weight only.

7. The contractor shall transport and dispose of RMW in accordance with federal, state and local laws and regulations.

8. The contractor shall provide pickups according to Workload Data Schedule with

Federal Holidays excluded. If a pickup falls on a holiday, the contractor will pick up the following workday.

9. The contractor shall use a RMW treatment and disposal facility that is licensed to accept and process RMW in accordance with federal, state and local requirements.

Incineration is required.

10. The contractor shall provide all state and federal operation permit(s) issued for the incinerator/disposal facility prior to award and notify COR within 30 days prior to changing the incinerator/disposal facility.

11. The contractor shall develop and implement a method for tracking RMW from point of pick up to destruction. A copy of the tracking method shall be submitted to the

Contracting Officer Representative prior to award.

12. The contractor shall submit a monthly billing/invoice in arrears to Financial

Management with a copy of all certifications of destruction for the month billed.

Monthly invoices lacking or containing incomplete destruction certifications for the month will be returned for correction and proper submission.

13. The contractor shall be a registered, licensed, permitted regulated medical waste transporter in accordance with all federal, state and local laws and regulations. The contractor shall provide a copy of all licenses, permits, certificates, proof of insurance liability, and any other requirement forms to the Contracting Officer prior to award.

C. SPECIFIC REQUIREMENTS:

1. The contractor shall identify a person who shall be responsible for the performance of work. The name and phone number shall be provided to the Contracting Officer

Representative prior to award.

2. The contractor shall establish and maintain a complete quality control program to assure the requirements of the contract are provided as specified. The contractor shall provide a copy of their quality control program to the Contracting Officer Representative prior to award.

3. The contractor shall develop and submit to the Contracting Officer, a copy of their contingency plan in the event of vehicle breakdown, disposal facility breakdown, natural disaster, or employee strike prior to award. The contingency plan will include notification procedures for informing the Contractor Officer Representative

(COR)/generator of any actuation of the contingency plan to prevent possible violation of interstate laws.

4. The government will provide liners approved to meet state requirements. The government will provide sharps containers used for containment of all needles, syringes with needles attached, scalpel blades and other medical items classified by federal, state and local authorities as sharps.

5. In addition to the general requirements, the contractor shall be required to furnish reusable standardized containers at no additional cost with no minimum weight requirements for storing and transporting regulated medical waste at each location specified in this contract. Containers shall be leak-proof, puncture resistant, and withstand handling, transfer and transportation. Containers shall have tight fitting lids with a securing mechanism that prevents opening during handling and transport and may be wheeled or on dollies. All containers will be marked and labeled to comply with federal, state and local regulatory requirements. Standardized reusable containers must be cleaned and disinfected with an EPA approved disinfectant prior to each use.

6. In the performance of this contract, the contractor shall take safety precautions as the contracting officer or his/his designee may determine to be reasonably necessary to protect the lives and health of occupants of the building. The contracting officer or his/her designee will notify the contractor of any non-compliance with the foregoing provisions and the action to be taken. The contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. Such notice, when served on the contractor or his/her representatives at the site of the work, shall be deemed sufficient for the purpose aforementioned. If the contractor fails or refuses to comply promptly, the contracting officer may issue an order, stopping all or any part of the work and hold the contractor in default.

7. The contractor shall provide emergency back-up service by providing a temporary waste dumpster at the BVAMC in the event the sterilization system there is inoperative.

D. RECORDS MANAGEMENT:

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a).

These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of

Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5

U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for

Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with

Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. Birmingham VAMC and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of Birmingham VAMC or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by

18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to Birmingham VAMC. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the contract. The

Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected.

The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to Birmingham VAMC control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the contract. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and Birmingham VAMC guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with Birmingham VAMC policy.

8. The Contractor shall not create or maintain any records containing any non-public

Birmingham VAMC information that are not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The Birmingham VAMC owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which Birmingham VAMC shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take Birmingham VAMC-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.