SOW_NEW_Performance.docx

Indian Health Service Cheyenne River Health Center Scope of Work Bio-Hazard Waste: Storage, Pick-Up, Removal, Transport, and Disposal

General:

The Housekeeping/Custodial department, herein referred to as the Housekeeping Department, of the Cheyenne River Health Center, requires a contractor to provide storage, pick-up, removal and disposal of bio-hazard waste, for the Cheyenne River Health Center (CRHC) located in Eagle Butte, South Dakota.

Background:

The Housekeeping Department plays a vital role in infection control and disposal of bio-hazardous waste and requires support to assist in the provision of high quality and cost effective, bio-hazard waste removal services.

Therefore, this contract shall provide high quality and cost effective bio-hazard waste storage, pick-up, removal, transport, and disposal services. These services shall be in compliance with Occupational Safety and Health Administration (OSHA), local, tribal, and state regulations, for the CRHC in Eagle Butte, South Dakota.

The contractor shall also provide Annual Bio-Hazard Trainings to the Housekeeping Staff as required by Occupational Safety and Health Administration (OSHA), local, tribal, and state regulations. The trainings shall include: Hazcom, Blood Borne Pathogens, and DOT Trainings and should be presented through online classes. If policy should change, and additional trainings become required during the execution of this contract the contractor will notify the Contracting Officer Representative (COR).

These services are required by Indian Health Service to maintain accreditation with Joint Commission.

Charges for services and fees within this scope of work shall be bid as a flat monthly rate.

Period of Performance The Period of Performance will be a Base year with Four (4) / One-Year Options, as follows:

Base Year: August 1, 2018 to July 31, 2019 Option Year 1: August 1, 2019 to July 31, 2020 Option Year 2: August 1, 2020 to July 31, 2021 Option Year 3: August 1, 2021 to July 31, 2022 Option Year 4: August 1, 2022 to July 31, 2023

Minimum Requirements to be Considered a Qualified Bidder(Salient Requirements)

1. The Contract firm must have a minimum of 10 years experience history in the field and present documentation substantiating such.

2. Contractor personnel that will be working on the bio-hazard waste disposal must have a minimum of 8 years of experience and have attended all appropriate training to be qualified and proficient in working with bio-hazard waste storage and disposal.

3. The contractor must have the proper storage containers meeting regulations for storing such material and show proof of such.

4. The contractor must have the proper transport vehicle and insurance to transport and dispose of such material listed within this scope of work and show proof of such.

Bio-Hazard Waste Storage, Pick-Up, Removal, Transport and Disposal

a. Storage:

The contractor shall provide (40) forty/ 40 gallon containers for bio-hazard waste storage. Each container will be properly secured and labeled with tracking information.

Each container will have property lined bio-hazardous trash bags, which will be provided by the contractor. Containers will be stored in a secure designated area on the lower level by the loading docks of the CRHC in room L3410.

b. Pick-Up/Removal:

The contractor shall schedule, with the Contracting Officer Representative (COR), a monthly pick-up date and time.

The contractor shall inventory, weigh, and remove all bio-hazard waste.

The contractor shall provide the COR a hard copy of each manifest indicating removal of containers with bio-hazard waste, including tracking information.

The number of containers picked-up will be replaced with the same number of new empty containers, minimum of one (1) and maximum of forty (40). Contractor will be responsible for disinfecting the reusable containers before they are returned to CRHC.

Contractor shall provide the COR, at the time of bio-hazard waste pick-up/removal, hard copies of each disposal manifest with appropriate signature(s) documenting and verifying the removal of bio-hazard waste.

c. Transport:

The contractor shall transport bio-hazard waste in an appropriate transport vehicle, and in accordance with law and regulation standards pertaining to the transportation of bio-hazard waste.

The contractor shall be licensed and issued the appropriate permits by the Department of Transportation (DOT) in order to transport bio-hazard waste.

The contractor shall also transport in accordance with South Dakota Title 74 Guidelines.

d. Disposal:

The contractor shall certify and dispose of bio-hazard waste in accordance with laws and regulations pertaining to disposal of bio-hazard waste.

The Contractor shall provide certification to the CRHC that the appropriate disposal method was used.

e. Reporting Requirements

Contractor shall provide the COR, at the time of bio-hazard waste pick-up/removal, hard copies of each disposal manifest with appropriate signature(s) documenting and verifying the removal of the bio-hazard waste.

Contract Administration Data

a. Billing and Payment Processing:

Payments shall be made by the Aberdeen Area Indian Health Service Finance Office upon submission by the contractor of the appropriate authorization forms and invoice with the required information as stated in the billing instruction on awarded purchase order.

Monthly billing shall be paid by the amount established by the fee schedule agreed upon. The Government has the right to accept or reject services if the level of work is unsatisfactory.

b. Invoice Submission:

The contractor shall submit original invoices on a monthly basis through the Indian Health Service Finance Office at the following address:

Great Plains Area Indian health Service ATTN: Accounts Payable Division of Financial Management Room 309 Federal Building 115 4th Ave, SE Aberdeen, SD 57401

A second invoice will be emailed/sent/delivered to the COR at the CRHC for verification and tracking purposes. Payment request shall be submitted on a monthly basis and should contain the following information:

i. Contractor’s Name

ii. Invoice Number and date

iii. Entire award number or other authorization number for delivery of good and services rendered

iv. Description (including date of service, price, and quantity of goods and services rendered

v. DUNS number and TIN: and

vi. Contract name (where practicable), title, and telephone number.

c. Payment Due Date:

Payments under this contract will be due NET 30 after the date of actual receipt of a proper invoice in the office designated to receive the invoice. Under the provisions of the Prompt Payment Act (P.L. 97-177), the Government is obligated to pay any additional interest penalty if payment is not received by the vendor within 30 days of the date the invoice was received by the Government.

The date of the check issued in payment or the date of payment by ACH transfer through the Treasury Financial Communications System shall be considered the date of payment made.

d. Project Officer (COR):

The person identified below is hereby designated as the COR for this contract. The responsibility of the COR is to ensure that the Government’s technical objectives are met. To this end the COR will provide necessary information, direction, coordination, within the contractual work description. Issuance of changes which affect the articles, terms or conditions of this contract will be accomplished through the contracting officer who is the only party authorized to bind the Government to contract.

The Contracting Officer Representative (COR) designated for this contract is:

Jacob Neigel, Housekeeping Supervisor Cheyenne River Health Center 24276 166th Street, Airport Road Eagle Butte SD 57625 Office: 605-964-0624 jacob.neigel@ihs.gov

The COR representing the Government for the purpose of this contract shall be designated in writing by the Contracting Officer. COR is responsible for:

i. Monitoring the contractor’s technical progress, including the surveillance and assessment of performance and recommending to the contracting officer changes in requirement’s;

ii. Interpreting scope of work

iii. Performing technical evaluation as required

iv. Performing technical inspections and acceptance required by this contract

v. Assisting the contractor in resolution of technical problems encounter during the performance

vi. Serving as systems manager to insure compliance with the Privacy Act.

vii. Insuring all manifest and certification of destruction is made available for the hospital standards to be in compliance with the Joint Commission to be accredited.

e. Contract Performance Evaluation:

During the life of this contract, contractor performance will be evaluated on a quarterly basis and final basis pursuant to FAR requirements. These evaluations shall become a part of the contract file and shall be used as past performance information in evaluating this contractor and any other subcontractors, or affiliates, past performance on future contracts.

f. Security Clearance:

To perform the work specified herein, contractor personal may require access to sensitive data, regular access to HHS controlled facilities, and/or access to HHS information systems. To gain access to the sensitive areas HHS controlled facilities, and/or HHS information systems, the contractor shall comply with Homeland Security Directive 12, Policy for a Common Identification Standard for Federal Employees and Contractors, and with the personal identity verification and investigation procedures obtained in:

-HHS Information Security Program Policy, http://www.hhs.gov/ocio/securityprivacy/ -HHS Office of Security and Drug Testing, personnel Security Suitability Handbook, http://www.hs.gov/ocio/policy/hhs-ocio-2011-0003.html -HHS HSPD-12 Implementation Policy (draft)

The minimum Government investigation for a non-critical sensitive position is a National Agency Check and Inquiries (with fingerprinting), which consists of searches of records covering specific areas of a person’s background during the past five years. More restricted positions, above non-sensitive, require more extensive documentation and investigation.

This security applies to all sub-contracts and/or sub-contractors associated and/or created from this contract. The contractor is responsible for conducting security preclearance investigations in sufficient depth to ensure that each contractor or subcontractor can obtain a favorable clearance.

References:

Statutes, Acts, Laws, and/or Regulations generally applicable to IHS security and functions, include, but are not limited to:

· Crime Control Act 1190- Public Law 101-647

· Indian Child Protection and Family Violence Prevention Act Public Law 101-630

· Federal Information Security Management Act (FISMA), part of the E-Government Act of 2002 (Public Law 107-347, Title II)

· OMB Circular A-130 and Appendix III, Security of Federal Automated Information Resources

· OMB Circular A-11, Preparing, Submitted, and Executing the Budget

· Presidential Decision Directive 63 (PDD 63)

· NIST Special Publications – 800 series.

· Health Insurance Portability and Accountability Act (HIPAA)

· Indian Healthcare Improvement Act (HCIA) – Public Law 94-437

· Privacy Act of 1974

· Section 508 of the Rehabilitation Act of 1973

· Courtesy and Respect in the Workplace Policy.