Event 1139 Medical Waste Pick Up Services.pdf

Idaho Division of Veterans Services Event 1139

Medical Waste Pick-up and Disposal

1. Purpose

Idaho Division of Veterans Services (IDVS) is requesting quotes for Medical Waste Pick-up and Disposal, as further detailed below.

The contact for this RFQ is:

Danny Arnold – Purchasing Agent Phone: 208-780-1326 Email: danny.arnold@veterans.idaho.gov

Service location:

Idaho State Veterans Home – Pocatello 1957 Alvin Ricken Dr.

Pocatello, ID 83201

Onsite Contact: Brady Lindsey

2. Background

Medical Waste Disposal Services for the Idaho State Veterans Home – Pocatello (ISVH-P) referred to hereafter as "Home" is a long-term care facility licensed by the State of Idaho, Department of Health and Welfare, Bureau of Facilities and is located at 1957 Alvin Ricken Drive, Pocatello, Idaho 83201. The Home has a sixty-six (66) bed capacity providing skilled nursing to Idaho Veterans and spouses of Veterans.

3. Timelines

Quotes Due by 5:00PM MST December 02, 2025

4. Scope of Work See Exhibit A

5. Single Award Basis and Terms

a. The Term of this contract will be one (1) year with four (4) optional one (1) year renewals

b. Award will be made to the vendor with the lowest Total Cost, as provided on Exhibit B, Price Sheet. Bids not submitted through LUMA must have a signature page with their bid

c. Vendor must be able to provide all the services listed in the scope of work.

d. Contract value is an estimate only and is based on actual usage due to usage.

e. Contractor must agree to NET30 Terms.

f. For the purposes of this Request for Quote solicitation, the Idaho Division of Veterans Services Term and Conditions listed below in Section 7, supersede the State of Idaho Terms and Conditions. State Standard Terms and Conditions and can be found at the links provided within this solicitation (Governing Laws and Policies | State Division of Purchasing).

g. Bids submitted with terms and conditions that are contrary to the State Standard Terms and Conditions or Special Terms and Condition shall not be accepted and no further consideration shall be given.

mailto:danny.arnold@veterans.idaho.gov https://purchasing.idaho.gov/governing-laws-and-policies/

Please read the solicitation instructions attached to this RFQ

6. Insurance Requirements

Prior to award (or as otherwise designated by the Purchasing Activity), the apparent successful vendor will provide certificates of insurance required herein and will maintain the insurance during the life of the Contract. There are no provisions for exceptions to this requirement. Failure to provide the certificates of insurance within the requisite time period may be cause for rejection of the vendor's quote or cancellation of the contract.

Contractor shall carry liability and property damage insurance that will protect it and the State of Idaho from claims for damages for bodily injury, including accidental death, as well as for claims for property damages, which may arise from operations under the Contract whether such operations are by themselves or by anyone directly or indirectly employed by either of them.

Contractor shall not commence work under the Contract until it obtains all insurance required under this provision and furnishes a certificate or other form showing proof of current coverage to the State. All insurance policies and certificates must be signed copies. After work commences, the Contractor will keep in force all required insurance until the contract is terminated.

a. Commercial General and Umbrella Liability Insurance. Contractor shall maintain Commercial General Liability

(CGL) and, if necessary, Commercial Umbrella insurance with a limit of not less than $1,000,000 each occurrence. If such CGL insurance contains a general aggregate limit, it shall apply separately to this Contract.

b. Commercial General and Umbrella Liability Insurance. Contractor shall maintain Commercial General Liability

(CGL) and, if necessary, Commercial Umbrella insurance with a limit of not less than $1,000,000 each occurrence. If such CGL insurance contains a general aggregate limit, it shall apply separately to this Contract.

i. CGL insurance shall be written on ISO occurrence form CG 00 01 (or a substitute form providing equivalent coverage) and shall cover liability arising from premises, operations, independent contractors, products-completed operations, personal and advertising injury, and liability assumed under an insured contract (including the tort liability of another assumed in a business contract).

c. Commercial Automobile and Commercial Umbrella Liability Insurance. Contractor shall maintain Commercial

Automobile Liability and, if necessary, Commercial Umbrella Liability insurance with a limit of not less than $1,000,000 each accident. Such insurance shall cover liability arising out of any auto (including owned, hired, and non-owned autos).

i. Bidder or offeror may request a waiver from providing Commercial Automobile and Commercial Umbrella

Liability Insurance in its bid or proposal if the bidder or offeror will not use any owned, hired or non-owned vehicles to conduct business under the contract, if it is awarded the contract, and the State of Idaho will consider the request. If the bidder or offeror submits a request to waive the provision of Commercial Automobile and Commercial Umbrella Liability Insurance after the due date and time for receipt of bids or proposals, the State of Idaho may not consider the request.

d. Workers Compensation Insurance and Employer's Liability. Contractor shall maintain workers compensation and employer's liability. The employer's liability shall have limits not less than $500,000 each accident for bodily insurance by accident or $500,000 each employee for bodily injury by disease.

i. Contractor must provide either a certificate of workers compensation insurance issued by a surety licensed to write workers compensation insurance in the State of Idaho, as evidence that the contractor has in effect a current Idaho workers compensation insurance policy, or an extraterritorial certificate approved by the Idaho Industrial Commission from a state that has a current reciprocity agreement with the Idaho Industrial Commission.

ii. Contractor must provide either a certificate of workers compensation insurance issued by a surety licensed to write workers compensation insurance in the State of Idaho, as evidence that the contractor has in effect a current Idaho workers compensation insurance policy, or an extraterritorial certificate approved by the Idaho Industrial Commission from a state that has a current reciprocity agreement with the Idaho Industrial Commission.

e. State of Idaho as Additional Insured: The liability insurance coverage required for performance of the Contract shall include the State of Idaho, the (agency) and its divisions, officers and employees as additional insured, but only with respect to the Contractor’s activities to be performed under this Contract.

i. The Contractor must provide proof of the State of Idaho, the (agency) and its divisions, officers and employees being additional insured by providing endorsements to the liability insurance policies showing the State of Idaho, the (agency) and its divisions, officers and employees as additional insured. The endorsements must also show the policy numbers and the policy effective dates.

ii. If a liability insurance policy provides for automatically endorsing additional insured when required by contract, then, in that case, the Contractor must provide proof of the State of Idaho, the (agency) and its divisions, officers and employees being additional insured by providing copies of the policy pages that clearly identify the blanket endorsement.

f. Notice of Cancellation or Change: Contractor shall ensure that should any of the above described policies be cancelled before the expiration date thereof, or if there is a material change, potential exhaustion of aggregate limits or intent not to renew insurance coverage(s), that written notice will be delivered to the Division of Purchasing (if the Contract was issued by the Division) or to the Purchasing Activity (contracting state agency) in accordance with the policy provisions.

g. Contractor shall further ensure that all policies of insurance are endorsed to read that any failure to comply with the reporting provisions of this insurance, except for the potential exhaustion of aggregate limits, shall not affect the coverage(s) provided to the State of Idaho, and its divisions, officers and employees.

h. Acceptable Insurers and Deductibles: Insurance coverage required under the Contract shall be obtained from insurers rated A-VII or better in the latest Bests Rating Guide and in good standing and authorized to transact business in Idaho. The Contractor shall be financially responsible for all deductibles, self-insured retention’s and/or self-insurance included hereunder. The coverage provided by such policy will be primary to any coverage of the State on or related to the contract and shall provide that the insurance afforded applies separately to each insured against whom a claim is made, except with respect to the limitation of liability.

i. Waiver of Subrogation: All policies shall contain waivers of subrogation. The Contractor waives all rights against the State and its officers, employees, and agents for recovery of damages to the extent these damages are covered by the required policies. Policies may contain deductibles but such deductibles will not be deducted from any damages due to the State.

7. IDVS Terms and Conditions

a. Termination.

i. The IDVS or the Contractor may cancel the Contract at any time, with or without cause, upon sixty (60) calendar days written notice to the other party specifying the date of termination. Either party may terminate the Contract immediately upon written notice, or upon such notice as such party, in its sole discretion, deems appropriate, if at any time: (a) the other party is in material breach of any warranty, term, condition, covenant or obligation under the Contract; (b) judicial interpretation of federal or state laws, regulations, or rules renders fulfillment of the Contract infeasible or impossible; (c) Contractor's license or certification required by law is suspended, not renewed, or is otherwise not in effect at the time service is provided; (d) Contractor fails to comply with any applicable law, regulation, or rule; or, (e) the actions or inactions of the Contractor materially jeopardize one or more of the following: payments to the IDVS under Medicare, Medicaid, or a United States Department of Veterans Affairs program; or, compliance with the terms of a federal or state license or certification held by the IDVS.

ii. Upon termination by the IDVS, Contractor shall: (a) promptly discontinue all work, unless the termination notice directs otherwise; (b) promptly return to the IDVS any property provided by the IDVS pursuant to the Contract; and, (c) deliver or otherwise make available to the IDVS all data, reports, estimates, summaries and such other information and materials as may have been accumulated by Contractor in performing the Contract, whether completed or in process. Upon termination, the IDVS may take over the services and may award another party a contract to complete the services contemplated by the Contract.

Upon termination for cause, the IDVS shall be entitled to reimbursement from Contractor for losses incurred as a result of the Contractor's breach. Any termination, cancellation, or expiration of the Contract notwithstanding, provisions which are intended to survive and continue shall survive and continue.

b. Records.

i. Contractor shall maintain all records and documents relevant to the Contract for seven (7) years from the date of final payment to Contractor. If an audit, litigation or other action involving records is initiated before the seven (7) year period has expired, Contractor shall maintain records until all issues arising out of such actions are resolved, or until an additional three (3) year period has passed, whichever is later. If the existence of Contractor is terminated by bankruptcy or any other cause, all records related to the

Contract in Contractor’s possession shall become the property of the Division and Contractor shall immediately deliver such records to the Division. All records and documents relevant to the Contract shall be available for and subject to inspection, review or audit, and copying by the Division and other personnel duly authorized by the Division, and by federal and state inspectors or auditors. The Contractor shall make its records available to such parties at all reasonable times, at either the Contractor’s principal place of business or upon premises designated by the Division.

ii. Pursuant to Idaho Code section 9-355 et seq., information or documents received from the Contractor may be open to public inspection and copying unless exempt from disclosure. If the Contractor maintains an individual document is exempt, the Contractor shall clearly designate, on each exempt page, that the page is “exempt” and identify the statutory basis for exemption. The Division reserves the right to confirm an exemption designation. The Contractor shall indemnify and defend the Division against all liability, claims, damages, losses, expenses, actions, attorney fees and suits whatsoever for honoring such a designation or for the Contractor’s failure to designate an individual document as exempt.

iii. Compliance with Law. Contractor shall comply with all requirements of federal and state statutes, rules, and regulations applicable to Contractor and to the services performed by Contractor under this Contract. Applicable laws may include state and federal laws regarding nondiscrimination, public records, lobbying, healthcare information, debarment from governmental contracting, conflicts of interest, and business and professional licensing. The Contractor shall execute certifications of compliance with applicable law at the request of the Division.

8. Response

Enter your Total Cost on Exhibit B, Price Sheet and submit your quote via LUMA (https://www.sco.idaho.gov/LivePages/scohome.aspx) so that it is received at the address below. Quotes must be received prior to the timeline established above.

NOTE:

- Site Visits. The Division of Veterans Services will allow visits of the project site to be scheduled prior to the closing date of the quote by calling Rickey Frandsen, Maintenance and Operations Supervisor at 208-235-7881.

- Bids must be received prior to the deadline established above.

- Bids submitted by any other means other than LUMA shall not be accepted and no further consideration shall be given.

- Quotes must include all Required Submittals items and be fully burdened and valid for 90 days after submittal.

- Price Sheet must be filled out and completed in its entirety.

List of Attachments Required Submittal Items Exhibit A – Scope of Work Exhibit B – Price Sheet Exhibit C – Cost and Billing Exhibit D – IDVS Signature Page

Exhibit B – Price Sheet Exhibit D – IDVS Signature Page https://www.sco.idaho.gov/LivePages/scohome.aspx

Exhibit A

Medical Waste Pick-up and Disposal

SCOPE OF WORK

1. Work Location. Contractor shall provide the services set forth in this Contract at the following Division location (the “Home”):

Idaho State Veterans Home - Pocatello 1957 Alvin Ricken Drive Pocatello, ID 83201

2. Services. Contractor shall:

a. Provide pick up and disposal of biohazard material services to Idaho State Veterans Home-Pocatello.

b. Disposal of Medical Waste must be in accordance with OSHA regulation 29 CFR 1910.1030.

c. Vendor and its employee must be properly licensed in accordance with OSHA regulation CFR 1910.120.

d. Vendor must provide a minimum of eight (8) hard-sided Bio-Hazard container with lids and appropriate markings. The size of containers must not exceed 18"x18"x23".

e. Contractor must warranty their containers and offer free replacement if containers become unserviceable or unusable for any reason.

f. Pick-up of the biohazard waste will be at least twice a month; schedule will be agreed upon in writing between the awarded contractor and the Home.

g. Supply extra needed Biohazard Regulated Medical Waste Boxes if requested and apply no additional trip charges.

h. It will be the responsibility of the Facility to have the biohazard waste materials at an identified central location for pick up by the Contractor.

i. The Facility will provide the biohazard waste bags to hold the biohazard material.

j. It will be the responsibility of the Contractor to dispose of the biohazard waste as per state and federal regulations.

***Vendor will be responsible to ensure that all regulations are understood and met***

Exhibit B

PRICE SHEET

Informal bid for: Medical Biohazard Waste Pick Up and Disposal

Contractor:

Address:

Telephone:

Facsimile:

Contact:

Subcontractors (Complete only as necessary for the project):

Costs: (Costs not included in this informal bid shall be provided at no charge. Attach additional sheets as needed):

Total Cost per container $ X 8 Containers Total: $_______ Size of container (gallons) Supplied No waste fee* (if applicable) $

*NO WASTE FEE:

(In the event a schedule pick up day is not required, notice must be given to the vendor at a minimum of 1 business day prior the scheduled pick up. A No Waste fee stated above will be added to the monthly invoice in the event the customer (IDVS) fails to notify the contractor of cancelation, and the contractor arrives for pick up)

The undersigned proposes to do the work specified in the scope of work in accordance with the Request for Informal Bids and all attachments thereto. This Informal Bid shall be binding upon the undersigned for thirty (30) days following the closing date for submission of bids set forth on the Request for Informal Bids. The undersigned agrees to commence work upon execution of the Division of Veterans Services’ Services Contract.

(Organization)

By Printed Name:

Title:

Exhibit C

COSTS AND BILLING

The Division shall pay the Contractor as set forth in this Costs and Billing attachment for all work Contractor performs for the Division under the Contract. Upon approval of an invoice, the Division shall make payment in accordance with Idaho Code section 67-2302.

The Division shall not be liable to the Contractor for any expenses Contractor pays or incurs unless otherwise agreed to in writing by the Division. Except as set forth in the Contract, the Contractor shall supply, at its sole expense, all equipment, tools, materials or supplies to accomplish the services to be performed pursuant to the Contract.

The Contractor shall submit monthly invoices to the Division by the fifth (5th) day of each month containing, but not limited to, the following:

• The name and address of the Contractor

• The date(s) the Contractor performed services

• A description of the services

• The contract number

The Division, in its discretion, may require written documentation of invoice items as a condition of payment. If the Division requests written documentation substantiating an invoice item, the item shall be severed from the invoice until the Division approves the item and the Division shall not be liable for payment prior to approval.