Performance Work Statement - Sharps Waste Management Services.docx

36C25919P0200 36C25919P0200

Performance Work Statement Sharps Waste Management Services

INTRODUCTION:

Contractor shall provide all labor, travel, and equipment for the removal and disposal of sharps waste at the Rocky Mountain Regional VA Medical Center.

Rocky Mountain Regional VA Medical Center (RMRVAMC):

1700 Wheeling St., Aurora, CO. 80045

SCOPE OF WORK:

The contractor shall provide labor, sharps containers, transportation, collection, and removal of sharps generated by the RMRVAMC specified in this PWS in accordance with the terms and conditions of this contract.

RMRVAMC will be responsible for properly and lawfully packaging and storing sharps. Contractor shall be responsible for the provision and installation of sharps containers utilized for outfitting of the Rocky Mountain Regional VA Medical Center including the initial sharps containers/brackets/mounts. RMRVAMC shall store the sharps in containers supplied and approved by VA Environmental Management Services (EMS). Sharps containers shall be leak-proof, have tight-fitting covers, and be kept clean and in good repair. The storage shall be confined to an area on the premises to which only authorized personnel shall have access and sharps containers will be exchanged in the biohazard storage rooms on each floor. Locations may be changed or added to without amendment to the contract but by written updates provided.

All work shall be accomplished in accordance with federal, state, and local regulations. The applicable federal regulations that are included but not limited to are the following:

a. Blood borne Pathogen Standard (OSHA), 29 CFR 1910.1030

b. Hazard Communication Standard (OSHA), 29 CFR 1910.1200 The contractor shall provide the services enumerated above at the rates set forth, which includes all applicable assessments, and related charges. The Contractor shall provide all necessary equipment to perform such services, and equipment shall comply with all applicable federal, state, county, and municipal laws, regulations, guidelines and permits.

The contractor shall provide 700 sharps containers as identified below. Contractor shall ensure sharps containers are secure and attended at all times. Contractor shall not leave used containers on site after collection. All sharps containers will be labeled according to all federal, state and local regulations. Any changes to type, size, amount of equipment, brackets/holders and the frequency of service shall be mutually agreed to in writing by both parties without affecting the validity of the contract. Changes in quantity may occur during the contract period by plus or minus 75 containers. The number of containers at a site can change throughout the contract due to changes in workload at each site. The numbers shown in this PWS are best estimates based on count.

MINIMUM CONTAINER PHYSICAL PROPERTIES AND ATTRIBUTES:

a) Crack/damage free

b) Clear/Readable labeling

c) Reusable

d) Able to be sanitized and sterilized

e) Puncture proof

f) Preassembled

g) Leak proof

h) One hand and one-step disposal mechanism

i) Overfill protection

j) Secure tamper proof locking mechanism

k) Sight and view port

l) Large access opening but with a restricted hand access which does not allow anyone to get their hand inside (regardless of size or age adult or child)

m) Must have a system identifier to track usage

n) Sharps lids shall consist of both funnel drop and flip-top lids.

o) Sharps containers need to be dark in color (red) to prevent any Patient Identifiable Information (PII) see-through

DEFINITIONS:

Sharps, as for this PWS, is defined as needles, scalpel blades, broken ampoules; anything in a hospital or clinic which has been used on patients, and which may be contaminated with infectious material; to be discarded into special containers for disposal without any risk to disposal personnel.

LOCATIONS AND PICKUP TIMES:

RMR VAMC:

1700 Wheeling Street Aurora, CO. 80045

The contractor will provide service for pickup, transport, and replacement of approximately 700 sharps containers. Contractor will provide all materials necessary for the initial delivery and installation of 700 sharps containers to include all wall mounting brackets/holders. Contractor will provide transport trolleys for all 8, 17, and 19-gallon containers. Contractor shall ensure sharps containers ready for pick-up are secured and attended at all time. Contractor shall not leave used containers on site after collection. Additional clean containers will be provided the working day prior to a federal holiday. Contractor will be expected to complete a one for one swap of full sharps containers in the OR, PACU, ER, Lab, and Pharmacy. Contractor will be expected to collect SHARPS containers from established collection points/soiled utility rooms on the inpatient units and outpatient clinic areas. Clean containers will be stored in the Service Level Concourse, Rm CS105. Sharps pickup will be off the dock area. The delivery of clean containers and pickup of full containers shall be executed based on timeline annotated below. Changes to schedule will be communicated ahead of time and agreed to by both parties.

INSTALLATION AND DE-INSTALLATION:

Installation and de-installation of sharps wall mounting brackets must be performed quickly to minimize impact on patients and clinical staff. Contractor shall take no longer than fifteen (15) minutes per room to de-install and install sharps container brackets. De-install and install will take place after business hours and on weekends. Contractor will perform installation or deinstallation in operating and surgical rooms on weekends to minimize impact in these critical areas. Schedule for all areas shall be provided and coordinated with the COR or VA Point of Contact (POC) prior to commencement of work. Contractor shall provide documentation reflecting completed work by area to account for all de-installs and installs at the end of each day. Contractor shall perform the necessary clean-up after installation or de-installation

SHARPS:

Contractor will be expected to complete a one for one swap of full sharps containers with a clean container of the same size. Removal of full sharps containers three times per week in the OR/PACU, ER, Lab, Pharmacy (all 24-hour wards/clinics) three times per week Tuesday, Thursday and Saturday with all other bio-hazard locations being weekly, with the estimated quantity being:

a) Five hundred thirty-one (531) – 2-gallon red containers (ten of these to be maintained on site for backup)

b) Five hundred thirty-one (531) – 2-gallon wall brackets (only if needed)

c) Fifty-two (52) – 2-gallon base holders

d) Fifty-two (52) – 2-gallon red countertop containers (10 of these to be maintained on site for backup)

e) Seven (7) – 2-gallon red cart containers (Strapped to PACU carts)

f) One (1) – 8-gallon red container

g) One (1) – 8-gallon foot operated trolley

h) Sixty-one (61) – 17-gallon red containers

i) Sixty-one (61) – 17-gallon foot operated trolley

j) Nineteen (19) – 2-gallon yellow containers

k) Nineteen (19) – 2-gallon yellow wall brackets

l) Eighteen (18) – 19-gallon yellow mobile cart containers

m) Eighteen (18) – 19-gallon grey mobile cart trolleys (For yellow containers)

n) Three (3) – 2-gallon MRI Safe containers

o) Nine (9) – 2-gallon black containers

p) Nine (9) – 2-gallon wall brackets

q) One (1) – 19-gallon black mobile cart container

Numbers of containers and pick-ups can change throughout contract due to changes in workload at each site. These numbers are best estimates for what is currently used.

PICK-UP AND DELIVERY PROCESS:

The contractor shall utilize their own vehicles for the safe removal and transport of their containers. Transport carts can be left at the RMRVAMC.

Containers filled to the half-way, ½ mark shall be removed and a one for one swap of a clean container in the OR, PACU, ER, Lab, and Pharmacy. Contractor will be expected to collect all SHARPS containers from established collection points/soiled utility rooms on the inpatient units and outpatient clinic areas. Clean containers will be left in the designated storage areas.

All containers filled to the half-way, ½ mark shall be removed and a one for one swap of a clean container. Clean containers will be left in the designated storage areas per location. All sharps containers collected shall be identified on a document and a copy must be signed, then left with the Government POC on the day of collection. The contractor shall respond for a delivery or pickup for any missed or failures in compliance within 24 hours.

The contractor shall pick up sharps between the hours of 7:00 AM through 4:30 PM on regular clinic days, except for the OR/PACU whereby the pickup time needs to be scheduled prior to surgeries. The contactor shall not pick up sharps outside of the designated hours. The scheduled pickup times will be mutually agreeable to both parties. The contractor is responsible for notifying the appropriate Government official at each site for arrangements for the pickup of the sharps. If routine pickup is scheduled on a recognized Government holiday, then the pickup must be rescheduled and picked up either the day before or after the federal holiday. The 10 national holidays observed by the Federal Government are as follows:

Or any other day specifically declared by the President of the United States to be a National Holiday.

PERSONNEL:

Contractor employees shall not be considered or treated as federal employees for any purpose, shall not be regarded as performing a personal service, and shall not be eligible for civil service employee benefits, including retirement. Contractor employees shall identify themselves as contractor employees in all communication modes used in performing the services, e.g. email, telephone, verbal. Services furnished by contractor employees will be performed as necessary to fulfill the requirements of this PWS.

The Contracting Officer reserves the right to request the contractor to provide another employee if an employee does not obey VAMC directives or does not act in the best interest of the Government.

EDUCATION AND TRAINING REQUIREMENTS

All service techs working under this contract shall be fully trained by their company in aseptic and sterile technique and personal protective equipment use.

All service techs shall be trained in compliance with VA and The Joint Commission (TJC) policies, procedures, and standards when entering the various patient care areas, such as isolation rooms, operating rooms and regular patient rooms. The Medical Center Infection Control shall be available for this training, if any questions or problems arise.

Contractors shall meet OSHA requirements for Hepatitis B vaccination and post-exposure follow up for their employees.

SECURITY:

All Service Techs for the contractor shall be in their company’s uniform and have a company furnished ID badge when performing pickups at the Medical Center and Clinics.

The contractor shall require their employees to comply with all VA regulations regarding conduct, security, parking, badging, smoking on station, and any others called to their attention by VA employees.

a. Badge access to RMRVAMC will be limited and it is the contractor’s responsibility to provide employee names for the site access within 3 business days of contract awarded.

b. Badging for regular employees will be accomplished by the Environmental Management Service PIV Sponsor.

c. Badging for intermittent employees will be limited to a Day Pass, which can be obtained at the Police Station at the Facility entrance.

DOCUMENTATION OF SERVICES RENDERED:

The contractor shall provide a log sheet at the time of sharps pickup. The original copy will be given to the VA COR or local on-site POC. The log sheet shall state the date of pick-up, the number of boxes taken, the weight of the boxes, the signature of the contractor representative and signature of the VA COR or POC.

QUALITY CONTROL:

Please note that the contractor’s performance will be evaluated in accordance with a Quality Assurance Surveillance Plan (QASP) developed by the VA. This plan includes performance metrics and methods of surveillance such as random inspections, customer feedback, service reporting, and direct observation. While the QASP itself is not included, contractors must be aware that adherence to the performance requirements is essential and will be closely monitored throughout the term of the contract.

Expectations:

· Collection Containers and Dollies: Contractor must ensure sites do not run out of containers or dollies, maintaining 98% compliance, with a 2% monthly deduction for noncompliance.

· Safe Waste Transport: Contractor must have zero violations of OSHA, EPA, and DOT regulations, achieving 100% compliance, with a 2% monthly deduction for violations.

· Packaging Materials: Contractor must provide all necessary packaging materials, maintaining 95% compliance, with a 2% monthly deduction for noncompliance.

· Destination Manifest: Contractor must return disposal manifests within 30 days of material removal, maintaining 95% compliance, with a 2% monthly deduction for delays.

· Waste Reduction: Contractor must ensure all waste is cogenerated or incinerated to reduce weight by 90–93%, achieving 100% compliance, with a 2% monthly deduction for noncompliance.

· Monthly Waste Data: Contractor must provide monthly waste data to the COR by the 15th of the following month, maintaining 95% compliance, with a 2% monthly deduction for delays.