RFI 36C25625Q0042.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* Regulated Medical Waste (RMW) Services

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 77056-5643

SOLICITATION NUMBER* 36C25625Q0042

RESPONSE DATE/TIME/ZONE 10-15-2024 3pm CENTRAL TIME, CHICAGO, USA

ARCHIVE 9 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* S205

NAICS CODE* 562211

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office 16

Galleria Financial Center

5075 Westheimer Road, Suite 750

Houston TX 77056-5643

POINT OF CONTACT*

Contract Specialist

Quentin Chew

Quentin.Chew@va.gov

(713) 791-1414

PLACE OF PERFORMANCE

ADDRESS Michael E DeBakey VA Medical Center

2002 Holocombe BLVD

Houston TX

POSTAL CODE 77030

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY’S URL https://www.va.gov

URL DESCRIPTION Department of Veterans Affairs

AGENCY CONTACT’S EMAIL ADDRESS Quentin.Chew@va.gov

EMAIL DESCRIPTION 36C25625Q0042 RFI Regulated Medical Waste (RMW) Services

DESCRIPTION

This is a Sources Sought Notice / request for information (RFI) only. The purpose of this RFI is to identify potential sources which will aid in defining the procurement strategy for example, set-aside, sole source, unrestricted for a solicitation that Department of Veterans Affairs (VA) intends to post in the near future.

The Michael E. DeBakey VA Medical Center (MEDVAMC), 2002 Holcombe Boulevard, Houston, Texas 77030 has a requirement for Regulated Medical Waste (RMW) Services.

Please review the attached document(s) for more details on this requirement.

See attached document(s):

36C25625Q0042

NO SOLICITATION EXISTS AT THIS TIME. Please provide the information you deem relevant in order to respond to the specific inquiries of the RFI.

Information provided will be used solely by MEDVAMC as “Market Research” and will not be released outside of the MEDVAMC Purchasing and Contracting Team.

The responses to this posting will be used to establish the procurement strategy for example, set-aside, sole source, unrestricted for a solicitation that VA intends to post in the near future.

RFI responses are due by 3:00pm. Central Standard Time (CST) on October 15, 2024; size is limited to 8.5 x 11 inches, 12-point font, with 1-inch margins in Microsoft Word or Adobe Acrobat format and virus checked prior to submission via email to Quentin Chew, Quentin.Chew@va.gov

The subject line shall read: 36C25625Q0042 RFI Regulated Medical Waste (RMW) Services

36C25625Q0042 RFI Regulated Medical Waste (RMW) Services 1

INTRODUCTION

This is a Sources Sought Notice / request for information (RFI) only. The purpose of this RFI is to identify potential sources which will aid in defining the procurement strategy for example, set-aside, sole source, unrestricted for a solicitation that Department of Veterans Affairs (VA) intends to post in the near future.

The Michael E. DeBakey VA Medical Center (MEDVAMC), 2002 Holcombe Boulevard, Houston, Texas 77030 has a requirement for Regulated Medical Waste (RMW) Services.

Please review the attached document(s) for more details on this requirement.

See attached document(s):

36C25625Q0042

THIS IS NOT A SOLICITATION. The Department of Veterans Affairs (VA), Network Contract Office 16 in Houston, Texas is issuing this Request for Information (Source Sought). This RFI is issued solely for information and planning purposes only and does not constitute a solicitation; therefore, do not submit a quote. There is no obligation for the Government to acquire any products or services described in this RFI. No funds have been authorized, appropriated, or received for this effort. The information provided may be used by the Department of Veterans Affairs (VA), MEDVAMC in Houston, Texas in developing its acquisition strategy and to revise the Statement of Work (SOW). Interested parties are responsible for adequately marking proprietary, restricted or competition sensitive information contained in their response. Only electronic responses to this RFI will be accepted. The Government will not pay for any time expended or information submitted in response to this RFI. Eligibility in participating in a future acquisition does not depend upon a response to this notice.

TITLE: Regulated Medical Waste (RMW) Services

The Michael E. DeBakey VA Medical Center (MEDVAMC) at 2002 Holcombe Boulevard, Houston, TX 77030 has a requirement for Regulated Medical Waste (RMW) Services for a base period of one (1) year, with four (4) additional, one year ordering periods. See items listed below.

Item No.

Item /Description of Supplies/Equipment Qty

1. The Contractor shall provide all labor, tools, materials, supplies, equipment, supervision and transportation required to perform controlled substance pharmaceutical waste treatment and disposal services to the Michael E. DeBakey Veteran Affairs Medical Center (MEDVAMC) in Houston, TX, along with a total of two (2) individual Community Based Outpatient Clinics (CBOCs) located in Beaumont, and Lufkin Texas with the specific service requirements as outlined in the SOW.

1-

YR

36C25625Q0042 RFI Regulated Medical Waste (RMW) Services 2

NAICS The anticipated Small Business Administration (SBA) size standard for the North American Industry Classification System (NAICS) code is 562211 – Hazardous Waste Treatment and Disposal with a size standard of $47,000,000.00.

QUESTIONS AND CRITICAL CONSIDERATIONS FOR INTERESTED

CONTRACTORS

Responses are solely treated as information for the Government to consider. Direct or Indirect costs incurred in response to this RFI are at the expense of the vendor, not the Government. In accordance with the Federal Acquisition Regulations, responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Any contract that may be awarded will not be based on information received or derived from this RFI, but rather on the outcome of a subsequent competitive process.

It is requested that all vendors interested in participating in this effort note their interest by responding to the areas identified in the “Company Details" and "Capabilities Statement” sections below.

COMPANY DETAILS

The page limit for responses to this section is two pages.

1. Provide company point(s) of contact information (name, email address, address, telephone, and fax numbers).

2. Identify if your company are any of the following business concern statuses (include all that apply): Small Business (SB); Certified Small Business Administration (SBA) 8(a) firm; Small Disadvantaged Business (SDB); Service- Disabled, Veteran-Owned Small Business (SDVOSB); Veteran-Owned Small Business (VOSB); Economically Disadvantage Women-Owned Small Business (EDWOSB); Woman-Owned Small Business (WOSB); Historically Underutilized Business Zone (HubZone) Small Business; Large Business

3. Provide contracting vehicles your company holds, such as GSA schedules.

CAPABILITIES STATEMENT

The page limit for responses to this section is five pages.

1. Provide an overview of your firm’s capabilities to fulfill the requirements of the SOW, to include organizational and staff capability and experience.

2. Provide a brief narrative summary of your technical approach to meet VA’s high-level requirements in the attached draft SOW.

36C25625Q0042 RFI Regulated Medical Waste (RMW) Services 3

3. Provide an example of your capabilities to provide Regulated Medical Waste (RMW) Services.

4. Describe your experience and personnel who meet the qualifications listed in the attached SOW (Draft)

5. Provide up to three (3) contracts that your company has performed for the same or similar requirement and of comparable size, complexity and scope. Describe scope and similarities and differences as pertinent. Identify specific tools and platforms used. Please be specific and provide a complete reference to include:

a) contract number, b) contract title, c) description, d) period of performance, and

e) award amount; as well as identify whether you performed as a prime contractor, sub-contractor, teaming partner, or as a project manager.

RESPONSE SUBMISSION

Please submit responses to Quentin Chew, Contract Specialist via email at Quentin.Chew@va.gov on October 15, 2024, 3:00 p.m. Central Standard Time (CST).

VA reserves the right to not reply to any emails, responses, and/or materials submitted.

STATEMENT OF WORK

Title: Regulated Medical Waste (RMW) Services

1. SCOPE

The Contractor shall provide all labor, tools, materials, supplies, equipment, supervision and transportation required to perform controlled substance Pharmaceutical waste treatment and disposal services to the Michael E. DeBakey Veteran Affairs Medical Center (MEDVAMC) in Houston, TX, along with a total of two (2) individual Community Based Outpatient Clinics (CBOCs) located in Beaumont, and Lufkin Texas with the specific service requirements as outlined in this SOW. The specific services at a minimum shall include all materials, manpower, process equipment, licenses, permits, fees, fuel surcharge, transportation and computerized documentation for the complete pickup, treatment and disposal of an estimated total of controlled substance Pharmaceutical waste in an Approved or Alternate Treatment Methods Technology for Special Waste from Health Care-Related Facilities in strict compliance with all applicable Federal (CDC, OSHA, DOT, EPA), 2014 DEA Ruling, The Disposal Act amended the Controlled Substances Act, State (TCEQ, TDH), and Local laws, regulations, ordinances, and codes, etc.

2 OPERATIONAL COVERAGE:

2.1 Normal work hours: Monday through Friday 8:00 am - 4:30 pm (excluding Federal Holidays).

2.2 Federal Holidays: The ten holidays observed by the Federal Government are: New Year’s Day, Martin Luther King’s Birthday, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day and Christmas Day, along with any other day specifically declared by the President of the United States to be a national holiday.

3 SPECIFICATION

3.1 Main Campus

3.1.1 The contractor shall furnish appropriate and adequate amounts pharmaceutical waste containers. Containers shall be maintained per manufactured-design or replaced to meet manufacturer’s specifications, OSHA, DOT, and TCEQ regulations.

3.1.2 Container storage and pickup locations: See Table 1 for specific locations. Vendor will be expected to service all locations.

3.1.3 Pickup Times: Containers shall be picked up daily, Monday through Saturday (and as needed) between the hours of 6:00 am and Noon, excluding Federal holidays. The contractor is responsible for adhering to established methods for picking-up, manifesting, transporting, documenting, labeling, processing, and delivery verification to the treatment and disposal facility generated infectious medical, pathological, and chemotherapy waste per State, Local, CDC, OSHA, DOT, and EPA regulations/laws/codes, etc.

3.1.4 The Contractor shall ensure treatment and disposal of VAMC generated pharmaceutical waste are segregated at storage on site, in separate pre-labeled containers provided by the vendor. Pharmaceutical waste shall be treated and disposed in accordance with the approved treatment method enforced by 21 C.F.R. § 1304.22(c) and the new disposal regulations in Part 1317 which do not alter the existing obligations to destroy

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, Thanksgiving Day and CThanksgiving Day and C President of the United President of the U ontractor shall furnish ontractor shall furnish rsrs. Co. C ntainers shaers s rer’s specifirer’s specifi pharmaceutical waste, federal (2014 DEA Ruling, The Disposal Act amended the Controlled Substances Act), state, and local laws, regulations, and ordinances, including the TCEQ, TDH, OSHA, CDC, DEA, and EPA.

3.2 Community Based Outpatient Clinics:

3.2.1 The contractor shall furnish appropriate and adequate amounts of containers for collection, storage and transportation of medical waste. Containers shall be maintained per manufactured-design or replaced to meet manufacturer’s specifications, OSHA, DOT, and TCEQ regulations.

3.2.2 Container storage and pickup locations: Contractor shall service each location (see Table 1) at every visit. Locations may change as determine by COR.

3.2.3 Pickup Times: The Contractor shall ensure the waste stream is managed and picked-up at each facility on a 60 day basis or as needed on a normal working day between the hours of 0800 am – 2:00 pm, unless otherwise approved by the Contracting Officer (CO) or COR. The off-site VA facilities managed by the MEDVAMC currently include:

CBOC Facility CBOC Address Beaumont 3420 Veterans Circle, Beaumont, TX 77707 Lufkin 2206 N John Redditt Dr, Lufkin, TX 75904

4 Pharmaceutical RX Disposal

4.1.1 The Contractor shall provide all labor, tools, materials, supplies, equipment, supervision, and transportation required to perform this action.

4.1.2 The contractor shall install all Pharmaceutical RX Disposal units with puncture resistant lock boxes at specified locations.

4.1.3 The contractor shall go to each specified location (see table 1) on a 60 day basis to remove and replace all Pharmaceutical RX Disposal units

4.1.3.1 Additional service calls will be charged on sperate CLIN

4.1.4 Facility time for this work (except OR) will be Mon-Fri 0400 – 1630.

4.1.4.1 Pharmaceutical RX Disposal work, in the OR, shall be accomplished between the hours of 0400 and 0800 as not to interfere with OR surgical times.

4.1.4.1.1 Special Dress out procedures will be needed to enter OR (these items will be provided by the Gov)

4.1.4.1.1.1 Paper Scrubs (top and bottom)

4.1.4.1.1.2 Surgical mask

4.1.4.1.1.3 Surgical Cap

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FTumont, TX 77707umont, TX 77FTr, Lufkin, TX 75904fkin, TX FTAFprovide all labor, tools, mprovide all labor, t required to performrequired to perform this or shall install all Pharml install all Pharm es at specified locations.es at specified loca ontractor shall go to eaontractor shall go and replace all Phand replace all l servl serv

4.1.4.1.1.4 Surgical Foot Covering

4.1.4.1.1.4.1 If additional PPE, to enter the OR is required, then the GOV will provide

5 TERMS/PROVISIONS

5.1 The Contractor shall provide evidence their off-site or on-site medical/special waste treatment and disposition system for processing untreated RMW/special/infectious waste meets the performance standards, as outlined in 25 TAC 226 and TCEQ 30 TAC 330, Subchapter Y, 330.1201-330.1221. Failure to meet this requirement shall call for immediate termination of requested service stated and required in this contract.

5.2 The Contractor shall ensure an electronically generated copy of the medical waste manifest or a written record per 30 TAC, Chapter 330.1211 is attached to each electronically generated invoice showing proof of the daily quantity and total monthly amount of medical waste treated in pounds, prior to requesting and receiving payment for services rendered. The inventory report shall include each site listed in this SOW; along with the amount of RMW, CD, and PW.

5.3 The Contractor shall maintain documentation demonstrating its employees or contractors are properly trained, medical tested and wear an appropriate level of Personal Protective Equipment (PPE). The Contractor shall ensure employee or contractors wear PPE prior to engaging in any activities involving maintenance of processing equipment or handling of infectious waste generated by this health care facility per 29 CFR OSHA 1910.1030.

5.4 The Contractor shall provide technical assistance and training to facility personnel on current waste segregation, waste collection, and reduction practices, as needed to support the facility’s solid waste reduction program goals per Executive Order 13693.

5.5 If applicable, the Contractor shall meet all requirements necessitated by regulatory or technology changes during the life of this contract, at no additional cost to the Government. Failure to meet these specifications and requirements in 30 TAC 330, Subchapter Y and 25 TAC Chapter 1, Subchapter K shall be grounds for unilateral termination of the service.

5.6 The Contractor is fully responsible and liable for all incidents resulting from any claims or reports for any infectious diseases or reactions resulting from using their technology either on-site or off-site at present or in the future.

5.7 The Government shall ensure RMW (includes special waste), other infectious materials and residual chemotherapy waste generated from clinical and/or research processes are discarded into approved containers provided by the contractor for storage and transport of medical, special, infectious and residual chemotherapy waste to the contractor’s RMW treatment and disposal site.

5.8 The Contractor shall as a separate contingency option, furnish all services, materials, equipment, transportation, storage and manpower, as necessary to treat and dispose of DOT Infectious Substances, i.e., identified as “Category A and Category B” mixed with medical/infectious waste on a fixed per-drum-fee, in strict compliance with Federal (CDC, OSHA, EPA, and DOT) and

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State (TCEQ) regulations.

5.9 Continuity of Service: A thirty (30) day Phase-in/Phase-Out period, effective on the contract commencement date is required to facilitate a potential change in contractors upon expiration of the current contract and to ensure continuity for service. When there is a change in contractor, it shall be the responsibility of the new contractor to ensure the transition is accomplished without delays in scheduling RMW services.

4.11 Changes to Contract or SOW: Changes to this SOW or the impending contract shall only be authorized and approved through written correspondence form the CO. A copy of each change shall be kept in a project folder along with all other documents or items pertaining to the project.

Costs incurred by the Contractor through the actions of parties other than the CO shall be borne by the Contractor.

4.12 Payment: The contractor shall submit requests for payment electronically to the VA’s Tungsten Network. Invoices shall be paid monthly in arrears for all authorized work performed upon receipt of a properly prepared invoice submitted to: https://www.fsc.va.gov/einvoice.asp.

Invoices must include contract number, purchase order number, location inspected/treated and date inspected/treated. Non-performance or late performance may result in delayed or reduced payment under this contract.

(End of Statement of Work)

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