RFQ - 36C25226Q0107.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

578-26-2-6057-0008

36C25226Q0107 11-24-2025

Sands, Scott Scott.Sands2@va.gov 12-16-2025

15:00 CST

36C252 Department of Veterans Affairs 36C252 115 South 84th Street, Suite 101

Milwaukee WI 53214-1476

X 100

X

562211

$47 Million

N/A

X

36C578

Department of Veterans Affairs Edward Hines Jr VA Hospital

5000 South 5th Ave Hines IL 60141-5000

36C252

Department of Veterans Affairs 36C252 Great Lakes Acquisition Center - HC 115 South 84th Street, Suite 101 Milwaukee WI 53214-1476

Department of Veterans Affairs Financial Services Center PO Box 149971 Austin TX 78714-9971

See CONTINUATION Page

RFQ for Regulated Medical Waste (RMW) and Sharps Collection and Disposal Services at the Edward Hines Jr VA Hospital in Hines, IL and its affiliated CBOCs IAW the Performance Work Statement (PWS).

This requirement is for a 5-year Ordering Period IDIQ with five one-year Priced Periods.

Task orders shall be issued for each Priced Period.

Five-year Ordering Period shall be from 01/01/2026 through 12/31/2030. The Applicable DOL Wage Determinations apply to any award made from this solicitation.

This requirement is being procured as a 100% Service Disabled Veteran-Owned Small Business (SDVOSB) set-aside.

Only SDVOSBs verified Within the Small Business Administration’s database at the time of quote submissions will be considered for award.

Firms not verified within the Small Business Administration database will be rendered technically unacceptable outright and shall not be eligible for award.

https://search.certifications.sba.gov

X X

X One

Scott Sands Contracting Officer

36C25226Q0107

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA (continuation from Standard Form 1449)

OFFERORS MUST COMPLETE AND RETURN ALL INFORMATION DESIGNATED HEREIN

PRIOR TO THE TIME SPECIFIED IN BLOCK 8 OF SF 1449 IN ORDER TO BE CONSIDERED

FOR AWARD.

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

1. CONTRACT ADMINISTRATION: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

CONTRACTOR NAME _____________________________________

ADDRESS ________________________________________________

CITY-STATE-ZIP __________________________________________

POINT OF CONTACT/TITLE ________________________________

PHONE NUMBER ______________________________________

FAX NUMBER ______________________________________

E-MAIL ADDRESS ______________________________________

SAM UEI NO. ____________________________________________

CAGE CODE _____________________________________________

CONTRACTOR’S PAST PERFORMANCE POINT OF CONTACT

(IF DIFFERENT THAN ABOVE):

NAME: __________________________________________

EMAIL ADDRESS:_________________________________

b. GOVERNMENT:

CONTRACTING OFFICE CODE: 36C252

DEPARTMENT OF VETERANS AFFAIRS

GREAT LAKES ACQUISITION CENTER

115 S. 84TH ST., STE 100

MILWAUKEE WI 53214

2. ACQUISITION OF COMMERCIAL ITEMS:

This Request for Quote (RFQ) solicitation is issued under the authority of FAR Part 13.5 Simplified Procedures for Certain Commercial Items in which simplified acquisition procedures in FAR Part 13 will be used. FAR Part 14 and 15 will not be used. From this RFQ, the Government intends to award an

Indefinite Quantity Contract with firm-fixed unit pricing and estimated unit quantities. The contractor shall provide a unit price that is not subject to any adjustment based on the contractor’s cost experience in performing the contract. (Note: The terms “offeror” and “quoter” are both used in this Solicitation. For the purposes of this Solicitation, these terms are interchangeable; there is no difference in meaning between the two.)

3. SET-ASIDE (If any): 100% SDVOSB Set-Aside

4. SOLICITATION TIMELINE SUMMARY:

A. SITE VISIT:

It is strongly suggested and expected that the offeror inspect the campus to be serviced to fully understand the nature of the work and the conditions under which the work is to be performed. In no case shall failure to inspect the campus constitute grounds for a claim after contract award.

SITE VISIT IS SCHEDULED FOR WEDNESDAY DECEMBER 3rd, 2025 AT 11:00 AM LOCAL

TIME. ALL INTERESTED PARTIES TO MEET COR HERBERT JONES ((708) 202-8387 22617) IN

THE LOBBY OF BUILDING 200 IN FRONT OF STARBUCKS.

B. RFQ QUESTIONS:

In order to maintain integrity of this solicitation and subsequent award date, all offerors are advised that any question-and-answer requests must be submitted in a written form via e-mail to the Contracting Officer Scott.Sands2@va.gov no later than Wednesday December 10th at noon local time. Contracting will issue a consolidated response, via solicitation amendment, to https://sam.gov (Contract Opportunities). The response will be available to all parties, via Contract Opportunities, and posted within two business days.

C. SOLICITATION CLOSES/QUOTES DUE:

See box 8 of STANDARD FORM 1449 or most recent Amendment.

D. SUBMISSION OF QUOTE:

See 52.212-1 Instructions to Offerors—Commercial Products and Commercial Services and addendum for specific instructions to offerors.

5. CONTRACTING OFFICER AUTHORITY:

The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitment or issue changes that will affect price, quantity or quality of performance of this contract. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority, and no adjustment will be made in the contract price to cover any increase in cost incurred thereof.

6. INVOICES:

a. All payments by the Government to the contractor will be made in accordance with: FAR

52.232-33 PAYMENT BY ELECTRONIC FUNDS TRANSFER – SYSTEM FOR

AWARD MANAGEMENT (OCT 2018).

b. Invoices shall be submitted monthly in arrears in accordance with: 852.232-72

ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018).

c. Payments shall be made in arrears upon receipt of a properly prepared invoice.

d. Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests.

e. The VA has mandated electronic invoice submission to the Veterans Affairs Financial

Services Center (VAFSC). VAFSC has partnered with Tungsten Network e-Invoicing network, for submissions of all electronic invoices to VA. Tungsten Network electronic invoicing is free to all VA vendors. In order to submit electronic invoices, all VA vendors must register with Tungsten Network by submitting an email to VA.Registration@Tungsten-Network.com or calling 1-877-489-6135 for Enrollment.

f. Contractor shall submit an electronic invoice by the tenth (10th) of the following month services were performed to the Veterans Affairs Financial Services Center (VAFSC) e- Invoice through the website at https://portal.Tungsten-Network.com/Login.aspx. For questions regarding the submission of VA electronic invoices, Tungsten Network customer service may be contacted at 1-877-489-6135.

g. All invoices shall reference the vendor’s name and address, customer name, contract number, appropriate obligation/funding order number, description of services provided, quantity, unit price, and total invoice amount (any additional info). Invoices shall also include any payment discount terms.

h. VA’s Electronic Invoice Presentment and Payment System – The Veterans Affairs

Financial Services Center (VAFSC) uses a third-party contractor, Tungsten Network e- Invoice, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/customer-campaigns/veteransaffairs/ to begin submitting electronic invoices, free of charge.

i. As of July 1, 2020, the VA10091 form has been eliminated and the VAFSC is requiring our vendors to update and add their information in the Customer Engagement Portal (CEP) at https://www.cep.fsc.va.gov/. This is for new vendors being added to FMS only.

j. For assistance setting up e-Invoice, the below information is provided:

* Tungsten Network e-Invoice Setup Information: 1-877-489-6135

* Tungsten Network e-Invoice email: VA.Registration@Tungsten-Network.com

* FSC e-Invoice Contact Information: 1-877-353-9791

* FSC e-invoice email: vafsccshd@va.gov

7. FACILITY REQUIREMENTS: In addition to any other requirements set forth in this Contract, the Contractor, including its employees, agents, and subcontractors (collectively “the Contractor”), shall comply with the following facility requirements. Failure to comply with these requirements shall be considered a material breach of this Contract and may be a violation of Federal law resulting in charges answerable in the United States District Court.

a. Contractor is responsible for following all on-site facility policies.

b. All VA property is considered Federal property, and all Federal laws are applicable.

c. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The VA will not invalidate or make reimbursement for parking violations of the Contractor under any conditions.

d. All VA facilities are drug free. Possession of drugs, to include Marijuana and all

Marijuana biproducts are prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

e. All contractor personnel are required to adhere to all VA rules and regulations.

f. Smoking is prohibited on the entire campus, both inside and outside the VA Facility.

g. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

h. VHA DIRECTIVE 1192: This Veterans Health Administration (VHA) directive establishes policy and provides guidance for the prevention of seasonal influenza in VHA facilities through the vaccination or masking of health care personnel (HCP).

AUTHORITY: Title 38 United States Code (U.S.C.) 7301(b), 7318(b). Contractor is responsible in ensuring that all aspects of this directive are implemented, including providing face masks and influenza vaccines for all employees working at a VA facility.

8. SECURITY & PRIVACY CONTROL:

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. Hines VA Hospital, its affiliated CBOCs, 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 Hines/CBOCs 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 Hines. 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 Hines’ 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 Hines VA Hospital’s 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 Hines VA Hospital’s policy.

8. The Contractor shall not create or maintain any records containing any non-public Hines VA Hospital or affiliated CBOCs 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 Hines VA hospital and its affiliated CBOCs own 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 Hines VA Hospital 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. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-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.

***To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.

12. Flowdown of requirements to Subcontractors. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this contract, and require written subcontractor acknowledgment of same. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

Contractor, contractor employees, and sub-contractors shall be subject to security clearances as outlined in VA Handbook 0710, VA Handbook 0735, VA Directive 0735 and in coordination with the facility point of contact.

B.2 PRICE/COST SCHEDULE

The minimum guarantee for this IDIQ is $1,000.00 and the ceiling is $1,500,000.00 for the entire duration of the contract. The minimum guarantee will be met in the first priced period. The Government will only pay for actual services rendered.

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES

ESTIMATED

ANNUAL

QUANTITY UNIT UNIT PRICE

ESTIMATED

TOTAL AMOUNT

31,250.00 LB __________________ __________________

HINES - REGULATED MEDICAL WASTE (RMW)

Contract Period: Priced Period 1 POP Begin: 01-01-2026 POP End: 12-31-2026 PRINCIPAL NAICS CODE: 562211 - Hazardous Waste Treatment and Disposal PRODUCT/SERVICE CODE: S222 - Housekeeping - Waste Treatment/Storage Weekly Service Required

5,800.00 LB __________________ __________________

HINES - PATHOLOGICAL AND CHEMOTHERAPHY

Contract Period: Priced Period 1 POP Begin: 01-01-2026 POP End: 12-31-2026 PRINCIPAL NAICS CODE: 562211 - Hazardous Waste Treatment and Disposal PRODUCT/SERVICE CODE: S222 - Housekeeping - Waste

22,250.00 LB __________________ __________________

HINES - SHARPS

Contract Period: Priced Period 1 POP Begin: 01-01-2026 POP End: 12-31-2026 PRINCIPAL NAICS CODE: 562211 - Hazardous Waste Treatment and Disposal PRODUCT/SERVICE CODE: S222 - Housekeeping - Waste

72.00 BX __________________ __________________

CBOCs – RMW AND SHARPS

Contract Period: Priced Period 1 POP Begin: 01-01-2026 POP End: 12-31-2026 PRINCIPAL NAICS CODE: 562211 - Hazardous Waste Treatment and Disposal PRODUCT/SERVICE CODE: S222 - Housekeeping - Waste

Monthly Service Required for each of the 6 CBOCs. ALL RMW is stored/collected in a 30 Gallon Container/Box.

Priced Period 1 Estimated Total: ________________

Contract Period: Priced Period 2 POP Begin: 01-01-2027 POP End: 12-31-2027 PRINCIPAL NAICS CODE: 562211 - Hazardous Waste Treatment and Disposal PRODUCT/SERVICE CODE: S222 - Housekeeping - Waste

Contract Period: Priced Period 2 POP Begin: 01-01-2027 POP End: 12-31-2027 PRINCIPAL NAICS CODE: 562211 - Hazardous Waste Treatment and Disposal PRODUCT/SERVICE CODE: S222 - Housekeeping - Waste

Contract Period: Priced Period 2 POP Begin: 01-01-2027 POP End: 12-31-2027 PRINCIPAL NAICS CODE: 562211 - Hazardous Waste Treatment and Disposal PRODUCT/SERVICE CODE: S222 - Housekeeping - Waste

Contract Period: Priced Period 2 POP Begin: 01-01-2027 POP End: 12-31-2027 PRINCIPAL NAICS CODE: 562211 - Hazardous Waste Treatment and Disposal PRODUCT/SERVICE CODE: S222 - Housekeeping - Waste Treatment/Storage

Priced Period 2 Estimated Total: ________________

Contract Period: Priced Period 3 POP Begin: 01-01-2028

POP End: 12-31-2028 PRINCIPAL NAICS CODE: 562211 - Hazardous Waste Treatment and Disposal PRODUCT/SERVICE CODE: S222 - Housekeeping - Waste

Contract Period: Priced Period 3 POP Begin: 01-01-2028 POP End: 12-31-2028 PRINCIPAL NAICS CODE: 562211 - Hazardous Waste Treatment and Disposal PRODUCT/SERVICE CODE: S222 - Housekeeping - Waste

Contract Period: Priced Period 3 POP Begin: 01-01-2028 POP End: 12-31-2028 PRINCIPAL NAICS CODE: 562211 - Hazardous Waste Treatment and Disposal PRODUCT/SERVICE CODE: S222 - Housekeeping - Waste

Contract Period: Priced Period 3 POP Begin: 01-01-2028 POP End: 12-31-2028 PRINCIPAL NAICS CODE: 562211 - Hazardous Waste Treatment and Disposal PRODUCT/SERVICE CODE: S222 - Housekeeping - Waste Treatment/Storage

Priced Period 3 Estimated Total: ________________

Contract Period: Priced Period 4 POP Begin: 01-01-2029 POP End: 12-31-2029 PRINCIPAL NAICS CODE: 562211 - Hazardous Waste Treatment and Disposal PRODUCT/SERVICE CODE: S222 - Housekeeping - Waste

Contract Period: Priced Period 4 POP Begin: 01-01-2029 POP End: 12-31-2029 PRINCIPAL NAICS CODE: 562211 - Hazardous Waste Treatment and Disposal PRODUCT/SERVICE CODE: S222 - Housekeeping - Waste

Contract Period: Priced Period 4 POP Begin: 01-01-2029 POP End: 12-31-2029 PRINCIPAL NAICS CODE: 562211 - Hazardous Waste Treatment and Disposal PRODUCT/SERVICE CODE: S222 - Housekeeping - Waste

Contract Period: Priced Period 4 POP Begin: 01-01-2029 POP End: 12-31-2029 PRINCIPAL NAICS CODE: 562211 - Hazardous Waste Treatment and Disposal PRODUCT/SERVICE CODE: S222 - Housekeeping - Waste Treatment/Storage

Priced Period 4 Estimated Total: ________________

Contract Period: Priced Period 5 POP Begin: 01-01-2030 POP End: 12-31-2030 PRINCIPAL NAICS CODE: 562211 - Hazardous Waste Treatment and Disposal PRODUCT/SERVICE CODE: S222 - Housekeeping - Waste

Contract Period: Priced Period 5 POP Begin: 01-01-2030 POP End: 12-31-2030 PRINCIPAL NAICS CODE: 562211 - Hazardous Waste Treatment and Disposal

PRODUCT/SERVICE CODE: S222 - Housekeeping - Waste

Contract Period: Priced Period 5 POP Begin: 01-01-2030 POP End: 12-31-2030 PRINCIPAL NAICS CODE: 562211 - Hazardous Waste Treatment and Disposal PRODUCT/SERVICE CODE: S222 - Housekeeping - Waste

Contract Period: Priced Period 5 POP Begin: 01-01-2030 POP End: 12-31-2030 PRINCIPAL NAICS CODE: 562211 - Hazardous Waste Treatment and Disposal PRODUCT/SERVICE CODE: S222 - Housekeeping - Waste Treatment/Storage

Priced Period 5 Estimated Total: ________________

ESTIMATED

GRAND TOTAL

B.3 PERFORMANCE WORK STATEMENT

Performance Work Statement (PWS)

Edward Hines Jr VA Hospital and CBOCs RMW and Sharps

1) GENERAL REQUIREMENTS AND SCOPE:

Contractor shall provide all management, tools, supplies, equipment, labor, transportation, and applicable licenses and permits necessary to provide regulated medical waste (RMW) and reusable medical sharps collection and disposal services for the Edward Hines Jr VA Hospital in Hines, IL, and its affiliated CBOC locations. All collected RMW shall be microwave-ground and/or incinerated as regulated by State and Federal EPA Guidelines. All anatomical, pathological, and trace chemotherapeutic waste shall be incinerated in accordance with all terms, conditions, provisions, specifications, and schedules herein. All collected sharps shall be processed as per the applicable permit and regulatory requirements by State and Federal Guidelines for the processing facility. The proposed sharps containers shall be reusable as opposed to the disposable containers.

The Contractor is responsible for delivering clean and reusable containers, of various sizes, to accomplish the service objective. All clean and disinfected/sanitized containers will be delivered to designated “clean” rooms and swapped on a 1-for-1 basis with filled/contaminated containers that will be stored in designated “dirty” or “red” room. All containers will be collected by authorized VA staff and moved to a designated storage area where the containers will be stored until the next service date.

The contractor shall meet the standards in this contract. All services shall be completed in a timely manner and in accordance with the state, local, federal, and VA standards as listed in this PWS.

Period of Performance:

The period of performance shall be for a 5-year ordering period with five 1-year priced periods.

Priced Period 1: 01/01/2026 – 12/31/2026 Priced Period 2: 01/01/2027 – 12/31/2027 Priced Period 3: 01/01/2028 – 12/31/2028 Priced Period 4: 01/01/2029 – 12/31/2029 Priced Period 5: 01/01/2030 – 12/31/2030

Location of Facilities:

Waste specifications for removal of Regulated Medical Waste (RMW), Pathological, Chemotherapeutic, and Sharps shall be at the following locations:

Site 1: Site 5:

Edward Hines Jr VA Hospital (Hines) Hoffman Estates VA Clinic 5000 South 5th Avenue 4885 Hoffman Boulevard Hines, IL 60141 Hoffman Estates, IL 60192

Site 2: Site 6:

La Salle VA Clinic Oak Lawn VA Clinic 4461 North Prospect Village 10201 South Cicero Avenue Peru, IL 61354 Oak Lawn, IL 60453

Site 3: Site 7:

Joliet VA Clinic Kankakee VA Clinic 1201 Eagle Street 581 William Latham Drive, Suite 301 Joliet, IL 60432 Bourbonnais, IL 60914

Site 4:

Aurora VA Clinic 161 South Lincolnway, Suite 120 North Aurora, IL 60542

2) REGULATED AND PATHOLOGICAL

2.1 Contractor to provide Medical Waste Disposal Services in accordance with all terms, conditions, provisions, specifications and schedules herein for the Edward Hines Jr, VA Medical Center, Hines, IL, by furnishing labor and material to pick up, transport, and microwave-grind and/or provide another acceptable disposal method as regulated by State and Federal EPA Guidelines Regulated Medical Waste from Hines VA. All anatomical, pathological and trace chemotherapeutic waste must be incinerated.

a. Contractor shall remove medical waste from Hines VA Campus. Pickups and deliveries must occur during regular business hours at the dock on the south side of the soil mat building located at the west side of building 200 and contractor will provide monthly container delivery and pickup for 6 Community base outpatient clinics (CBOC’s).

b. Contractor shall collect medical waste from the Hines campus weekly and all CBOCs monthly. Pickups and exchanges must occur during regular business hours.

c. Contractor shall provide containers on site at all times. Containers shall have a biohazard label on all four sides with the empty weight of the container stenciled on the container in a size and color that is readily visible. Containers must be reusable and be leak and puncture proof. Cardboard and fiberboard are not acceptable. Containers must maintain its integrity during storage and transport to ensure containment of infectious waste. Containers must be pre-approved by the Contracting Officer Representative (COR) prior to contract award. An acceptable container is a 40 Gallon Rubbermaid type with insert.

d. In the event of highly infectious waste as in the case of (Ebola), contractor with dispose and/or transport items in:

i. 55-gallon drums meeting PGII standards for solids and liquids with sealed lid.

ii. Bags with minimum film thickness of 1.5 mils (0.0015 inch) and mark and certified by ASTM D 1922, tear resistance and impact resistance of ASTM D 1709.

e. Contractor shall clean, sanitize, and disinfect containers prior to being reused and provide documents showing said cleaning was conducted.

f. Contractor shall process the medical waste with microwave-grinder treatment equipment. If other than microwave-grind for a means of medical waste destruction/disposal is contemplated, vendor must submit proof of acceptability by any/all State, local or Federal EPA requirements with his/her solicitation response document in order to be considered a responsible offer.

g. Contractor shall dispose of treated medical waste into appropriate landfills in accordance with all state and federal regulations.

2.2 Quantities indicated in the schedule of items are estimated. VA makes no commitment concerning total poundage of waste, except for the stated minimum and maximum amounts identified as part of the Price/Cost Schedule herein..

2.3 Rates are all inclusive of containers, liners, vehicle(s), and the services of a qualified vendor. Also included are delivery, set-up, sanitizing of equipment or any other services called for by this solicitation.

2.4 Contractor is required to meet all federal, state, county and city laws, rules and regulations governing the handling, transport, processing, treating, storage, and disposal of all medical waste in any or all states involved in performance of this service. The contractor shall provide copies of licenses or permits with offer.

2.5 Contractor shall provide copies of all manifests and other tracking reports that document the transportation, treatment, and disposal of VA generated waste in accordance with section

5.3. Additionally, the contractor shall provide a manifest documenting all waste picked up for removal. That manifest shall be turned into the COR prior to leaving the Hines campus.

CBOC manifests shall be provided IAW section 5.3.

2.6 Waste may not be compacted or mixed with other waste materials prior to treatment.

Contractor may co-mingle VA waste with other customers’ waste once it has been weighed and treated.

2.7 Contractor’s transport vehicle must be appropriately labeled with universal biohazard symbol, refrigerated or otherwise treated in order to prevent noxious fumes from entering the buildings, and locked when the driver is not in attendance. Contractor’s processing facility must meet all local, state and federal requirements. Contractor must adhere to universal precautions handling the medical waste and provide all necessary personal protection equipment. Contractor shall secure containers in a manner to prevent tip-over or fall offs during transport.

2.8 The contractor/transporter agrees to hold the Government harmless for any negligence of contractor/transporter or his/her employees who may wholly or individually be liable for improper disposal during the performance of this contract.

2.9 Contractor must obtain all necessary permits and/or licenses regarding the pickup, transportation, treatment, storage and acceptable disposition as regulated by State and Federal EPA Guidelines for biohazardous medical waste.

2.10 In the event of a suspected or confirmed Ebola case contractor representative will be contacted to arrange delivery of special Category a waste container and / or bags.

2.11 Contractor will create “Special Permit” as required by DOT to ship infectious waste for disposal, once Special Permit is granted, contractor will provide copy at generator’s site.

2.12 Contractor shall comply with all applicable OSHA, MPCA, MDH and Federal, State, interstate and local requirements, rules, regulations and laws respecting control and abatement of medical waste disposal and management and obtain all necessary permits and/or licenses regarding the pickup and incineration or other acceptable disposition as regulated by State and Federal EPA Guidelines for hospital infectious waste. This includes any laws in other states that are applicable to the transportation of infectious waste across state lines.

Potential successful contractor may be asked for documentation that will help determine vendor responsibility and whether the transporter is aware of and in compliance with (these) regulatory requirements.

2.13 Contractor shall provide a certifiable weighing system to enable proper billing for waste poundage disposed, i.e., if the disposal container weighs 14 pounds and Contractor is to dispose/haul 10 containers, each container shall be weighed, and container total weight (140 pounds) is subtracted from the gross weight to determine total waste poundage to be paid.

2.14 The Contractor shall permit on-site visits by VA personnel to assess contracted services, i.e., capabilities, compliance with contract requirements, record keeping, etc.

2.15 Contractor shall provide monthly weigh tickets/ manifests via paper mail or email and concurrently enter same into a specified and COR monitored web based electronic tracking database (i.e. VA sponsored Practice Green Health Waste Tracker) facilitated by the VA.

Contractor shall provide monthly weight totals for Reusable sharps, Medical Waste, and Plastics Diverted. Access and initial training will be provided by the Facility to the contractor.

2.16 The right is reserved to thoroughly inspect and investigate the establishment facilities, vehicles, business reputation and past performance history and other qualifications of any

Offeror and to reject any offer, irrespective of price, if it shall be administratively determined lacking any of the essentials necessary to assure acceptable standards of performance.

2.17 Inspection by the VA Inspection Team and/or Safety Engineer may be made of the establishment facilities, vehicles and equipment, and maintenance records of vehicles and equipment anytime during the term of the contract.

2.18 Contractor’s medical waste disposal facility must meet all local, state and federal requirements.

2.19 The Government retains the right to unilaterally terminate resultant contract in the event that a contractor/transporter engages in any form of improper waste-disposal practices.

3) RE-USABLE SHARPS CONTAINER PROGRAM

3.1 During the contract, quantities, installation, and locations of reusable sharps containers may be adjusted to cover fluctuations, relocations, or other changes and is the responsibility of the contractor.

3.2 The contractor shall coordinate container installation and scheduling pickups with the COR.

3.3 Contractor shall furnish direct drop reusable sharps containers complaint with OSHA Blood borne Pathogen Std (29CFR 1910.130) to the Hines VA Hospital campus. The contractor’s reusable container sizes must be able to match up with the reusable containers currently being utilized. The current sizes are 2-gallon, 3-gallon, 4-gallon, 8-gallon, 17 gallons, and 40 gallons red with lid.

3.4 Contractor shall abide by all pertinent federal and state regulations with regard to transportation and destruction of classified medical documentation.

3.5 Untreated medical waste cannot be disposed of into any landfill. Untreated Potentially

Infectious Medical Waste (PIMW) is banned from all landfills in Illinois. Once PIMW has been properly treated to eliminate its infectious potential, it is no longer PIMW (except in the case of sharps) and may be disposed of into any landfill permitted by the Illinois EPA to accept municipal waste. For sharps, both the infectious nature must be eliminated, and the sharps must be rendered unrecognizable.

3.6 Contractor shall provide suitable documentation substantiating collection and destruction of sharps to the VA COR.

4) SPECIAL CONTRACT REQUIREMENTS

4.1 RESOURCES

a. The services specified in the Sections entitled Schedule of Supplies/Services, Description/Specifications/Statement of Work, and Special Contract Requirements may be changed by written modification to this contract. The modification will be prepared by the VA Contracting Officer.

b. The services to be performed by the Contractor shall be under the direction of the VA

Chief, Environmental Management Services and / or designee. After award, any incidents of contractor non-compliance as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer.

c. The parties agree that the contractor, its employees, agents and subcontractors shall not be considered VA employees for any purpose.

4.2 HHS/OIG: To ensure that the individuals providing services under the contract have not engaged in fraud or abuse regarding Sections 1128 and 1128A of the Social Security Act regarding federal health care programs, the contractor is required to check the Health and Human Services - Office of Inspector General (HHS/OIG), List of Excluded Individuals/Entities on the OIG Website (www.hhs.gov/oig) for each person providing services under this contract. Further the Contractor is required to certify in its offer that all persons listed in the contractor’s offer have been compared against the OIG list and are NOT listed. During the performance of this contract the Contractor is prohibited from using any individual or business listed on the List of Excluded Individuals/Entities.

The Contractor shall be responsible to ensure Contractor employees providing work on this contract are full trained, appropriately licensed and completely competent to perform the required work.

4.3 HIPAA COMPLIANCE: The contractor is subject to the provisions of the Health Insurance

Portability and Accountability Act (HIPAA). It is the contractor’s responsibility to review HIPAA requirements which are available at the following address: www.ahima.org . All documents must be destroyed within 24 hours of receipt and meet HIPAA acceptable destruction methods. Current acceptable methods include Burning, shredding, pulping and pulverizing.

Contractor must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI).

4.4 PRIVACY ACT DOCUMENTS: The contractor understands and agrees that property obtained under this contract may contain records previously maintained as a system of records subject to the Privacy Act. The contractor is subject to the provisions of the Privacy Act and is responsible for compliance with its provisions with respect to the handling and disposal of protected information.

4.5 RECORDS MANAGEMENT OBLIGATIONS: 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.

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.

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.

4.6 Security and Privacy Control: See Section B.1 #8 for applicable security language.

4.7 Contract personnel must check in and out at the EMS COR office, building 2 Room 106A-2 (or any area designated by the COR) and always wear an appropriate vendor identification badge during the weekly pickup/drop-off. The contractor must also check in with designated personnel at each CBOC.

4.8 Hines VA Hospital will provide designated parking for the contractor truck at the dock, building 200 as needed.

4.9 Contractor Personnel: Contractor personnel must wear a common uniform or identification with the contractor's name printed in neat and professional manner so as to be easily visible and readable.

4.10 In accordance with the American Health Information Management Association, (AHIMA), Centers for Medicare and Medicaid Services (CMS), VHA Directive and Handbook 1030.1, July 2006 "Compliance and Business Integrity Program", its updates or replacement directives, HHS OIG Compliance Program Guidance for Hospitals, as published 63 FR 8987 (February 23, 1998), HHS OIG Supplemental Compliance Program Guidance for Hospitals as published at 70 FR 4858 (January 31, 2005) - the contractor is required to provide to the VA a copy of their internal Compliance Program, Training and Monitoring Plans. This is also to include documentation of training and monitoring procedures.

4.11 The contractor must be able to provide uninterrupted service to Hines VA in the event their processing facilities are down and not able to reprocess the reusable sharps containers. The contractor shall own multiple processing facilities or arrange for emergency processing at another facility at no extra cost to the government if this event were to occur.

4.12 Working Hours/Holidays: Normal operating hours of the facilities are from 7:30 a.m. to 4:30 p.m., Monday through Friday. The following holidays are observed by the Department of Veterans Affairs:

Holiday Date Month

New Year’s Day 1st January

Martin Luther King Jr.’s Birthday 3rd Monday January

President’s Day 3rd Monday February

Memorial Day Last Monday May

Juneteenth 19th June

Independence Day 4th July

Labor Day 1st Monday September

Columbus Day 2nd Monday October

Veterans Day 11th November

Thanksgiving Day 4th Thursday November

Christmas Day 25th December

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

When a holiday falls on a Sunday, the following Monday shall be observed as a legal holiday by U.S. Government agencies. When a holiday falls on a Saturday, the preceding Friday shall be observed as a legal holiday. If a weekly service day falls on a holiday, contractors must notify the COR ahead of time and receive COR approval for an acceptable alternative service day.

5) REPORTING REQUIREMENTS

5.1 The Contractor’s main contact on-site shall be the COR. Contractor shall provide the COR with anticipated schedules for each location during the pre-work orientation. In addition, it is understood that the Contractor shall provide a signed manifest as required by the State of IL and the EPA standards. All waste picked up shall be listed. When the services are completed, the Contractor shall provide a signed manifest and/any other pertinent information required by the State of IL and/or the EPA to the COR in accordance with the Conformance Standards.

5.2 The Contractor is responsible for reporting to the COR all spills, regardless of quantity, and all personnel exposures. Such reports shall be reported by telephone immediately to the COR. When reporting a spill, the following information shall be furnished: (1) Quantity spilled; (2) Exact location of spill; (3) Containment procedures initiated; (4) Clean-up and disposal procedures.

5.3 All certificates of incineration, certificates of destruction, waste reports, manifests, and other required documentation shall be submitted with, or prior to, invoice submission.

6) QUALITY ASSURANCE

6.1 Quality Control Plan/Program:

a. The Contractor shall have a Quality Control Plan/Program to ensure the requirements of this contract are provided as specified. The program shall include, but will not be limited to the following:

1. An inspection system covering the services listed herein. It must specify areas of work to be inspected on a scheduled basis.

2. A method of identifying deficiencies in the quality of services performed before the level of performance becomes unacceptable.

3. A record of all inspections conducted by the Contractor and any corrective action taken.

The documented Quality Control Program and records of inspections shall be made available to the Government upon request.

4. In addition, the Contractor shall be responsible for verifying, acknowledging, and providing evidence that all service providers have the following: OSHA 40-hour training, Hepatitis shots, Tuberculosis testing, Bloodborne Pathogen training, and Department of Transportation training prior to conducting work in the facility. Contractor will be required to comply with station smoking policy.

5. The Contractor shall adhere to all Federal, State, and Local laws and regulations for proper management, transportation, and disposal of all RMW.

6. Untreated medical waste cannot be disposed of into any landfill. Untreated Potentially Infectious Medical Waste (PIMW) is banned from all landfills in Illinois. Once PIMW has been properly treated to eliminate its infectious potential, it is no longer PIMW and may be disposed of into any landfill permitted by the Illinois EPA to accept municipal waste.

7. Contractor shall provide suitable documentation substantiating collection and destruction of all waste to the COR in accordance with timelines established in the PWS.

8. Contractor shall adhere to universal precautions handling the medical waste and provide all necessary personal protection equipment.

9. The Contractor shall permit on-site visits by VA personnel to assess contracted services, i.e., capabilities, compliance with contract requirements, record keeping, etc.

10. These standards shall be monitored by the COR and VA personnel.

7) PERFORMANCE REQUIREMENTS SUMMARY

7.1 The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective Standard Performance Threshold

Method of Surveillance

PRS # 1.

The contractor shall provide all RMW & Sharps collection, transporting, and disposing services.

Pick-up all items identified in the price schedule on time and on assigned day.

Waste is removed timely. After collecting, the service areas are clean and neat in appearance. Approved hauling routes are used. Emergency services are completed as specified.

Customer complaints shall not exceed 3 per year.

Validated Customer Complaint received by

COR.

PRS # 2.

Provide container swaps (1 for

1) for any full container collected on service days.

Adequate supply of each type of containers are always available for replacing full containers.

Customer complaints shall not exceed 1 per year.

Validated Customer Complaint received by

COR.

PRS # 3.

Provide timely service at all CBOCs IAW the PWS frequency.

Waste is removed timely. After collecting, the service areas are clean and neat in appearance. Approved hauling routes are used. Emergency services are completed as specified.

Customer complaints shall not exceed 3 per year.

Validated Customer Complaint received by

COR.

PRS # 4.

Provide disposal reports, transportation manifests, certificates of destruction, and any other reports required by the COR in a timely manner and in accordance with the due dates established in the PWS or by the COR.

All reports are submitted to COR or designated key personnel in a timely manner and in accordance with the PWS or timeframe established by the

COR.

Customer complaints shall not exceed 1 per year.

Validated Customer Complaint received by

COR.

8) ESTIMATED QUANTITIES AND FREQUENCY CHART

8.1 Price/cost is based primarily on frequency and annual estimated quantities, as outlined below:

Item# Material Description Frequency of Service

Estimated Annual Qty

Unit

1 HINES - REGULATED MEDICAL WASTE (RMW) Weekly 31,250 LBS

2 HINES - PATHOLOGICAL AND

CHEMOTHERAPHY

Weekly

5,800 LBS

3 HINES - SHARPS Weekly 22,250 LBS 4 CBOCs – RMW AND SHARPS (30 Gallon Storage

Container/Box) (Each CBOC Shall be Serviced Once per Month)

Monthly

72 BOX

SECTION C - CONTRACT CLAUSES

FAR Number Title Date

52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES

NOV 2023

ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES

Clauses that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available.

The following clauses are incorporated into 52.212-4 as an addendum to this contract:

C.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same…