Sources Sought Notice - 36C25626Q0374.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office 16 5075 Westheimer Road, Suite 750 Houston TX 77056-5643

POINT OF CONTACT*

Contract Specialist Caleb Parker Caleb.Parker@va.gov

PLACE OF PERFORMANCE

1100 North College Avenue

Fayetteville, AR 72703-1944

DESCRIPTION

THIS IS A SOURCES SOUGHT NOTICE ONLY. This is not a solicitation for bids, proposals, proposal abstracts, or quotations. The purpose of this Sources Sought Notice is for market research to obtain information regarding the availability and capability of all qualified sources to perform or provide a potential requirement. The responses received from interested vendor will assist the Government in determining the appropriate acquisition method.

The Department of Veterans Affairs (VA), Network Contracting Office 16 (NCO 16) is seeking to identify potential qualified vendors capable of providing the requirement. This requirement is for the Fayetteville VA Medical Center located at 1100 North College Avenue Fayetteville, AR 72703-1944 The North American Industry Classification Code (NAICS) is 562219 (Other Nonhazardous Waste Treatment and Disposal), and PSC code S205 (Housekeeping – Trash/Garbage Collection), with a size standard of $47.0 Million.

REQUESTED RESPONSES:

All responsible vendors and interested parties please respond to this source sought announcement if you can fulfill the requirements. Responses to this source sought shall include the following information:

1. Your company name, address, contact person name, phone number, fax number, e-mail address(s), UEI number, number of employees, and company website if available.

2. If you are an GSA/FSS contract holder are the referenced services available on your schedule/contract? Provide your company GSA/FSS contract number and contract expiration date, if applicable.

3. If you are a NASA SEWP V contract holder are the referenced services available on your schedule/contract? Provide your company NASA SEWP V contract number, contract group, and contract expiration date, if applicable.

4. Is your company a contract holder on any other federal contract? If so, please provide the contract number.

5. Socio-economic status of business such as but not limited to (Service-Disabled Veteran Owned Small Businesses (SDVOSB) or Veteran Owned Small Businesses (VOSB) SDVOSB/VOSB, 8(a), HUB Zone, Women Owned Small Business, Small disadvantaged business, or Small Business HUB Zone business, Large Business, etc.).

6. Is your company considered small under the NAICS code identified in this source sought announcement?

7. Is your company a service provider for the services being offered? If so, can you provide documentation confirming authorization to provide the referenced services being offered per the Statement of Work?

8. If your company is a large business, do you have any designated distributors? If so, please provide their company name, telephone, point of contact and size status (if available).

9. Vendors are requested to submit estimated market research pricing with their responses. The estimated pricing will be considered when determining the procurement strategy for the future solicitation. (e.g., if Contracting Officer determines that capable small businesses cannot provide fair and reasonable pricing, then the solicitation will not be set-aside).

Please note that if incomplete responses are received. Lack of documentation proving your business can conduct the services being offered or all questions not being answered within this notice (certificates, licenses, etc.) your response will not be taken into consideration.

CONTACT INFORMATION AND RESPONSE DUE DATE:

Please email all responses to caleb.parker@va.gov. Please respond to this source sought notice no later than 02-16-2026, 2:00 PM Central.

DISCLAIMER: This source sought is issued solely for informational and planning purposes and does not constitute a solicitation. Responses to this notice are not offers and cannot be accepted by the Department of Veterans Affairs to form a binding contract. Respondents are solely responsible for all expenses associated with responding to this source sought notice.

Municipal Waste Disposal Veterans Health Care System of the Ozarks (VHSO) Fayetteville, Arkansas

Contractor must furnish all management, supervision, labor, material, equipment, tools, supplies, consumables, parts, and related services to provide solid waste collection and removal services for Veterans Healthcare System of the Ozarks (VHSO) located at 1100 N. College Avenue, Fayetteville, AR 72703. This service excludes hazardous and medical waste. Government provided equipment or services, if any, will be specifically stated.

**The Certification and Accreditation (C&A) does not apply, a Security Accreditation Package is not required**

I. GENERAL:

A. Any provision or partial provision of the Contract, including but not limited to, drawings and specifications that is not consistent with this SOW will be null and void only to the extent of the inconsistency. All other provisions or partial provisions of the Contract, including but not limited to, drawings and specifications, must remain in full force and effect.

B. Safety must be the Contractor’s highest priority.

C. Period of Performance:

10-01-2026 Through 09-30-2027 10-01-2027 Through 09-30-2028 10-01-2028 Through 09-30-2029 10-01-2029 Through 09-30-2030 10-01-2030 Through 09-30-2031

D. Contractor’s work must be conducted with the least amount of disruption to the VHSO facility.

E. Prior to the start of job site activities, together the Contractor and COR must conduct a site survey to identify and review specific work and differing site conditions.

F. Emergency Service: Contractor emergency service must be available 24 hours per day. Contractor must respond on-site to emergency service calls within two (2) hours of notification.

G. All refuse, bulk items and debris must be disposed of to a location licensed by the State where performance occurs following all Federal, State and local licenses and regulations for such purposes. The Contractor must obtain all necessary permits for disposing of refuse; copies of these permits must be submitted to the COR for approval. If the Contractor changes the location of the site, a new permit must be obtained, and a copy again must be submitted to the COR for approval. All payments for the permit must be at the Contractor's own expense.

H. All work must be performed Monday through Friday, excluding Federal Holidays and any other day declared by the President of the United States to be a federal holiday, between the hours of 7:00 and 2:30p.m. Any deviations from the regular schedule must be requested from and approved by the Contracting Officers Representative (COR) in advance.

I. Contractor must have the following requirements completed within 10 days of contract award:

1. Proof of negative TB test for every contractor employee who will be working on VHSO property dated within the past calendar year submitted to the COR. Contractor is responsible for keeping the negative TB certification current and submit renewed proof of negative TB prior to the current expiration date.

2. Submit as a minimum OSHA 10 certification to the COR for every contractor employee that will be working on VHOS property. OSHA 10 cards are to always remain on the employee’s person.

3. Provide the COR with a qualified point of contact name, phone number and email. The designated individual must have full authority to act for the contractor on all contractual matters relating to the daily performance of the contract; and, to receive, accept and sign for any notices, inspection reports and all other correspondence on behalf of the Contractor from the COR/Contracting Officer. This individual must serve as the central point of contact for the Government and must oversee the collection operations and monitor and ensure all work is performed in accordance with the contract and must maintain the work specification requirements, scheduling, inspections and safety standards. This individual must be always available when contract work is in progress, if needed and can respond to the site, when needed, to monitor work progress and for any other emergency, as required. The Contractor or designated qualified personnel must return calls to the COR within 1 hour of being contacted.

II. Qualifications of the Contractor The contractor must provide documentation for the following items at time of proposal and any other time as requested by the COR:

A. Contractor and or subcontractor must have 5 years document experience in commercial/industrial waste disposal, medical waste disposal, and waste equipment management experience. Contractor must provide documented evidence of experience with proposal.

B. Contractor must submit all state and local permits, licenses and registrations required to handle, haul or dispose of municipal solid waste.

C. All state and local permits and registrations required for the operation and management of a sanitary landfill.

D. All state and local permits and registrations required for the management of municipal solid waste.

E. Disaster or contingency plans for the support of VHSO during unplanned natural or man-made emergencies.

III. Scope of Work A. Contractor must pickup, transport and dispose of solid waste, cardboard, scrap ferrous and nonferrous metal, wood shipping pallets, and commingled plastic and aluminum recyclables as delineated below at VHSO, 1100 North College Ave, Fayetteville, AR. The contractor is responsible to ensure all services comply with all VA, OSHA, DOT, EPA, applicable State and local directives, policies, laws, and regulations.

1. Contractor must provide and maintain one (1) contractor owned 30 cubic yard roll off dumpster for the collection of solid waste.

a) Contractor must pickup, transport, weigh, and dispose of solid waste three (3) times a week on Mondays, Wednesdays, and Fridays.

b) The contractor must ensure the dumpster presents a neat and clean appearance and emits no odors when delivering it on station. Dumpsters with excessive scratches or dents, as determined by the COR, must be replaced at no additional cost to the government. Contractor must clean up any waste left by the dumpster during transport both on and off station. Dumpster location to be determined by the COR.

2. Contractor must provide and maintain one (1) contractor owned, 30 cubic yard, roll off dumpster for wooden shipping pallet disposal.

a) Contractor must pickup, transport, and dispose of wooden shipping pallets once per month.

b) Contractor must ensure the dumpster presents a neat and clean appearance and emits no odors when delivering it on station. Dumpsters with excessive scratches or dents, as determined by the COR, must be replaced at no additional cost to the government. Contractor must clean up any waste left by the dumpster during transport both on and off station. Dumpster location to be determined by the COR.

3. Contractor must provide and maintain one (1) contractor owed, 30 cubic yard, roll off dumpster for unbaled cardboard recycling.

a) Weekly the contractor must pickup, transport, weight, and recycle all cardboard. Submit weight tickets each month with invoice to the COR. Cardboard weight must also be document on the monthly Tonnage Report.

b) The contractor must ensure the dumpster presents a neat and clean appearance and emits no odors when delivering it on station. Dumpsters with excessive scratches or dents, as determined by the COR, must be replaced at no additional cost to the government. Contractor must clean up any waste left by the dumpster during transport both on and off station. Dumpster location to be determined by the COR.

4. Contractor must provide one (1) contractor owned 30 cubic yard roll off dumpster for ferrous and nonferrous metals recycling.

a) Every other week the contractor must pickup, transport, weigh, and recycle the full scrap metals dumpster to a recycling center.

b) Contractor must ensure the dumpster presents a neat and clean appearance and emits no odors when delivering it on station. Contractor must clean up any waste left by the dumpster during transport both on and off station. Dumpster location to be determined by the COR.

5. Contractor must provide one (1) contractor owned 30 cubic yard roll off dumpster for comingled plastic and aluminum recycling.

a) 1 time each month the contractor must pickup, transport, weight, and recycle all comingled plastic and aluminum.

b) Contractor must ensure the dumpster presents a neat and clean appearance and emits no odors when delivering it on station. Contractor must clean up any waste left by the dumpster during transport both on and off station. Dumpster location to be determined by the COR.

B. Monthly the contractor must provide the following documents via email to the COR for review prior to submission for payment:

1. An invoice indicating CLINE number, CLINE description, month of service, quantity of units invoiced, unit price, and subtotal for each CLINE and invoice total.

2. Tonnage Report that indicates the following information:

a) Total monthly weight of comingled aluminum and plastic recyclables.

b) Total monthly weight of metal recyclables.

c) Total monthly weight of cardboard recyclables.

d) Total monthly weight of wooden pallet disposal.

e) Total monthly weight of solid waste disposal.

C. The contractor must provide 24-hour emergency waste removal service every day including holidays for events including but not limited too storms or facility damage.

1. The contractor must provide a name, phone and text number, and email address for a point of contact who is responsible to respond to messages from the COR. The contractor must always respond by phone/text/email to phone calls/text/emails for emergency service within 15 minutes. The contractor must be onsite at the Fayetteville location within two (2) hours of notification if the COR determines an onsite emergency response is required. The contractor must provide a quote for service within four (4) hours of notification for emergency services requested by the COR at no additional cost to the Government.

2. If the COR determines the contractors quote to be fair and reasonable a contract modification may be issued for the requested emergency services upon approval by the Contracting Officer.

D. The contractor must accept contract modifications on an as needed basis due to changes in policies, procedures, laws, regulations, and agency needs.

IV. CONTRACTOR ACCESS AND ACTIVITIES:

A. Safety: Contractor’s highest priority must be safety. Contractor work must be in accordance with Federal, State, Local OSHA codes, regulations. Contractor must furnish and use required safety items, including but not limited to, safety signage, cones, barricades, and must furnish and wear required Personal Protective Equipment (PPE).

B. Badging: While on campus, Contractor must wear a visible VHSO issued identity Badge. Contractor can be subject to inspection of personal effects when entering or leaving the project site and VHSO property. Contractor site superintendent must escort Contractor employees to Engineering Shop (Building 37) to obtain badge(s). Contractor must maintain a Badge Log with Employee Names, Badge ID Numbers, Start Date(s), Departure Date(s), ID Lost Date(s), and ID Return Date(s). Contractor must update Badge Log and furnish to the COR weekly or as directed in writing by COR. Contractor must report lost Badge(s) immediately to the COR and document on Badge Log. Contractor must return Badge(s) immediately on day of departure of employee from project to COR and document on Badge Log. Contractor must return remaining Badge(s) at project closeout to COR. Contractor must reimburse the Government a $100.00 fee for each lost or unreturned Badge.

C. Property Access Work Hours: Regular Business Hours: Site work must be scheduled during regular business hours, 0600 to 1430 hours, Monday through Friday excluding the following Federal holidays.

D. Information Security: The Certification and Accreditation (C&A) does not apply, a Security Accreditation Package is not required.

E. Records Management: Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

1. “Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

a) The term Federal record:

(1) Includes U.S. Department of Veterans Affairs (VA) records.

(2) does not include personal materials.

(3) applies to records created, received, or maintained by Contractors pursuant to their VA contract.

(4) may include deliverables and documentation associated with deliverables.

2. Contractor must 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.

3. 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.

4. In accordance with 36 CFR 1222.32, Contractor must maintain all records created for Government use or created while 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.

5. VA 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 VA 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 VA. The agency must report promptly to NARA in accordance with 36 CFR 1230.

6. The Contractor must 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 must 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 must 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 must be returned to VA control, or the Contractor must hold it until otherwise directed. Items returned to the Government must 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).

7. 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 [Agency] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

8. The Contractor must only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VA policy.

9. The Contractor must not create or maintain any records containing any non-public VA information that are not specifically tied to or authorized by the contract.

10. The Contractor must 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.

11. The VA owns 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 VA must 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.

12. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VA 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.

13. The Contractor must 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.

14. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

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Sources Sought Notice