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RFQ ISPHN Regulated Medical Waste Scope of Work

Purpose The purpose of this Request for Quotes is to secure professional regulated medical waste (RMW) removal services for the Indiana State Psychiatric Hospital Network (ISPHN) locations of Madison Sate Hospital, Logansport State Hospital, and Richmond State Hospital. The Contractor shall ensure the safe, compliant, and timely collection, transportation, and disposal of RMW and biohazardous waste in accordance with all applicable federal, state, and local regulations. The Contractor shall also maintain compliance with all regulatory agencies, including but not limited to The Joint Commission, the Centers for Medicare and Medicaid Services (CMS), the Environmental Protection Agency (EPA), and Departments of Transportation (DOT), as well as all ISPHN-wide and location-specific policies and procedures.

Bidder Options Bidders may submit quotes for one or more ISPHN facilities, as specified in the Scope of Work.

Preference may be given to Bidders who submit quotes that include multiple facilities, subject to applicable procurement rules.

Scope of Services The Contractor shall provide all labor, equipment, transportation, and compliant packaging materials required to collect, transport, and dispose of RMW. Packaging must meet all applicable federal, state, and local requirements for RMW, including use of red bags and approved sharps containers.

Services shall include, but are not limited to:

• Supplying compliant packaging materials for proper waste segregation and storage.

• Maintaining a consistent pickup schedule for each facility and responding to emergency or unscheduled pickup requests within 24 hours.

• Ensuring all waste is properly handled and disposed of at licensed treatment or incineration facilities.

• Providing on-demand DOT Hazardous Materials Training (e.g., computer-based training modules) to support hospital staff training as required by accreditation standards.

• Allowing each location to cancel a pickup with no charge, provided the Contractor is notified at least 24 hours in advance.

All containers must comply with applicable regulatory standards and be clearly labeled with the International Biohazard symbol and the word "BIOHAZARD." Each container must also bear a label that includes the contractor’s name, permit number, address, telephone number, and the date the container was initially placed at the site. Labels must be affixed in a manner that does not obscure any existing information on the container.

Service Locations

Facility Name Location Service Frequency

Madison State Hospital 711 Green Road, Madison, IN 47250 Once every 12 weeks

Logansport State Hospital 1098 S. State Road 25, Logansport, IN 46947 Once monthly

Richmond State Hospital 498 N.W. 18th Street, Richmond, IN 47374 Four times monthly

Location Details

• Madison State Hospital o Switchboard: (812) 265-2611 o Service Schedule: One pickup every 12 weeks, between 8:00 a.m. and 3:00 p.m.

Eastern Time, excluding State holidays.

o Container Volume Estimate: Minimum of two containers per pickup and maximum of 35 containers annually.

o Current containers are 32 gallons.

NOTE: Bidders may propose an alternate schedule for this location. The hospital reserves the right to select the schedule that best meets its operational and budgetary needs.

• Logansport State Hospital o Switchboard: (574) 722-4141 o Service Schedule: One pickup per month (12 annually), between 8:00 a.m. and

3:00 p.m. Eastern Time, excluding State holidays.

o Container Volume Estimate: Minimum of one container per pickup and maximum of 14 containers annually.

o Current containers are 28 gallons.

• Richmond State Hospital o Switchboard: (765) 966-0511 o Service Schedule: Four pickups per month (48 per year), between 8:00 a.m. and

3:00 p.m. Eastern Time, excluding State holidays.

o Container Volume Estimate: Minimum of one container per pickup and maximum of 96 containers annually.

o Current containers are 28 gallons.

Performance Requirements The contractor shall meet the following performance standards:

• Complete all scheduled pickups on time; promptly notify the location of any delays or service disruptions.

• Maintain accurate documentation including waste manifests, disposal logs, and certificates of destruction.

• Ensure safe handling and transport with no contamination, spills, or safety violations.

• Respond to ISPHN inquiries and service-related issues within one business day.

Reporting The contractor shall submit monthly service reports that include:

• Dates of service and quantities of waste removed

• Disposal methods and facilities used

• Any incidents or corrective actions taken

• Comparison of actual spend to projected spend, with data itemized by facility