STATEMENT OF WORK - REGULATED MEDICAL WASTE REMOVAL - NJ VAHCS.pdf

Statement of Work Regulated Medical Waste (RMW) Removal

New Jersey Healthcare System (NJHS)

1. Background: The Guest Relations Service at VA New Jersey Healthcare System is requesting service contract for Regulated Medical Waste (RMW) Removal at the New Jersey Healthcare System East Orange and Lyons Campus to include Community Based Outreach Clinics (CBOC).

2. Scope:

a. This is a Firm Fixed Price Indefinite Quantity Indefinite Delivery Services Contract to provide regulated waste removal services in accordance with current federal, state and local regulations for New Jersey Healthcare System East Orange and Lyons Campus to include Community Based Outreach Clinics (CBOC) in Paragraph (3) listed below.

b. Contract performance will be for the base year and four (4) one-year options as follows:

Base year: January 1, 2023 to December 31, 2023 Option year 1: January 1, 2024 to December 31, 2024 Option year 2: January 1, 2025 to December 31, 2025 Option year 3: January 1, 2026 to December 31, 2026 Option year 4: January 1, 2027 to December 31, 2027

c. Contractor shall furnish all labor, materials, and equipment to render complete regulated medical waste removal, transportation, disposal and documentation of services in accordance with all terms, conditions and specifications contained herein. Performance of services shall occur at the following VA locations listed in Paragraph 3.

3. Place of Performance/Place of Delivery:

a. VA New Jersey Healthcare System

i. East Orange campus (385 Tremont Avenue, East Orange, NJ 07018-1023, (973) 676-1000;

Medical, Surgical and Psychiatric facility with 200 operating beds and outpatient clinics. EMS Hours: Monday – Friday 7:00am – 3:30pm

ii. Lyons Campus (151 Knollcroft Road, Lyons, NJ 07939-5001, (908) 647-0180; Psychiatric facility with 272 psychosocial and domiciliary program beds operating beds and outpatient clinics. Extended Care Center that provides long and short term skilled nursing and rehabilitation with 295 beds; also, outpatient primary care services. EMS Hours: Monday – Friday 6am – 2:30pm

iii. Hackensack Clinic – 382 Prospect Avenue, Hackensack NJ 07601, (201) 487-1390; the clinic provides the full range of Primary Care, Nutrition, Social Work, Mental Health Hours: Monday

- Friday: 8:00am - 4:30pm

iv. Brick Clinic – 970 Route 70, Brick NJ 08724, (732) 206-8900; the clinic provides the full range of Primary Care, Nutrition, Social Work, Mental Health Hours: Monday - Friday: 8:00am - 4:30pm

v. Hamilton Outpatient Clinic - University Office Plaza 1, 3635 Quakerbridge Road, Hamilton, NJ 08619, (609) 570-6600; The clinic provides the full range Primary Care, Nutrition, Social Work, Mental Health Hours: Monday - Friday: 8:00 - 4:30

vi. Jersey City Clinic – 115 Christopher Columbus Dr, Suite 201, Jersey City NJ 07302, (201) 435- 3305; the clinic provides the full range Primary Care, Nutrition, Social Work, Mental Health Hours: Monday - Friday: 8:00am - 4:30pm

vii. Morristown Clinic – 340 West Hanover Avenue, Morris Plains NJ 07950, (973) 539-9794/9791;

the clinic provides the full range of Primary Care, Nutrition, Social Work, Mental Health Hours:

Monday-Friday:8:00am-4:30pm

viii. Tinton Falls Outpatient Clinic – 55 Gilbert Street Building #4 - 1st Floor – Suite 4101 Tinton Falls, NJ 0770, (732) 842-4751; the clinic provides the full range Primary Care, Nutrition, Social Work, Mental Health Hours: Monday – Friday: 8:00am – 4:30pm.

ix. Sussex Outpatient Clinic-222 High Street Newton, NJ 07860, 973-756-1504; the clinic provides the full range Program Care and through Telehealth Nutrition, Social work and Mental Health.

Hours: Monday – Friday: 8:00am -4:30pm.

x. Paterson Outpatient Clinic- 11 Getty Avenue, Building #275, St. Joseph's Hospital & Medical Center, Paterson, NJ 07503, 973-247-1666; The clinic provides the full range Primary Care, Nutrition, Social Work, Mental Health Hours: Monday - Friday: 8:00am - 4:30pm.

xi. Piscataway Outpatient Clinic - 14 WILLS WAY, BUILDING 5, Piscataway, NJ 08854, 732- 981-8193; The clinic provides the full range Primary Care, Nutrition, Social Work, Mental Health Hours: Monday - Friday: 8:00am - 4:30pm.

b. Delivery Schedule

Type Waste Description Unit Estimated

QTY

Average Units per

Pickup

Regulated medical waste

48 gallon reusable container East

Orange Weekly 6,500 LBS 130

Pathological Waste 55 gallon fiber drums East Orange Monthly/On

Call

110 LBS 2

Regulated medical waste

48 gallon reusable container Lyons

Weekly 780 LBS 15

Regulated medical waste

48 gallon reusable container

Hackensack Monthly 24 LBS 2

Regulated medical waste

32 gallon reusable container Brick

Monthly 24 LBS 2

Regulated medical waste

32 gallon reusable container Hamilton

Monthly 24 LBS 2

Regulated medical waste

30 gallon reusable container

Morristown Monthly 24 LBS 2

Regulated medical waste

48 gallon reusable container Jersey City

Monthly 24 LBS 2

Regulated medical waste

28 gallon reusable container

Piscataway Monthly 24 LBS 2

Regulated medical waste

34 gallon reusable container Tinton

Falls Monthly 24 LBS 2

Regulated medical waste

30 gallon reusable container Newton

Monthly 24 LBS 2

Regulated medical waste

30 gallon reusable container Patterson

Monthly 24 LBS 2

All bin amounts and sizes are estimated plus or minus 15%.

They may be adjusted higher or lower according to each facility’s needs.

Within scope modification may be issued bilaterally to change, add, or remove locations/facilities.

4. Disposal and Health Regulations:

a. Disposal shall be made by the contractor who shall be responsible for any and all costs incurred in connection with the removal and disposal of all generated RMW under this contract. Once the contractor has left the Medical Center, they shall comply with all local ordinances and State laws applicable to the transportation and disposal of regulated medical waste. The Department of Veterans Affairs understands that any market involving environmental regulations is subject to periodic changes to regulations by various Governmental authorities. The VA shall remain sensitive to any change and be receptive to discussions that may be necessitated due to industry regulatory changes.

5. Weighing Facilities:

a. The Government shall have the right to approve and inspect the Contractor’s weighting facility prior to award of the contract. The Contractor shall provide documentation supporting/demonstrating weighing equipment is tested at least annually for accuracy, properly maintained, calibrated, and operated. Credit shall be provided to the Medical Center whenever it is determined that over-charges result from defective weighting equipment.

6. Weighing System:

a. Contractor shall utilize a certified 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 would be weighed and container total weight (140 pounds) shall be subtracted from the gross weight to determine total waste poundage to be invoiced.

i. The contractor shall charge only for the net weight of waste excluding weight for the containers.

b. A completed Manifest shall be provided for each pick up from each site to the COR or government representative, and shall be followed by a original signed Certificate of Disposal (CD) with in ten (10) working days of each pickup stating total poundage destroyed. The CD shall match weight destroyed to the volumes of medical waste for destruction documented upon pick up and transport of the waste.

i. The contractor shall maintain proper records concerning each Certificate of Destruction issued. The Certificate of Destruction shall at a minimum contain the following:

Pickup/Delivery Location, Pickup/Delivery Date, Amount of waste (number of containers picked up and/or pounds), Destruction Certification Document/Manifest Number, Destruction Certification Date, Any other information as required by the COR.

7. Performance Monitoring:

a. Performance monitoring will be conducted by the COR and/or government representative of any discrepancies or deviations for the requirements of this Statement of Work and the Quality Assurance Surveillance Plan (QASP) included in Section D of the solicitation.

8. Contractor Responsibilities:

a. The contractor shall provide containers and/or bags that will be leak-proof, stackable, sealable, transportable, and designed so that government employees will not be required to lift more than 35 lbs., and shall display the universal biohazard symbol. All containers shall be damage free and in good working order at all times.

b. Containers must be identifiable as to the type of hazardous waste contained within, (i.e. yellow for chemo, red for medical waste) all containers shall be approved by the COR.

c. The contractor shall transport, incinerate or otherwise dispose of material in accordance with all applicable Environmental Protection Agency (EPA), New Jersey EPA, Department of Transportation (DOT), New Jersey DOT, Occupational Safety and Health Administration (OSHA), and any other state and federal guidelines.

d. The contractor shall maintain each facility’s neat, clean and professional working environment at all times.

e. Contractor shall provide the training and support to government staff required to ensure compliance with all Local, State, and Federal regulations. Training should be on the proper packaging of regulated medical waste and the training required by the US DOT for generators of regulated medical waste. The contractor shall document, record, and retain all training records providing COR with copies. Training example to be provided with the offer to be considered responsive.

9. Contractor Furnished Materials and Equipment:

a. During performance of the regulated waste removal services for the Department Of Veterans Affairs, the Contractor shall furnish the following:

i. Cardboard boxes or reusable plastic containers approximately 45cm wide x 45cm deep x

60cm high with minimum 90 kilogram bursting strength.

1) Both boxes and containers must have biohazard markings or be stamped with the words “REGULATED MEDICAL WASTE”. If reusable plastic containers are used, they must be delivered to the VA Medical Center sanitized and safe for use.

Sanitation shall be accomplished by washing at 180 degrees Fahrenheit or higher with a bleach-based solution approved prior to award. The Contractor shall ensure that a sufficient number of boxes are on hand to accommodate the projected waste load; however, the boxes shall not exceed the capacity of the Environmental Management Service (EMS) to properly store them.

2) The Contractor shall coordinate immediately after award with the Chief, EMS or Industrial Hygienist for amount and storage area. The Contractor shall also provide occasional use containers suitable for disposal of oversized waste items.

b. Plastic liners that are at minimum 1.2 mil, 40 inches x 47 inches, 40-45 gallons, red in color, marked with biohazard markings to fit above size box.

c. Sealing tape and preprinted labels as required by New Jersey EPA Department of regulations for transporting of regulated medical waste.

d. Data/inventory documents (blank manifests) prior to pick-up for Government entry of container weights for each shipment.

10. Packaging/Collection/Transportation:

a. The Government shall be responsible for properly packaging and storing bio-hazardous infectious waste until pickup by contractor.

b. The contractor shall not collect any waste that is improperly packaged, leaking, and overweight, in damaged containers or any container/waste that cannot be treated, transported or disposed of in a lawful manner or that may cause harm to public health or the environment. The contractor shall take any safety precautions necessary to protect the lives and health of the occupants of the building.

Any deficiencies specified by the COR shall be corrected immediately by the contractor.

c. The contractor shall maintain the refuse containers and equipment in a state of satisfactory repair and appearance as determined by the COR.

d. In order to prevent possible contamination of “navigable waters” as defined in 40 CFR (Code of Federal Regulations) Parts 110 and 112 and to have full knowledge in the event of a spill, immediate notification of quantities and materials discharged shall be reported to the COR.

e. The contractor shall be responsible for loading of regulated medical waste in accordance with 40 CFR 265 on site, and transporting in vehicle(s) that are properly placarded for hazardous infectious waste. The driver shall adhere to all posted speed limits in the Government compound and use extreme caution when maneuvering and parking the transport vehicle during pickups. All labor to remove filled containers from secured storage areas, loading the vehicle and replacing with empty containers in secured area is the sole responsibility of the transporter/driver.

1. Vehicle operators shall have all current training and licensure for authorized transport of hazardous materials/waste in accordance with all applicable Federal, State and local regulations.

11. Incineration:

a. The Contractor shall be required to incinerate all research animal waste, pathological and chemotherapeutic waste accepted under the terms of this contract. Such types of waste shall be separated and identified in clearly marked containers by government personnel. The Contractor shall insure that incinerators used for destruction of chemotherapeutic, pathological and animal waste are in compliance with all applicable Federal, State, and local requirements.

b. All other medical waste generated by the medical centers and outpatient clinics shall be disposed of by the Contractor in accordance with current Federal, State, and local guidelines governing regulated medical waste. In addition to safe and timely waste removal, the Contractor shall be required to sanitize its trash container a minimum of eight times yearly at no additional cost to the Government. Repainting and rehabilitation of the Contractor-owned trash containers shall be performed periodically to ensure that the device is neat, clean, and satisfactory for its intended purpose.

12. Types of Waste Covered:

a. The following are the most common types of medical waste, including regulated medical waste that may be disposed of in performance of this contract. The Government reserves the right to identify other types of waste to be disposed of under the terms of this contract.

Blood and Blood Products Dialysis Waste Animal Tissues, Body parts, and Carcasses Animal Waste (a mixture of animal feces generated from rodents, etc.)

Human Tissues, Body parts, and Limbs Animal Bedding Biological and Pharmaceuticals Research Waste, Laboratory Specimens Pathology and Histology samples Surgery Waste, Isolation Waste Cultures and Slides Chemotherapy and Cytotoxic Waste AIDS and Hepatitis Waste Intravenous bags, Blood bags and Associated Tubing Packaging Materials, Gloves and Gowns Associated with Waste Collection Sharps Waste

13. Sterilization:

a. The contractor will clean and return the containers ready for use, free of debris. The Biohazardous containers shall be red and any chemotherapy drums or boxes shall be yellow. Cleaning/sterilization of containers shall be the responsibility of the contractor. The contractor shall maintain the containers and equipment in state of satisfactory repair and appearance as determined by the COR.

14. Licenses and Permits:

a. The Contractor shall, without additional cost to the Government, provide and maintain all licenses and permits for operational personnel, trailers, containers, vehicles, and other resources required for proper removal of regulated medical waste in accordance all applicable Federal, State, Municipal, and local regulations.

1. The contractor shall submit with quote the below documentation:

a. Prime Contractor:

i. Certificate of Public Convenience

ii. Registration with NJDEP

b. Sub-Contractor:

i. New Jersey Department Environmental Protection (NJDEP) A901 License

ii. Certificate of Public Convenience

iii. Registration with NJDEP

b. The contractor/transporter agrees to hold the Government faultless 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.

c. The contractor shall use sufficient diligence to remain in compliance with all environmental requirements of Federal, State, Municipal and local jurisdictions that pertain to the transportation, accumulation, storage, and destruction of biomedical waste.

15. Title:

a. Title to all Regulated Medical Waste provided to the contractor shall pass from the Government to the contractor at point of loading such regulated medical waste on the contractor’s truck at each VA facility. In case of contractor provided refrigeration unit/trailer, title shall pass to contractor upon hauling of unit off site or reloading onto contractor’s truck.

16. Documentation:

a. The Contractor is required to comply with all current Federal, State and local regulations, policies, and procedures regarding tracking, recordkeeping, manifesting, and transportation of regulated medical waste. The Contractor shall comply with all changes to Federal, State, and local regulations and procedures that may occur during the term of this contract. The Contractor shall provide to the Government any additional certifications that may be required as a result of changes in such regulations, policies and procedures.

b. The Contractor shall provide all manifests and documentation that apply to removal and disposal of regulated medical waste activities conducted by its workforce and its subcontractors. The Contractor shall furnish and fill out appropriate manifests required to document the safe shipment and proper disposal of regulated medical waste generated by the Government under the terms of this contract.

c. Prior to removal and transport of regulated medical waste generated by each VA site, the

Contractor shall obtain approval and signature for each manifest from the local VA Contract Officer's Representative verifying the regulated medical waste was shipped for disposal, and that the Contractor has accepted the measurement of weight stated by the Government. No manifest shall be accepted as valid if not signed by VA COR or designee. A copy of the executed manifest must be filed with the VA Medical Center COR.

d. In addition to providing manifests, the Contractor shall provide CERTIFICATIONS OF

DESTRUCTION for each disposal activity to the local VA COR within twenty (20) working days of each removal of regulated medical waste. Certificates of Destruction shall clearly indicate that all manifested waste has been destroyed properly and shall specify the site and date of destruction. The Certificate of Destruction shall at a minimum contain the following:

Pickup/Delivery Location

Pickup/Delivery Date Amount of waste collected (number of containers picked up and net weight (lbs.)).

Any other information as required by the COR

17. Schedule of Waste Removal:

a. After award of this contract, the Contractor shall coordinate the scheduling with the local COR that best suits each facility’s needs for pickups per week or month specified in Section 3.b., above.

18. Work Hours/Holidays:

a. Normal Work Hours are site specific and detailed in Paragraph 3a. i-xii, and are generally between the hours of 8:00am to 4:30 pm.

b. 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 and any other day specifically declared by the President of the United States to be a national holiday.

c. Generally, when it is necessary to reschedule a service and/or pickup because of a holiday; service and/or pickup must occur on the next business day following the holiday (alternate arrangements can be made with individual sites at their discretion).

19. Contingency Plan:

a. The Contractor shall maintain a satisfactory contingency plan to meet contract requirements for regulated medical waste disposal in cases where such waste cannot be handled by or at the primary transportation and/or processing facilities due to interruption of services or failure of equipment.

The Contractor shall incur all costs associated with fulfilling this contingency plan.

b. General information: Any method of disposal, as long as it is a New Jersey EPA approved method, for the specific type medical waste will be acceptable.

20. Information Technology (IT) Security:

a. The C&A requirements do not apply, and that a Security Accreditation Package is not required.