General, Recyclable and Regulated Medical Waste Disposal

The purpose of this amendment is as follows:

1. The following are questions and answers relating to this synopsis-solicitation.

2. There have been a total of five amendments, the sequencing of the amendments will appear to be off by one due to an eCMS publishing error.

3. All other terms and conditions remain the same.

Question and Answers:

Question: Is there adequate storage area onsite at the Bay Pines VAMC to store clean and full reusable sharps containers?



Answer: Storage at the Bay Pines VAMC will be addressed before reusable sharps containers would be ordered. There will be adequate storage.

Question: What is the bed count at the main Bay Pines VAMC?



Answer: 397

Question: Do the annual sharps container counts listed in the excel spreadsheet of the solicitation include the CBOC facilities?



Answer: Yes

Question: How many sharps container locations exist at each CBOC facility?



Answer: The exact, reusable sharps container locations will be addressed prior to them being ordered. The addresses of the locations are included in PWS. Support of the use of the reusable sharps containers will be a dock to dock service which is addressed again in the following question.

Question: Do vendors have to provide onsite labor to perform sharps container exchanges or will this be done by VA personnel?



Answer: No, vendors do not need to provide onsite labor, the support for the use of the reusable sharps containers will be on a dock to dock basis.

Question: Would the VA consider a flat monthly rate for sharps versus per container turn-around?



Answer: The VA is seeking the capability of ordering reusable sharps boxes in the quantities identified in which to put sharps RMW at the locations identified in the PWS.

Question: How many total sharps container locations exist currently at the main Bay Pines VAMC?



Answer: The VA has provided a best estimated quantity of reusable sharps containers that may be needed, by size, for the locations identified within the PWS. The servicing of the reusable sharps containers will be a dock to dock service.

Question: Will the reusable sharps containers be diverted out of the medical waste stream and will the reusable sharps containers be required to be transported to a reusable sharps management treatment facility where the reusable sharps waste will be treated in accordance with state and federal guidelines to include being disinfected in accordance with state & federal guidelines?



Answer: The Government is seeking the ability to order and utilize reusable sharps containers for sharps waste in accordance with the PWS.

Question: In regards to the "on-call", the statement in the PWS, for example, "One (1) 20 cubic yard, open top bin to be removed once a week on an on-call basis." Please confirm that if no call is made then container is not to be picked up.



Answer: The "on-call" refers to the fact that the Government will call the contractor when the bin is full for pickup. If no call is made then the container would not be picked up.



The Contracting Officer in reviewing all of the questions and answers noticed the following from Amendment 4's Question and Answer:

1) Is it acceptable for the "on-call" pickups to be completed by the next day?



Answer: Pick-ups conducted on the next business day from when they were ordered is acceptable, however same day is preferred.

This answer would appear to conflict with many of the pickup turn-around times established within Attachment A.

Therefore, the following language will be added to the Attachment A.

The Government will allow pickups to be made the next business day if the call for pickup was made after 2:00 PM. Calls for pickup made prior to 2:00 PM will be conducted in accordance with Attachment A, Bin Provision Listing.

The purpose of this amendment is as follows:

1. The following are questions and answers relating to this synopsis-solicitation.

2. All other terms and conditions remain the same.

Question and Answers:

1) Would the Government consider different size containers for the Solid Waste CLINs?



Answer: At this time the answer is no, please quote according to the Performance Work Statement (PWS), attachments and the established Contract Line Items.

2) Will the Government accept a scheduled pickup per week OR does the Government want an "on-call" container pick up?



Answer: Government wants "on-call" container pick-up as described in the PWS and its attachments.



3) Is it acceptable for the "on-call" pick-ups to be completed by the next day?



Answer: Pick-ups conducted on the next business day from when they were ordered is acceptable, however same day is preferred.

4) Will the Government accept the use of 2 roll-off containers that will be dockside at the hospital for consolidation of RMW?



Answer: At this time the answer is no.

5) Are the "additional supplies" to include; SHARPS, Medical Waste Bags, other non-transport containers are to be purchased separately?



Answer: The Government is seeking the contractor to provide sufficient materials in accordance with the PWS, attachments and contract line items. Materials such as the sharps themselves, medical waste bags or other containers not associated with storage or removal of the waste associated with this requirement are purchased separately.

6) Does the contractor have to pull half empty containers if overall guiding regulation is the Florida Department of Health Chapter 64E?



Answer: The contractor is to provide the services in accordance with the PWS and within the terms and conditions established within the synopsis solicitation.

7) Please confirm that weight tickets can EITHER be submitted via email to the Environmental Protection Specialist OR hand carried to the Maintenance Worker Supervisor.



Answer: Either is method is acceptable. The fax number is provided within the PWS.



8) Please confirm that previously submitted Past Performance Questionnaires are acceptable and we do not need to have our customers resubmit?



Answer: Past performance questionnaires will be accepted up until the established closing date of March 25, 2016 at 12:00 PM Eastern.

9) What is the Period of Performance?



Answer: The period of performance will be twelve months from date of award to include four, twelve month options.



10) Are the "Reusable SHARPS containers" priced in the contract line items to be part of the contract?



Answer: The answer is yes.

11) Within paragraph A of the PWS the table gives an estimated container usage count. Is this the number of containers staged at the site or is it the number of containers actually picked up each time that facility is serviced?



Answer: This is the number of bins that we have estimated in order to be able to have bins in rotation so that the Government will have bins to replace the ones that are picked up and some for reserve.



12) Is the RMW at the C.W. Bill Young Medical Center (Hospital) serviced daily?



Answer: Yes, it is serviced daily.



13) What is the usage of Solid Waste Compactors at the main facility, C.W. Bill Young Medical Center (Hospital) and at the Lee County HealthCare Facility?



Answer: Usage is described in the Attachment A and within CLIN 0001 and the optional CLINS.

The purpose of this amendment is as follows:

1. The response date and time is hereby changed as follows:

FROM: February 26, 2016 at 12:00 PM Eastern

TO: March 25, 2016 at 12:00 PM Eastern

2. The pricing schedule, Attachment B has been amended to reflect the following changes:

a. Units within the schedule have been identified as pick-ups.

b. Best Estimated Quantities have been adjusted to be more congruent with the period of performance and Attachment A.



3. The Performance Work Statement is hereby changed as follows:

a. Paragraph U under "Special Contract Requirements" is removed in its entirety. The word "keys" is removed from paragraph one.



b. Paragraph E, "General Requirements" is hereby changed as follows:



FROM: "The contractor shall maintain the furnished containers/bins in a clean and sanitary condition at ALL times. Contractor owned metal containers/bins shall be steam-cleaned once a month prior to returning the container to VA medical facility after disposal. Certification of sanitation must be provided with the return of the container. Containers must be made of polyethylene, with integrated rollers or wheels. Additionally, on a quarterly basis contractor will include and inspection record of each container provided in the contract and its condition. All containers/bins must pass inspection or will need to be replaced immediately. Inspection form will be developed by COR to be used by contractor. Lastly, the area immediately surrounding the containers/bins shall be maintained in a clean, orderly and sanitary condition. If during the contract period, VA determines that the condition of any equipment supplied by the contractor constitutes a hazard to the health, safety or welfare of VA employees, patients, or the general community, the contractor shall immediately upon receiving notice of such determination, by the CO or COR, remove the equipment from the VA installation and shall immediately replace it with equipment which is approved by the VA facility."



TO: "The contractor shall maintain the furnished containers/bins in a clean and sanitary condition at ALL times. Contractor owned metal containers/bins shall be cleaned if requested by the COR. Certification of sanitation must be provided with the return of the container. Containers must be made of polyethylene, with integrated rollers or wheels. Additionally, on a quarterly basis contractor will include and inspection record of each container provided in the contract and its condition. All containers/bins must pass inspection or will need to be replaced immediately. Inspection form will be developed by COR to be used by contractor. Lastly, the area immediately surrounding the containers/bins shall be maintained in a clean, orderly and sanitary condition. If during the contract period, VA determines that the condition of any equipment supplied by the contractor constitutes a hazard to the health, safety or welfare of VA employees, patients, or the general community, the contractor shall immediately upon receiving notice of such determination, by the CO or COR, remove the equipment from the VA installation and shall immediately replace it with equipment which is approved by the VA facility."



4. The PWS now contains a table that provides an estimate of the number and type/size of RMW containers currently in use and locations, for pricing purposes only. This table will not be part of the final contract as the contractor shall provide sufficient materials to all locations during the performance of the contract.



5. The PWS now contains an estimated schedule for the RMW removal at the CBOC(s) for pricing purposes only. This information will not be part of the final contract as the contractor is responsible for the proper and timely disposal of the RMW waste at all locations.



6. The instructions to quoters, paragraph 6, Technical Requirements that the Contractor Shall Provide, item 2 has been changed as follows:



FROM: The Prime contractor must have this permit with their corporate name appearing on it.



TO: The contractor must provide a current, active, Florida Department of Health Medical Waste Transporters permit.



7. The following clause is hereby incorporated:

52.236-7 Permits and Responsibilities (Nov 1991)

The Contractor shall, without additional expense to the Government, be responsible for obtaining any necessary licenses and permits, and for complying with any Federal, State, and municipal laws, codes, and regulations applicable to the performance of the work. The Contractor shall also be responsible for all damages to persons or property that occur as a result of the Contractor's fault or negligence. The Contractor shall also be responsible for all materials delivered and work performed until completion and acceptance of the entire work, except for any completed unit of work which may have been accepted under the contract.

(End of Clause)

8. Information to be submitted section of the synopsis solicitation has been changed as follows:

FROM: All quotes shall include a statement regarding the terms and conditions herein as follows:

"The terms and conditions in the RFQ are acceptable to be included in the award document without modification, deletion, or addition."

OR

"The terms and conditions in the RFQ are acceptable to be included in the award document with the exception, deletion, or addition of the following:"

TO: All quotes shall include a statement regarding the terms and conditions herein as follows:

"The terms and conditions in the RFQ are acceptable to be included in the award document without modification, deletion, or addition."

Any exceptions to this synopsis solicitation must be raised prior to quote submission. Modification, deletion or addition by the Offeror may result in disqualification.

9. All other terms and conditions remain the same.

The purpose of this amendment is as follows:

1. The following are questions and answers relating to this synopsis-solicitation.

2. The response date and time is hereby changed as follows:

FROM: February 24, 2016 at 4:00 PM Eastern

TO: February 26, 2016 at 12:00 PM Eastern

3. The pricing schedule, Attachment B has been amended to reflect changes with the non-disposable, reusable needle boxes and the required sizes. The revised Attachment B is attached to this amendment and supersedes the prior version.

4. All other terms and conditions remain the same.

Question and Answers:

Question 1: Is it a requirement for the contractor to provide trash can liners for the waste around the facilities?

Answer: The answer is no, the contractors do not need to provide trash can liners for the waste around the facilities.



The Performance Work Statement (PWS), paragraph A is hereby changed as follows:



FROM: Scope of Work: The contractor shall provide the sufficient materials to include a number of 96 gallon totes and 30 gallon containers for Regulated Medical Waste, bins (e.g. 8 cubic yard, 10 cubic yard, 20 cubic yard, 30 cubic yard) and other necessary supplies (e.g. pallets, signage, keys, designated color waste bags and transport dollies) for government use in storing of solid waste, regulated medical waste and recyclable materials.



TO: Scope of Work: The contractor shall provide the sufficient materials to include a number of 96 gallon totes and 30 gallon containers for Regulated Medical Waste, bins (e.g. 8 cubic yard, 10 cubic yard, 20 cubic yard, 30 cubic yard) and other necessary supplies (e.g. pallets, signage, keys and transport dollies) for government use in storing of solid waste, regulated medical waste and recyclable materials.



Question 2: Are the metal containers referenced in paragraph E to be steamed cleaned monthly?

Answer: Yes, the contractor owned metal containers/bins are to be steam cleaned monthly.

Question 3: Is the Government interested in reusable needle boxes?

Answer: The Government is interested in having the capability of ordering, non-disposable, reusable needle boxes in the sizes and amounts identified within the pricing schedule.

Question 4: Does the Government want the contractor to dump bags into the containers at the VA location?

Answer: In reference to paragraph I of the PWS, no, the contractor does not dump the bags in to the containers at the VA locations.

The Performance Work Statement (PWS), paragraph I is hereby changed as follows:

FROM: Contractor shall assume full responsibility for compliance with all Federal, State, County and City laws, rules, regulations, and executive orders governing collection and disposal of general waste, regulated medical waste, and recyclable materials. The contractor shall take all segregated waste streams in their bagged form and it will be the responsibility of the contractor to unbag the waste if the waste center will not accept bags

TO: Contractor shall assume full responsibility for compliance with all Federal, State, County and City laws, rules, regulations, and executive orders governing collection and disposal of general waste, regulated medical waste, and recyclable materials.

Question 5: Is the Government seeking a specialized, dedicated truck to provide the weights of the front end load containers?

Answer: No, the Government is not seeking a specialized, dedicated truck to provide the weights of the front end load containers. The contractor is to provide estimated weights of the waste within the front end load containers. All references within the PWS of front end loaders required to have weight tickets have hereby been stricken from the PWS and attachments.

Question 6: What is the schedule for providing weight tickets? Can the weight tickets be emailed instead of faxed?

Answer: To answer this question, Attachment A, Note paragraph is hereby changed as follows:

FROM: Note: Weight Tickets MUST BE PROVIDED to Bay Pines VA Healthcare System, for the prior week by the close of business the following Monday, in the following manner:



A. Hand delivered to Maintenance Worker Supervisor, Specialty Services



B. Faxed to Attn: Environmental Protection Specialist, EMS at 727-319-1365



TO: Note: Weight Tickets MUST BE PROVIDED to Bay Pines VA Healthcare System, for the prior month by the close of business the following Monday of the 2nd week of the prior month, in the following manner:



A. Hand delivered to Maintenance Worker Supervisor, Specialty Services



B. Faxed or emailed to Attn: Environmental Protection Specialist, EMS at 727-319-1365



Question 7: Is the Prime contractor required to have a Florida Department of Health Medical Waste Transporters permit with their corporate name appearing on it?

Answer: Yes, the Prime contractor is to provide a copy of its Florida Department of Health Medical Waste Transporters permit with their corporate name appearing on it. This permit must be submitted to the Government in accordance with in the synopsis solicitation.

Question 8: Are the supply of reusable sharps containers required as part of the requirement? If so, how many and of what sizes is the Government looking for?

Answer: The size and number of the reusable, Non-Disposable Needle Boxes are included in the pricing schedule, Attachment B.

Question 9: Does the Government want a 30yd RMW roll off container?



Answer: Per paragraph A of the PWS, the contractor shall provide the sufficient materials to include a number of 96 gallon totes and 30 gallon containers for Regulated Medical Waste, bins (e.g. 8 cubic yard, 10 cubic yard, 20 cubic yard, 30 cubic yard) and other necessary supplies (e.g. pallets, signage, keys and transport dollies) for government use in storing of solid waste, regulated medical waste and recyclable materials. There are no Government furnished roll-off containers.



Question 10: Is a roll-off allowed for RMW waste?

Answer: Yes

Question 11: Is the pricing for reusable, Non-Disposable Needle Boxes required?

Answer: Yes

Question 12: Are the sizes stated in the synopsis solicitation required may a contractor offer 2, 3, 4, 8 and 17 gallon as alternatives?

Answer: No, please do not quote alternative sizes. Please quote the size of containers defined within the attached revised Attachment B.

Question 13: Is the disposal of the sharps self-service or full service? Is a technician required to be provided by the contractor for the disposal of the sharps?

Answer: Disposal of the sharps is self-service; the Government is seeking the capability of ordering reusable, Non-Disposable Needle Boxes as defined in Attachment B. A technician is not needed.

Question 14: Does the synopsis solicitation call for the contractor to provide red bags?

Answer: This question is answered in question one above as the language in paragraph A is now changed.

Question 15: What is the specification for the reusable, Non-Disposable Needle Boxes?

Answer: The specification is the size of reusable, Non-Disposable Needle Boxes identified in Attachment B.

Question: Is it the Government's requirement that all drivers, transport vehicles and disposal facilities to also be owned and operated by the SDVOSB companies in order to be considered the Prime Contractor?

Answer: The Government is unaware of this assertion being within the synopsis solicitation.

Attached is the revised PWS and attachment A in its entirety reflecting changes identified in this question and answer. Also attached is the revised Attachment B as referenced above.

The purpose of this amendment is as follows:

1. Attachment B is hereby amended and a new Attachment B is attached. The attached pricing schedule supersedes the previous version. The only changes made to Attachment B are related to the description of the needle boxes. The needle boxes are to be non-disposable needle boxes. This impacts items 0023 through 0028 and the subsequent options.



2. While the Contracting Officer was verifying information within the Performance Work Statement for the question and answer section below he noticed some errant information within Section C. Invoices. The following information is hereby deleted from this section:

"All invoicing by the Contractor for multifunction printer devices will be submitted monthly and in arrears to:



VA Financial Service Center

Box 149971,

Austin, TX 78714-9971."



The Contracting Officer regrets this error.



3. The following are questions and answers relating to this synopsis-solicitation.



Question and Answers:

Question 1 Is the item number X022, Bio Hazardous Waste removal, to be billed on a per pound fee basis for an estimated 957,838 pounds per year?

Answer The cost would be entered on the pricing schedule on a per pound basis. So for 12 months the Government estimates that there will be 957,838 lbs. of waste. The Government requests a fixed annual disposal cost on a per pound basis (unit). Disposal would be billed on a monthly basis in arrears.

For example ONLY, 957,838 lbs. of waste x .10 (fixed price) per pound disposal cost= $95,783.80. This would be the annual estimated cost. This is for example purposes only.

Question 2 Are item numbers X023 - X028 the unit price for container only as disposal is included in X022?

Answer Yes, these items are for the non-disposable needle boxes only. Needle disposal cost is captured in item X022.

So for example, the Government may order 20, 1 qt. non-disposable needle boxes over the 12 months, this would be 20 times the box cost equals the total. For example purposes only, 20 (1 qt.) non-disposable needle boxes x $5.00 (fixed price for each non-disposable needle box) = $100.00.

Question 3 Are items X023 - X028 based on an annual volume not monthly, and is billed as unit price?

Answer The best estimated quantities for these items are on an annual or 12 month basis. So for example, the Government needs the capability of ordering 12 non-disposable needle boxes in the 19 Gal size over a 12 month period. The Government places an order for the non-disposable needle boxes in accordance with the contract and the non-disposable needle boxes would be billed for after their delivery to the Government.

**Note: X referenced above identifies the base item number and the subsequent option periods.

See Attached COMBINED SYNOPSIS/SOLICITATION VA248-16-Q-0235