S205--Black Hills VA Health Care System Solid Waste Removal Sources Sought

The Black Hills VA Healthcare System requires solid waste removal services in accordance with the draft Statement of Work (SOW) below.

This is a sources sought looking for vendors to perform the services per the SOW for market research purposes. No awards of a contract will be made from this announcement.

If you are a vendor that can complete the work described in the SOW with competitive pricing, please send your contact and organization information with a descriptive proof of capability to: Jeffrey.Brown8@va.gov on or before October 16th, 2026. Only emailed responses will be considered.

Additionally, please provide answers as appropriate to the following questions in the table below with your response to this sources sought. Failure to respond to the following questions may affect the acquisition strategy.

Question #

Questions

Vendor Responses

1.

Identify your organization's socio-economic category.

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2.

State whether any of the requested services may be ordered against a government contract awarded to your organization (e.g Federal Supply Schedule (FSS), General Services Administration (GSA), etc.).

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3.

State if subcontracting is contemplated for this requirement, what percentage of the work will be subcontracted and for what tasks.

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*If applicable, VAAR 852.219-75 VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction, will apply to the potential solicitation if set-aside for Veteran Owned Small-Businesses or Service Disabled Veteran Owned Small-Businesses.*

*If applicable, FAR 52.219-14 Limitations on Subcontracting, will apply to the potential solicitation if set-aside for Small-Businesses.*

B.3 Statement of Work

General Requirements: Contractor shall furnish all labor, supervision, materials, supplies and equipment necessary to collect, remove, and dispose of solid waste resulting from day-to-day operations at the Fort Meade SD and Hot Springs SD VA Medical Centers. Solid waste may include used mattresses, broken furniture, used carpeting, bundled cardboard, construction rubble, etc. Solid waste will not include any items considered hazardous waste, medical waste, or waste defined by the EPA as being not general solid waste.

Contractor Compliance: Contractor shall assume full responsibility for compliance with all current Federal, State, City, and County laws, VHA M-1 Part VII Chapter 14 dated 9/19/94, rules and regulations governing the collection, removal, and disposal of solid waste. Contractor shall be responsible for providing copies of all necessary permits/documents upon VA request. Contractor shall dispose of solid waste collected from the VA in such a manner as not to cause conditions detrimental to public health or to constitute a public nuisance. Contractor shall assume full responsibility for clean up in the event solid waste is released into the environment accidentally or otherwise, on or off VA property because of the Contractor s actions.

Schedule Work: Contractor shall provide a schedule of services agreeable to both the Contractor and VA. This schedule will be determined by the size and types of collection containers utilized and the types of containers that food waste will be collected in. Contractor shall provide service on regular business days, Monday through Friday, between the hours of 7:00am and 4:30pm. In the event a scheduled pick-up falls on a federal holiday the pick-up will take place no later than the next business day.

Unscheduled Work: From time to time there may be special needs that require immediate attention by the Contract at contractor expense, such as, a collection container or compactor repair (Non-VA Owned) or collection container was missed on a regularly scheduled pick-up. When this occurs the Contracting Officers Representative (COR) will place a call notifying Contractor of the situation. The Contractor shall respond the next business day during the hours of operation from 7:00am to 4:30pm to resolve the issue, even if that falls on a weekend or holiday, unless otherwise agreed upon by the COR. In the event inclement weather causes a delay in service the Contractor shall provide service no later than the next business day.

Availability of Utilities: The VA shall furnish at no expense to the Contractor, electricity at existing outlets for Contractor s use in performing this contract. Should the Contractor propose a plan that is beneficial to the VA in which additional electrical outlets would be required, the VA may consider installing them at the VA s expense. At no time will the Contractor make any modifications to the electrical outlets without prior approval by the VA.

Vehicles: The Contractor shall use vehicles specifically designed for waste collection that have watertight bodies and do not permit loss of waste. Open box trucks, with canvas covers, shall not be permitted with the sole exception of specially requested roll off containers. Vehicles shall be maintained in good repair, operate safely, be relatively clean, and not be considered unsightly. Vehicles considered by the COR not to meet the prior minimum standards will not be permitted to collect waste on VA property until corrected. The Contractor shall have sufficient vehicles for backup of regularly assigned vehicles to insure completion of contract requirements in the event of breakdowns or other unforeseen problems.

Containers: Contractor shall provide easy loadable, leak proof, industrial heavy- duty type solid waste containers that have working lids/covers. Containers that are mounted on wheels shall have a mechanism that locks the wheels for safety. Containers shall be maintained in good operating condition, cleaned regularly, and shall not be unsightly. No containers or lids shall be rusty, bent, or damaged. Containers identified by the VA that do not meet these standards shall be replaced or repaired within seven (7) calendar days unless otherwise agreed upon by the VA. All containers should be of sufficient size to hold a minimum of three to four days worth of solid waste. Compactor shall meet the standard safety guidelines to protect the operators from accidental injury or death. Compactor containers shall be operational year-round regardless of weather and temperatures. All equipment supplied must be fit for the duty to which it is intended.

List of Current Containers:

Hot Springs:

7 each - 4-yard containers (building 12)

3 each 1-yard containers (building 11)

1 each 6-yard compactor (building 12)

1 each 6-yard container for compactor (building 12)

Fort Meade:

1 each 40-yard compactor (located at building 145 dock)

1 each 40-yard container for compactor (located at building 88)

3 each 30-yard containers (east yard behind boiler plant area)

Additional Containers Upon Request:

Hot Springs:

2 each 30-yard containers upon request annually (request may be two different dates for a maximum of 2 containers in total in a year time frame)

Collection Areas: Contractor shall provide a sufficient number of containers of appropriate size to match the requirements of the BHHCS, additional containers shall be provided as deemed necessary. Contractor shall insure that the area immediately surrounding waste containers is clean. Any large solid waste that will not fit into a waste container will also be removed at the Contractor s earliest convenience; time will not exceed more than seven (7) days.

Waste Weights: Contractor shall provide written verifiable actual weights of the solid waste collected and removed by the type of wastes, from the VA with each monthly billing cycle. In addition, if there is waste that the Contractor takes to a Recycling Facility the Contractor shall provide specific weights to the VA for tracking purposes. Examples of this would be cardboard, paper, bundles, metals and compost.

Contractor Personnel: Contractor shall provide well trained staff that is courteous, maintain an acceptable appearance, and wear some type of easily readable identification that shows they are Contractor staff.