S222--Sharps Medical Waste Disposal

Sources Sought Notice

Sources Sought Notice

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Sources Sought Notice

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Sources Sought Notice

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DESCRIPTION

THIS REQUEST FOR INFORMATION (RFI)/SOURCES SOUGHT

DISCLAIMER

This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.

The submission of pricing, capabilities for planning purposes, and other market information is highly encouraged and allowed under this RFI In Accordance With (IAW) FAR Part 15.201(e).

SOURCES SOUGHT DESCRIPTION

This is NOT a solicitation announcement. This is a RFI/sources sought only. The purpose of this sources sought/RFI is to gain knowledge of potential qualified sources and their size classification relative to NAICS 562112. Responses to this sources sought will be used by the Government to make appropriate acquisition decisions. After review of the responses to this sources sought, a solicitation announcement may be published. Responses to this sources sought synopsis are not considered adequate responses for a solicitation announcement.

The following VAAR policies and clauses will be applicable to this requirement if an SDVOSB/VOSB entity is interested and qualified in this requirement:

limitations on subcontracting requirements set forth in 15 U.S.C. § 657s and in VAAR 852.219-10 and 852.219-11);

852.219-77, VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction

The Department of Veterans Affairs (VA), VISN 15 Network Contracting Office, is seeking sources that can provide the following:

Please submit your capabilities that show clear, compelling, and convincing evidence that you can meet the requirement described in the attached SOW.

Responses to this notice shall be submitted via email to George Johnson at george.johnson9@va.gov. Telephone responses shall not be accepted. Responses must be received no later than Thursday 1/11/24. If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this sources sought. Responses to this sources sought notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation.

STATEMENT OF WORK (SOW)

Title of Project

Sharps Medical Waste Disposal Services for the St. Louis, MO VA Medical Center

Location

Services will be provided to both the Jefferson Barracks and John Cochran Divisions of the VA St. Louis Health Care System located at:

St. Louis VA Medical Center

Jefferson Barracks Division

1 Jefferson Barracks Dr.

St. Louis MO 63125

St. Louis VA Medical Center

John Cochran Division

915 N Grand Blvd.

St Louis MO 63106

Scope of Work

The Contractor shall provide all labor, materials and transportation necessary to provide Sharps Medical Waste Disposal Services for the St. Louis MO VA Medical Center in accordance with the following specifications, terms and conditions.

Background

The following table identifies historical data of the average number of container exchanges per

month as listed:

Division

Containers Exchanges/Month

John Cochran

400

Jefferson Barracks

100

The following section provides additional background information which presents the inventory of the containers at both campuses:

Division

2-Gal

4-Gal

8-Gal Trap

8-Gal Funnel

17-Gal

Total

John Cochran

51

362

78

9

37

537

Jefferson Barracks

7

272

20

299

Performance Period

The Contractor shall begin the work required under this SOW commencing with the effective date of award, unless otherwise directed by the CO, and shall provide continuous service until the date of contract expiration. Work at the VA Medical Center shall not take place on Federal holidays or weekends unless directed by the COR, AltCOR or the CO.

(b) SERVICES TO BE PROVIDED

The contractor shall provide at no cost to the government all sharps containers or increased containers of varying sizes, depending if a particular size container is not needed as much as a different size, caps, lids, mounting brackets, and carts for interim storage and transport sufficient to meet VA St. Louis current and future requirements. The brackets and carts furnished will be capable of holding any of the different size containers for use in all areas of the facility including Wards, clinics, Operating Room, Hemodialysis, etc. The products must meet all federal, state, OSHA and DOT standards for collection, storage, and transport of medical waste/sharps. All mobile carts and bulk transport carts must have wheels and be in clean and good repair at all times. Minimum requirements for the reusable sharps containers are as follows:

Reusable.

Puncture proof.

Pre-assembled.

Leak proof.

Overfill protection

Lockable.

Sight/view port.

Multiple sizes, 2 gal, 4 gal, 8 gal, and 17 gal.

Able to be sanitized or sterilized

The contractor shall conform to all federal, state, and local regulations governing the providing of, transporting and disposal of sharps/medical waste to include:

Conforming to all OSHA standards related to the collection, storage, and transport of medical waste/sharps such as proper labeling and packaging of medical waste containers, use of personal protective equipment (PPE) by contractor personnel during the handling and disposal of waste, and implementation of measures to prevent needlestick injuries and other sharps-related injuries.

Adhering to Department of Transportation (DOT) compliance concerning the transportation of medical waste such as proper labeling and packaging, guidelines for transporting hazardous materials and the maintenance of appropriate documentation, including shipping papers and manifests while in transport.

The contractor is responsible for training medical center staff on the use, handling and care of the reusable sharps containers. Training will be documented and provided 24-7 during installation to ensure that training is available to all employees.

At the expiration of the contract, the contractor is responsible for the removal of their existing sharps containers and container brackets. The new contractor shall furnish sharps containers, caps, lids, and container brackets, and install their wall brackets at no cost to the government. Wherever feasible, the contractor will mount their wall brackets in the same location as the existing brackets being removed. All brackets will be securely mounted. Placement should be in accordance with industry standard ergonomic practices when possible.

The contractor is responsible for providing a manifest of all items picked up (number of containers and sizes) at the time of pick up to the Contracting Officer s Technical Representative (COR) or his/her designee. A detailed destruction manifest of all medical sharps containers transported from the VA Medical Center to include the date of pick up and location, as well as, the date and place of destruction is to be provided to the COR within thirty (30) calendar days of destruction.

VA will be responsible for collecting all full containers and bringing to the designated medical waste storage area. Waste pick up weekly on Tuesdays at the John Cochran division from the back loading dock of Building 1and monthly on the third Thursday of the month at the Jefferson

Barracks Division from the loading dock of Building 93. A VA representative will need to verify the number and sizes of containers picked up at each collection. The containers will be placed on shelving units that are provided by the contractor.

The Contractor will furnish one-for-one replacement sharps containers that will be placed on shelving units that are the same quantity, quality, and size as the replaced containers and are certified to have been cleaned/sterilized and are in proper working condition prior to delivery to the medical center (no signs of blood or body fluids or any other type of dirt).

The contractor will provide a backup plan in the event circumstances disrupt their ability to provide pick up services. Remedial service will be provided within 24 hours of a failure to meet scheduled pick-up or delivery times.

Contractor s failure to provide an adequate number of containers may result in the need for an overnight delivery or overnight shipment at the contractor s expense. When a certain size container is low or out, the contractor will provide the deficiency with 24 hours at no additional charge to the VA and the amount of containers brought by the contractor will last until the next replenishment period. Sufficient containers are required to be supplied that will meet the daily needs of the VA.

Pricing will be set at a price-per-container used. Contractor shall submit invoices based on the actual usage of sharps containers during the specified billing period.

Contractor shall submit invoices on a monthly basis. Each invoice shall cover all services provided during the preceding month. Invoices will be within thirty (30) days from the end of the billing period detailing the following:

A detailed manifest of all items picked up, including the number of containers, sizes collected during each pick-up.

Provide a detailed list of shelving units, specifying their tier (two or three), along with the size and quantity of containers on each.

Billing shall be consolidated for both divisions (John Cochran and Jefferson Barracks)

(c) GENERAL REQUIREMENTS.

Hours of Coverage

(A) The contractor will provide all required services within the normal business hours (7:00 AM to 4:30 PM (CST) M-F).

(B) All services shall be performed during these normal hours of coverage unless one of the following conditions exists:

(i) The contractor wishes to furnish services at a time that is outside of the normal hours of coverage, at no additional cost to the Government, the contractor submits a request to the COR prior to the proposed start of the work, and the request is approved in writing by the COR before work is begun.

(ii) The COR directs that the services be furnished at a time that is outside the normal hours of coverage and the additional cost is recommended by the COR and authorized by the CO.

Federal holidays observed by the VA Medical Center

New Year s Day Labor Day

Martin Luther King Day Columbus Day

President s Day Veteran s Day

Memorial Day Thanksgiving Day

Juneteenth Christmas Day

Independence Day

and any other day specifically designated by the President of the United States.

Point of Contact

The contractor shall appoint a point of contact that will have the responsibility to respond to customer needs in the performance of this contract. He/she will ensure emergent needs are appropriately addressed within 24 hours and non-emergent needs addressed within the normal delivery period specified by the contract.

(4) Quality Assurance/Assurance Control

The contractor shall have a quality control program in place to ensure the requirements of this contract are provided as specified. The program will include, but will not be limited to the following:

An inspection system covering the services listed in the Scope of Work. It must specify areas or work to be inspected on a scheduled basis.

A method of identifying deficiencies in the quality of services performed before the level of performance becomes unacceptable which would include ensuring products delivered are clean.

A record of all inspections conducted by the contractor and corrective action taken. These documents shall be made available to the Government during the contract.

Performance Measurement

Performance Objective

Performance Threshold

All deliveries of sharps containers and related materials are made in conformance with the contract.

Emergency requests will be addressed within twenty-four hours. Failure to meet prescribed timeframes for non-emergent deliveries shall not exceed once per quarter.

All non-emergent complaints regarding services will be appropriately addressed and corrected within the normal delivery period specified by the contract.

Non-emergent complaints shall be addressed and corrected within five business days from the date of complaint.

Exposure to Bloodborne or Infectious Material

There is a potential for exposure to blood borne or other infectious material with equipment throughout the medical centers. All Contractor personnel must use the Universal Precautions (i.e. decontamination of medical equipment, wearing protective gloves, aprons, and goggles) during cleaning and maintenance/repair procedures. A copy of the Medical Center s infection control policy is available on-line at http://vhastlwebdata1.v15.med.va.gov/mcm/files/MCM-00QM-15.pdf

(6) Required Contractor Reporting

The contractor is responsible for supplying, completing and submitting all reports required or requested by Federal, State or local ordinances, which pertain to any duties contained in the contract.

All tasks accomplished by contractor personnel will be performed to preclude damage or disfigurement of govern-owned furnishings, fixtures, equipment and structures. The contractor will report any damages caused by his/her agent and will be responsible for repairing or replacing to the VA s satisfaction. The government will not be held responsible for loss or damage to the contactor s equipment or belongings.

(7) Identification, parking, smoking and VA regulations

Contractor s personnel shall wear visible identification at all times while on the premises of the VA. Identification shall include, as a minimum, the employee s name, position, and the contractor s trade name.

It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from VA Police Service. VA will not invalidate or make reimbursement for parking violations of the contractor under any conditions.

Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not local district, state, or municipal court.

Smoking is prohibited inside all VA buildings.

If warranted, an access badge will be given to the contractor s employee upon entrance into VA buildings. The contractor employee must safeguard the access badge and immediately report any lost, stolen, or destroyed badges to the COR. All contract personnel must properly display their access badges. Access badges must be worn at or above the waist (facing forward.). The contractor s employees must return the access badge(s) to the COR or designee at the end of each pick up process.

The contractor shall be required to comply with all security policies/requirements of the VA St. Louis. All security policies/requirements must be met and employees cleared prior to the contractor performing work under this contract. Employees that cannot meet the security and clearance requirements shall not be allowed to perform work under this contract. Employees may be required to attend or complete privacy training.

(8) English Language

The contractor will ensure that employees assigned to this contract possess basic proficiency in spoken and written English.

(9) Interference to Normal Function

Contractor may be required to interrupt their work at any time so as not to interfere with the normal functioning of the facility, including utility services, fire protection systems, and passage of facility patients, personnel, equipment and carts.

In the event of an emergency, contractor services may be stopped and rescheduled at no additional cost to the government.

Contractor personnel shall inform the COR or the designee of the need to gain access to secured areas. If access is required to secure areas, prearranged scheduling will be made with COR or designee.

Contingency Plans

In the event of unforeseen circumstances that may disrupt the contractor s ability to provide regular pick-up services, the contractor shall have a robust emergency and contingency plan in place.

The contractor is required to outline and maintain a comprehensive backup plan to address potential disruptions. The backup plan is to include the following:

Clear contact information for the contractor s point of contact (POC) responsible for the handling of emergency situations.

Provide remedial services within 24 hours of any failure to meet scheduled pick-up or delivery times.

Communication procedures to promptly inform the Contracting Officer Representative (COR) or designated VA personnel about any service disruptions.