Removal and Disposal of Regulated Medical Waste

The State of West Virginia Department of Health and Human Resources, Office of Shared Administration (DoHS OSA), on behalf of the Department of Health Facilities' Welch Community Hospital located in Mineral County, is soliciting competitive bids for the removal and disposal of regulated medical waste through Request for Quotation ARFQ WEH2500000012. The procurement encompasses three primary service components: monthly rental of one on-site storage unit with a minimum capacity of 640 cubic feet featuring all-steel construction, secure locking mechanisms, lighting, climate control with air conditioning, and single-phase 208-volt electric service for a 12-month period; weekly scheduled removal and disposal of infectious medical waste, clinical waste, and bio-medical waste for 52 weeks annually; and disposal services based on poundage for approximately 9,100 pounds of medical waste. Vendors must be registered infectious waste hauling companies permitted to operate in West Virginia and must possess a current State of West Virginia infectious medical waste transporters permit prior to contract award. All packaging and shipping must comply with 49 CFR 173.197 standards, and vendors must maintain comprehensive documentation including certificates of destruction, manifests, pickup logs with date, time, facility location, and staff signatures, and barcode tracking systems or destruction certificates for poundage-based waste. The evaluation criteria stipulate that contract award shall be made to the vendor offering the lowest grand total cost while meeting all mandatory requirements, with pricing submitted on a per-pound basis in addition to weekly service charges and monthly unit rental costs, with all anticipated delivery, fuel, transfer, and travel surcharges incorporated into quoted unit costs rather than billed separately. The mandatory pre-bid meeting is scheduled for April 1, 2025, at 1:30 PM, with attendance required or vendors face bid disqualification; written questions must be submitted by 10:00 AM on March 18, 2025, to Theresa Dorsey at DHHR Purchasing Division; and all bids must be delivered in sealed form or submitted electronically through wvOASIS by April 1, 2025, at 1:30 PM.

This solicitation is subject to federal procurement compliance requirements as outlined in the Federal Funds Addendum, treating the procurement as potentially two separate evaluations—one for state-level procurement and one for county/local federal funds procurement—though a single combined contract award may result if the same vendor prevails in both categories. Vendors must comply with affirmative action requirements to utilize minority businesses, women's business enterprises, and labor surplus area firms; demonstrate preferences for domestically produced goods and materials; comply with the Copeland Anti-Kickback Act; and meet equal employment opportunity provisions and debarment checks through the System for Award Management (SAM). All vendors must maintain Commercial General Liability Insurance of at least $1,000,000 per occurrence and Automobile Liability Insurance of at least $1,000,000 per occurrence, with the State listed as an additional insured, and must provide proof of workers' compensation insurance as required by law. Vendors must be properly registered with the West Virginia Purchasing Division and may be required to pay a $125 registration fee, and the successful vendor must execute a HIPAA Business Associate Agreement for handling protected health information in accordance with HIPAA privacy and security standards. Vendors must also satisfy the Purchasing Affidavit requirements, certifying they do not owe debts exceeding one thousand dollars in aggregate and are not in employer default unless the debt is being contested or a current payment plan is maintained in good standing. Payment will be made monthly in arrears upon receipt of proper invoices, with the facility accepting West Virginia State Purchasing Card payments and electronic funds transfers; no specific contract award value or budget range has been disclosed in the available solicitation documents.