Copy of 626-18-1-4189-0004 - Regulated Medical Waste
Page 3 of 12
THIS IS A PRE-SOLICIATION NOTICE The U.S. Department of Veterans Affairs requires Regulated Medical Waste removal service for 9 locations of the Department of Veterans Affairs, Tennessee Valley Healthcare System (TVHS), in accordance with the Performance Work Statement attached. The NAICS code is 562112 and the small business size standard for this procurement is $38.5 Million.
This procurement is a 100% set-aside for Service-Disabled Veteran-Owned Small Business (SDVOSB).
All interested Service Disabled Veteran Owned Small Business (SDVOSB) firms must be registered in the The System for Award Management at http://www.sam.gov/ and registered at the VetBiz Vendor Information Pages: https://www.vip.vetbiz.gov/Public/Register/Benefits.aspx as a SDVOSB firm.
PERIOD OF PERFORMANCE: The anticipated period of performance for this procurement will be an twelve (12) month base year from October 1, 2017 through September 30, 2018, plus four (4) additional one-year option year that may be exercised at the discretion of the Government.
A Request for Quote (RFQ) for this service is anticipated to be released on or about August 1, 2017.
*Disclaimer: All data contained herein is for information only and is subject to change. The data is for general purposes ONLY and SHALL NOT be used in preparation of any offer to the Government.
Performance Work Statement
Regulated Medical Waste
GENERAL
Contractor shall provide complete removal, disposal and transportation of all regulated medical waste (RMW) for the VA Tennessee Valley Healthcare System (TVHS). The Contractor shall furnish all personnel, materials, tools and equipment necessary to perform the task in accordance with the schedule and to comply with all guidelines established by Federal, State and local laws and ordinances.
The Environmental Protection Agency (EPA) defines RMW as "any solid waste that is generated in the diagnosis, treatment, or immunization of human beings or animals, in research pertaining thereto, or in the production or testing of biologicals." This may include any waste material or article which harbors, or may reasonably be considered to harbor, pathogens which might be expected to produce disease in healthy individuals. Medical waste subject to these requirements includes waste that generally has been considered infectious or potentially infectious by the health care community, as well as waste originating from health care or research facilities that are aesthetically objectionable and thus, problematic when disposed of improperly. "Trace" chemotherapeutic waste shall be included in the scope of this contract. "Bulk" chemotherapeutic waste shall be managed as hazardous waste within the generating facility and disposed of through a separate contract.
One of TVHS s top priorities is the minimization of waste to include significant efforts in recycling and waste diversion. It is highly encouraged that prospective bidders give significant consideration to recycling and diversion efforts as part of their submittal. Preference will be given to bidders who consider recycling, diversion and waste minimization efforts as part of their submittal although this alone will not be the deciding factor. The requested services will render all RMW, chemotherapeutic and pathological waste non-recognizable and non-infectious. It is preferable that resulting waste be sent for disposal as fuel in electrical co-generation and/or as much of the waste be recycled as possible (e.g. plastic, metal, etc.). Waste may be incinerated in lieu of co-generation but resulting ash placed in a landfill should be reduced to about 7-10% of the original waste volume. Submittals that simply identify treated waste as being sent to a landfill may not be considered.
REGULATED MEDICAL WASTE (RMW) REQUIREMENTS
Contractor to provide collection containers that are reusable, sealable, leak proof and puncture resistant with secure lids that can be used at point-of-generation collections/stations throughout TVHS facilities. In FY16, TVHS generated approximately 343,000 pounds of medical waste at the Nashville Campus and 82,000 pounds of medical waste at the Alvin C. York Campus in Murfreesboro. The volume of waste at outpatient clinics is nominal.
The contractor shall adhere to the following regulations. Regulations stated should only be used as a guide and are not intended to be all-inclusive regulations that the contractor must comply with.
The contractor shall submit all state department and public reports as required.
Pursuant to codes of the Tennessee Department of Environment and Conservation (TDEC), Division of Solid Waste Management.
The contractor must comply with executive order 13101 (SEPTEMBER 14, 1998) GREENING THE GOVERNMENT THROUGH WASTE PREVENTION, RECYCLING AND FEDERAL ACQUISITION.
The contractor shall utilize an on-line manifest system to receipt for materials and certify proper disposal and that is compatible with current VA computer systems. The contractor will submit the proposed manifest system forms for VA approval. After approval of the online system and award of the contract, the Contractor will furnish login information to the Contracting Officer Representative (COR) to access the online manifest system. The contractor will leave one copy of the manifest with the COR at the time of the pick-up showing the quantity picked up. The completed manifests will be returned within Thirty (30) days to the COR. Manifest shall contain at minimum the signature, address and contact information of (1) generator, (2) transporter and (3) final destruction/disposal representative.
Plant must comply with the Clean Air Act of 1991 and produce only safe neutral by-products and the vendor must be able to show compliance with all environmental applicable state and county regulations.
The COR or designee will verify weights/counts of materials being picked up.
The contractor is responsible for notifying the COR or designee upon arrival and departure at all pick-up locations.
The following is a listing and description of the medical wastes that are, at a minimum, included in the scope of this contract:
Cultures and stocks: Cultures and stocks of infectious agents and associated biologicals, including: cultures from medical and pathological laboratories; cultures and stocks of infectious agents from research and industrial laboratories; wastes from the production of biologicals; discarded live and attenuated vaccines, and culture dishes and devices used to transfer inoculate and mix cultures.
Pathological Waste: Human pathological wastes, including tissues, organs and body parts and body fluids that are removed during surgery or autopsy, or other medical procedures, and specimens of body fluids and their containers. Animal tissues, body parts and carcasses are included in this category. Excluded in this category are tissue samples in paraffin.
Human blood and blood products: Liquid waste human blood and products of blood or items saturated and/or dripping with human blood, including serum, plasma and other blood components, and their containers, which were used or intended to be used in:
patient care (e.g. blood bags)
testing and laboratory analysis
development of pharmaceuticals; and other articles containing dried blood that can be scraped off. Intravenous bags are also included in this category.
Isolation wastes: Biological waste and discarded materials contaminated with blood, excretion, exudates, or secretions from humans who are isolated to protect others from certain highly communicable diseases.
Service Locations:
a.
Alvin C. York VA Medical Center
3400 Lebanon Pike
Murfreesboro, TN 37129
b.
Nashville Campus
1310 24th Avenue South
Nashville, TN 37212
c.
Chattanooga VA Outpatient Clinic
6098 Debra Rd
Suite 5200, Bldg 6200
Chattanooga, Tennessee 37411
d.
Charlotte Avenue Clinic
1919 Charlotte Avenue
Nashville, TN 37203
e.
Women Veterans Healthcare Center
1919 Charlotte Avenue
Suite 300
Nashville, TN 37203
f.
Albion Street Outpatient Clinic
1818 Albion Street
Nashville, TN 37208
g.
Tullahoma Outpatient Clinic
225 Von Karman Road
Arnold Air Force Base, TN 37389
h.
Clarksville Dental Clinic
2291 Dalton Drive
Suite F
Clarksville, TN 37043
i.
International Plaza VA Clinic
2 International Plaza
Suite 300
Nashville, TN 37217
* Future locations may be added by way of modiciation
Tennessee Valley Healthcare System employees shall:
Identify, segregate and label regulated medical waste by placing the waste in plastic waste receptacle liners or containers that are marked with the international biohazard symbol and the wording "Infectious Waste" or "Biohazard Waste". Point of collection containers in each area (e.g. soiled utility room) shall be provided by the Contractor and put in place by TVHS. Point of collection containers in each individual patient room shall be provided by TVHS.
Collect and handle red bags filled with regulated medical waste by placing the bags of waste inside the containers provided by the contractor. TVHS employees shall seal the containers filled with medical waste and transport the containers to the designated staging area at each campus or outpatient clinic.
Contractor shall:
Provide the participating facilities with sufficient amounts of collection containers, reusable, with lids that are sturdy, rigid, leak proof, impervious, on wheels and have the capability of being sealed. Prospective bidders are highly encouraged to conduct a site visit to determine quantity of waste in relation to the type/size of containers provided by the bidder. Point of collection containers in each area (e.g. soiled utility room) shall be provided by the Contractor and shall be approximately 30 gallons capacity or sized appropriately for the collection area with an interlocking lid to snap on/close when ready for transport and shall be approved by the COR or designee. Point of collection containers in each individual patrient room shall be provided by TVHS. All containers shall be equipped with wheels (dollies are acceptable). Exterior walls of the containers shall be identified with the international biohazard symbol and the wording "Infectious Waste" or "Biohazard Waste". Collection containers shall have flip top, foot operated lids (hands-free) for use during loading at collection area (e.g. soiled utility room).
Provide waste generator labels for the following:
PATHOLOGICAL
CHEMO WASTE
REGULATED MEDICAL WASTE
The main campuses at Nashville and Alvin C. York shall be serviced twice-weekly on the same days. Due to storage space issues, an enclosed trailer shall be provided at the loading dock at the Nashville campus. TVHS staff will load filled containers on the trailer. The trailer shall be cleaned or replaced by the Contractor on a quarterly basis. The clinic at Chattanooga shall be serviced every two weeks on the same day. All other locations shall be serviced monthly. Service days may be adjusted by the COR to better meet the needs of TVHS.
Remove regulated medical waste using only properly permitted and licensed trucks and drivers. Contractor shall be required to remove all regulated waste as required by each participating facility as defined below. Contractor shall also respond to a request from the COR to pick up unusually large accumulations of regulated medical waste at the storage facility indicated within eight (8) hours of notification.
Disposal charges shall not include the weight of the reusable tubs and/or lids.
Transport the containers by methods and procedures that fully comply with all local, state and federal rules and regulations. The contractor shall furnish the COR with a fully detailed description of the methodology that shall be used to transport, treat and dispose of the waste.
Provide all packaging materials. This includes cardboard boxes for chemotherapeutic and pathological waste and all associated tape, labels, pre-printed address labels, and stickers. This also includes all red bags to be used in the Contractor s containers, which shall be at least 2 ml in thickness.
In the rare case an Ebola Virus Disease (EVD) or any other high-level, high-profile, highly communicable disease patient is treated at any TVHS facility covered by this contract, the contractor will expedite and acquire a permit as required by local, state, and federal agencies to collect and transport all associated waste. Cost for the permit, packaging, labeling, and any other documents required for the successful treatment and/or transportation of associated waste will be priced on a case-by-case basis and billed separately against the PO associated with this contract
Provide the COR with a copy of the manifest, which includes the generator and transporter information for each load of waste. The manifest shall be provided to the Government each time the waste is removed from each campus or outpatient clinic. Each manifest shall include, but not be limited to the following information:
GENERATOR INFORMATION
Name
Address
Telephone Number
Description of waste
The quantity of medical waste in pounds (gross weight and net weight). Also, include the number of canisters or containers, cubic feet, and identification on each contained (i.e., barcode ID or ID sticker) for each facility location.
TRANSPORTER INFORMATION
Truck Number
Transporter name
Address
Telephone Number
Driver name
Vehicle license number and state
Vehicle certification
Applicable permit numbers
DESTINATION INFORMATION
Site name
Address
Telephone number
There shall be certification on the manifest by signature and date that the waste was picked up at the generator site, and additional certification that the waste was delivered without incident to the approved destination.
The contractor will leave one copy of the manifest with the COR or designee at the time of the pick-up showing the quantity picked up. The completed matching manifest will be returned within Thirty (30) days to the COR. The completed matching manifest shall include destination and appropriate destruction information. Document numbers and information on the two documents shall match. There shall be final certification by the destination-authorized agent by signature and date that the waste was accepted and all the information was correct. If waste is incinerated, the Contractor shall submit a separate document to the COR that includes both the weight of the original amount of waste and the weight of the resultant ash disposed of in a landfill so the COR can verify the terms of this contract.
Contractor shall maintain licenses and/or permits required by Federal, State, City and County laws and regulations. The contractor shall assume full responsibility for compliance with all Federal, State, City and County laws, rules and regulations governing regulated medical waste and its destruction.
Training: Awarded contractor will provide annual documented In-Service Training Program training within 60 days of contract award to all Environmental Management Service employees that shall include applicable:
Federal, state and local regulations
Environmental Protection Agency (EPA); Center for Disease Control (CDC); Occupational Safety and Health Administration (OSHA) regulations and standards; Tennessee Department of Environment and Conservation (TDEC)
Medical Waste Stream policies and procedures to include:
Identification, segregation and labeling
Collection, handling and transport
Storage, treatment and disposal/recovery
Record keeping/tracking and risk management
The contractor shall obtain signatures of all trainees and issue certificates of completion to all trainees who have successfully completed the training. Signatures and copies of each certificate shall be provided to the COR electronically within 30 days of completion of training.
Waste Stream Analysis: Within 60 days after the start of this contract, Contractor shall conduct a waste-stream analysis of the participating facilities Regulated Medical Waste stream. The analysis shall be based on the policies and procedures of the Tennessee Department of Environment and Conservation (TDEC) regulations, Environmental Protection Agency (EPA) recommendations, Occupational Safety and Health Administration (OSHA) standards, Center for Disease Control (CDC) guidelines, Department of Transportation (DOT) and The Joint Commission (TJC) recommendations. The waste stream analysis shall include any suggestions for waste reduction and other improvements at the serviced locations.
Contractor will be required to supply data to the COR on a monthly tracking report.B This data will include (1) weight of waste picked up at TVHS for the prior month and should be broken down to include the weights of each category of RMW (net and gross weight): (a) general infectious waste, (b) trace chemotherapeutic waste, (c) pathological/anatomical waste, (2) if applicable, the weight of the resulting ash disposed of in a landfill, (3) the cost that TVHS paid to the contractor for the prior month, and (4) that all RMW, chemotherapeutic and pathological waste was diverted to cogeneration, recycling and/or incinerated.B All data will be broken down by campus and outpatient clinic.B All data shall be submitted to the COR by the 15th day of the following month.B Extension of the submittal date may be granted by the COR.
SPECIAL REQUIREMENTS
QUALIFICATION OF OFFERORS: Quotes shall be considered only from companies who are regularly established in the business called for, and who in the judgment of the Contracting Officer are financially responsible and able to show evidence of their reliability, ability, experience, equipment, facilities and personnel directly employed or supervised by them to render prompt and satisfactory service. Contractor shall be able to handle all sharps waste removal requirements immediately upon start of the contract period.
INSPECTION OF PREMISES: Contractors are encouraged to visit the participating facilities to fully inform themselves of the character and conditions under which the service is to be performed. Failure to do so shall in no way relieve the successful offeror from the necessity of furnishing the services as specified in this solicitation without additional cost to the Government.
INSPECTION OF OFFERORS FACILITIES: The right is reserved to thoroughly inspect and investigate the establishment, facilities, business reputation and other qualifications of any offeror and reject any proposal, irrespective of price, if it shall be administratively determined lacking in any of the essentials necessary to assure acceptable standards of performance.
RESPONSIBILITY FOR CONTAINERS: The Contractor agrees that the participating Government facilities assume no liability for damage that may be done to the any containers, dollies or other equipment used in the performance of this contract, unless it is caused by an act of negligence on the part of a Government employee.
LICENSE: The Contractor shall be licensed by Federal, state or local authority in those localities where such licenses are required. Where no license is required, the offeror shall furnish with his proposal, evidence of satisfactory work performance of work supervision for a period of not less than one year previous to the date of the proposal.
LIABILITY AND INSURANCE COVERAGE: Offeror shall present satisfactory evidence of full compliance with Federal, state and local requirements. State approved sources of insurance coverage ordinarily shall be deemed acceptable to the Department of Veterans Affairs installation, subject to timely certifications by such sources of the types and limits of the coverage afforded by the sources.
EVIDENCE OF COVERAGE: Contractor shall furnish with offer proof of insurance indicating the coverage outlined in the SUPPLEMENTAL INSURANCE REQUIREMENTS section.
AUTHORITY OF OPERATORS: The Contractor s operators shall bear at all times the Contractor s signed authority designating them as authorized to perform work at the participating facilities under this contract. Offeror must submit copies of all drivers licenses that will be used in the performance of this contract and shall carry upon his/her person, the necessary operator s and/or chauffeur s license as may be required by the State of Tennessee. While driving on Government facility grounds, the drivers of vehicles shall fully comply with such speed and safety regulations pertaining to the operation of motor vehicles as medical center authorities may issue from time to time.
SAFETY/EMERGENCY PLANS: Contractor shall submit the following plans with their quote:
A written safety plan that details actions to be taken to protect the staff of TVHS, the contactor, and surrounding communities in the event of any accidental spills or leaks that occur while the Contractor is performing work under this contract for the Government.
A written emergency plan that outlines a formalized response to any accidental spills or leaks that occur while the Contractor is performing work under this contract for the Government.
CONTINUATION OF SERVICES: Offeror shall submit written contingency plans outlining how they will continue to provide services in the event there is a disruption in any segment of services provided such as transportation, destruction, etc.
Terms of Contract: This contract shall be effective from date of award for one base year with 4 option years.
Contracting Officer s Representative (COR): A Contracting Officer s Representative (COR) shall be appointed to this contract. The COR is not authorized to change the scope of the work. Changes can only be made by the Contracting Officer.
Wage Determination: Service employees who will be employed in the performance of the contract shall be paid no less than the wages as indicated in the applicable Wage Determination requirements.
Fuel Surcharge: The Government will not make additional payments for fuel surcharges under this contract.
Invoices: The Contractor is to submit monthly invoice in arrears, indicating the dates and type of service provided, along with the contract number and purchase order number for which payment is due. Contractor shall receive payment for services rendered in accordance with the Prompt Payment Act.
Quality Assurance: The Government facilities may at any time inspect and verify that the accuracy of the work compares to that indicated on the invoice. Any deviation will be deducted from the invoice price in accordance with the Quality Assurance Surveillance Plan (QASP).
Correspondence: All correspondence relative to this contract shall bear the VA Contract number, correct Fiscal Year Purchase Order number, Title and name of facility being billed against.
Payments: Will be paid monthly, in arrears, upon receipt of a proper invoice for services performed during the previous month in accordance with the terms of this contract. All invoices shall be submitted by the 15th day of the month following the month in which services were provided.
Payment will be made upon receipt of a properly prepared, itemized invoice, validated by the COR and submitted to VA Electronic Payment System http://www.fsc.va.gov/einvoice.asp.
(1) A properly prepared invoice will contain:
Invoice Number and Date
Contractor s Name and Address
Accurate Purchase Order Number
Total Weight Removed
Unit Price Charged
Extended Price
Price Broken Down by Location
Dates service performed
Location of service performed
(2) A single, consolidated invoice will be prepared for all facilities and submitted monthly in arrears
Phon Phasavath
1639 Medical Center Parkway Ste 400
Murfreesboro TN 37129
phon.phasavath1@va.gov
