DEA CONTROLLED SUBSTANCES
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STATEMENT OF WORK/SPECIFICATIONS
FOR WASTE REMOVAL SERVICES
1.B B B B B B B B B DESCRIPTION OF SERVICES.B The Contractor shall provide all management, tools, supplies, equipment, labor and applicable licenses and permits necessary to ensure that waste removal and disposal services are performed at William S. Middleton Memorial Veterans Hospital.B All waste removal shall be performed in such a manner as to be least disruptive to Hospital operations. Contractor must obtain VA, DEA, Department of Natural Resources (DNR), applicable state and Environmental Protection Agency (EPA) approval of disposal facility.B Copies of these authorizations shall be submitted with the signed quote. Contractors shall conduct themselves in a professional manner at all times while in hospital buildings and while on hospital grounds. Waste removal involves the classification, segregation and/or packaging of DEA Controlled Substances by hazard class in accordance with DEA, V.A. DOT, EPA, state and local regulations. Contractor will provide DOT approved drums with DEA required security seals, absorbent, safety equipment, non-sparking tools, personal protective equipment, all necessary drum labeling manifesting, permitting and any other paper work required by law including required DEA forms. Contractor will also provide transportation of the waste material to a DEA certified secure transfer/disposal facility in compliance with DEA security directives and ultimate disposal at a DEA certified chemical incinerator with DEA required witness burn of materials B It shall take into account the special treatment of this waste, as well as the environmental implications related to the management of this waste. Upon notification by the Contracting Officer (CO) through the issuance of an award letter, the Contractor shall perform waste removal in areas covered under this contract in coordination and upon the notification of the Contracting Officers Technical Representative (COTR). Contractor shall be responsible for all fees associated with the services to be performed.
WASTE REMOVAL: The Contractor shall perform removal of waste as identified in the Supplies or Services and Prices/Costs Section of this document. The Contractor shall remove waste within forty-eight (48) hours after notice to proceed unless otherwise approved by the COTR.B Contractor s responsibilities shall include, but not be limited to, the collection, packaging, labeling, inventory, manifesting, labor, transportation, and proper disposal of all waste in accordance with applicable DEA, state and federal EPA guidelines.
B.B B B B B B B DEFINITION OF WASTE.B Controlled substances, subject to destruction, consist of drugs and other substances by whatever official name, common name, usual name, chemical name or designated brand name, that are listed in Title 21 Code of Federal Regulations (CFR) Schedule I 1308.11. Schedule II 1308.12. Schedule III 1308.13, Schedule IV 1308.14 and Schedule V 1308.15; CFR 1301; and Title 21 United States Code (U.S.C ) 812 and 827.
C.B B B B B B B RECONSTITUTION.B All identified waste shall be completely removed.B Any spills occurring during the removal process by the Contractor shall be contained and complete clean up shall be the responsibility of the Contractor.
D. DISPOSAL AND TEMPORARY ACCUMULATION POINTS: The Contractor shall use approved hauling routes as defined by the COTR to prevent interference with facility operations.B Accumulation points will be identified by the COTR.B In order to prevent problems with traffic, noise, or other problems having the potential to adversely affect health, safety, or the environment, the Government reserves the right to regulate routes, intervals, delivery points, and times for collection.
E.B HAULING.B All waste hauled by the Contractor shall be contained, or enclosed to prevent leaking or spilling.
F.B B B B B B B TRANSPORTATION ROUTES.B The Contractor shall ensure all spillage or leaks are promptly cleaned-up from any transportation route if such spillage or leaks are from hauling equipment and vehicles.
G.B B B B B B B DISPOSAL.B Contractor will provide transportation of the waste material to a DEA certified secure transfer/disposal facility in compliance with DEA security directives and ultimate disposal at a DEA certified chemical incinerator with DEA required witness burn of materials.B All disposal and/or destruction shall occur off the facility.B The Contractor shall provide the COTR with a copy of such documentation necessary to verify the proper disposal of all materials.
H. RECYCLING.B Recycling is encouraged for both waste reduction and cost reduction purposes.
EMERGENCY SERVICES: Upon notification of an emergency, the contract manager shall respond by telephone within one (1) hour to speak with the COTR to initiate emergency services.B Upon receiving direction by the Contracting Officer, Contractor personnel shall begin emergency work within twenty-four hours. The Contracting Officer will notify the Contractor as soon as an emergency requirement is known. Total emergency services are not expected to exceed 4 calls per year.
2.B B B B B B B LICENSES/PERMITS/INSURANCE:B The Contractor shall be properly licensed by Federal, State and local authorities, to provide pickup, removal, transportation and disposal of all waste types designated herein.B The Contractor shall provide copies of all licenses and permits indicated in this Statement of Work with their offer at the time of offer due date. The Contractor will provide the name, address, contact name and phone number of all disposal facilities to be used under this contract, with their offer at the time of offer due date. The Contractor shall provide proof (copy of certificate) of US EPA identification number(s) for each business entity operated by the contractor that will provide service regarding any aspect of the VA Hospital waste disposal.
A.B B B B B B B REFERENCES:B Evaluation Commercial Items, the Contractor shall provide with the initial offer a minimum of three (3) references of either current or past commercial customers as well as all state, local and federal agency customers from the last three years.B A reference will consist of facility name, address, and contact name and phone number.
B.B B B B B B B INSURANCE REQUIREMENTS:B Insurance coverage as required by all applicable law is a condition of this procurement.B The Contractor must provide at time of initial offer copies of all pertinent insurance certificates necessary to provide this service as required by Federal, State and Local agencies, as evidence of full compliance.B All insurance coverage shall be current and in force at the time of initial offer, or with any updates to be promptly forwarded to the Contracting Officer.
3.B B B B PROCEDURES FOR PROVIDING SERVICE:B The Contractor shall make a quarterly pickup of specified material.B Emergency pickup may also be made on an on-call basis, and must be within 24 hours of notification by the COTR or designee.B
4.B B B B B B PACKAGING, MATERIALS AND LABELING:B The Contractor shall supply all packaging materials. Contractor will provide DOT approved drums with DEA required security seals, absorbent, safety equipment, non-sparking tools, personal protective equipment, all necessary drum labeling manifesting, permitting and any other paper work required by law including required DEA forms.B The Contractor shall supply all labels, placards necessary to satisfy Federal, State and Local laws for package content identification, transportation over public thoroughfares and transfer to any company involved in the destruction, recovery or burial of hazardous material.B Said labels and placards shall be of size, shape, color and format required by regulatory bodies and affix by the Contractor in accordance with requirements or current industry practice.
5.B B B B B B B B CONTRACTOR S COMPETENT STAFF:B B The Contractor shall have one knowledgeable and competent representative and alternate, with whom the respective VA Hospital staff will communicate regarding all aspects of the contract to include but not be limited to: packaging and labeling, analysis, manifest completion and packaging lists, and shipment scheduling.B If the Contractor s representative changes the Contracting Officer shall be notified immediately.
6.B B B B B B B MANIFESTING:B A manifest shall be initiated by the COTR or designee on Contractor provided forms and shall be in compliance in format and information with all Federal, State and Local laws.B Manifests will be provided at the time of pick-up.
7.B B B B B WASTE DISPOSAL PICKUP LOCATION: The Contractor shall pick-up material from the central location designated by the COTR or designee, and shall be responsible for providing whatever transport equipment, supplies and labor is necessary to move said wastes to the Contractors vehicle.B The Contractor shall also transport all necessary supplies, containers, and packaging materials to the central location designated by the COTR or designee.
8.B B B METHODOLOGY FOR DESTRUCTION, RECOVERY OR BURIAL:B The methods for destruction, recovery, or burial shall become the choice of the Contractor provided the methods are in compliance with all Federal, State, Municipal and local laws and are in accordance with all Conformance Standards.B The preferred methods of the VA is incineration of these types of waste.
9.B B B B B SERVICE DELIVERY SUMMARY.
Performance Objective
SOW Para
Performance Threshold
Waste Removal, Transporting, Disposing & Reconstitution.
Waste is removed timely. Surrounding areas are clean and neat in appearance.
Ensure COTR or designee signature is on all manifests prior to waste leaving the VA.
Approved hauling routes are used. Haul routes are free of debris. Certifications of destruction/disposal are delivered to the COTR within 45 days of treatment. Emergency services are completed as specified.
1
Customer complaints shall not exceed one (1) per month.
10. B B B GOVERNMENT FURNISHED PROPERTY AND SERVICES.B The Government will supply a list of pick-up points for collection and requested Environmental Compliance Guidance.B
11.B B B GENERAL INFORMATION
A. QUALITY CONTROL. Because of the nature of the work, the Contractor shall ensure quality control is performed.B As a minimum, the Contractor shall develop a Quality Assurance Surveillance Plan (QASP) which addresses the areas identified in the Service Delivery Summary. The COTR shall have a specific quality control point of contact to notify in case of customer complaints.B As indicated in Section 52.212-2, Evaluation Commercial Items, the Contractor shall submit the QASP with the response to this request for quotation.
B.B B B B B B B B B QUALITY ASSURANCE. The Government will periodically evaluate the Contractor s performance in accordance with the Quality Assurance Surveillance Plan.
C.B B GOVERNMENT REMEDIES.B The Contracting Officer shall follow FAR 52.212.4, Contract Terms and Conditions-Commercial Items (Oct 2008), for Contractor s failure to perform satisfactory services or failure to correct non-conforming services.
D.B B B B B B B B B HOURS OF OPERATION.B The Contractor shall perform all waste removal operations between theB B hours of 6:00 AM and 3:00 PM CST except for emergency situations as designated by the Government. Federal Holidays are excluded as noted in Paragraph 14.
E. SECURITY REQUIREMENTS.B The Contractor agrees to safeguard these wastes so they are not lost, misplaced or misused.B The Contractor additionally agrees that if they fail to demonstrate this continued trust that they may be subject to a background investigation based on standards found in VA Directive 0710.
F. PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE FACILITY: The Contractor shall coordinate specialized emergency pick-ups through the COTR or designee during emergencies declared by Federal, State, and Local authorities.
G. RESPONSIBILITY FOR ACCIDENTAL SPILL OF HAZARDOUS WASTE MATERIAL: The Contractor shall be completely responsible for any and all spills of waste material that occurs during inventory, packaging, or transportation of waste materials.
B B B B B B B B B B B B The Contractor is responsible for any damage or loss suffered by the Government or injury suffered by any Government employee as a result of any spills of waste caused by the vendor.
H. WASTE EXCEPTIONS:B The VA COTR shall not request the removal of radioactive material in conjunction with this contract.
I.B B B B B B B B B B CONTRACTING OFFICER TECHNICAL REPRESENTATIVE (COTR):
VA Contact Person(s): (COTR) John Butterbaugh, Chief, Environmental Care Section (608-217-2404)
B B B B B B B B B B B CONTRACTOR SHALL BE REQUIRED TO CONTACT THE COTR OR DESIGNEE TO COORDINATE SERVICE PICK-UPS. B B A LIST OF DESIGNEES IS AVAILABLE FROM THE COTR S OFFICE.
B B B B
Contractor shall provide telephone number(s) to call for your company department to notify for pickups:_____________________________________________________________________
Provide name(s) of authorized contact person(s): ____________________________________
J.B B B B B B B B B B REPORTING DOCUMENTS: The Contractor will be responsible for generating all reports and documentation in conjunction with amount, transport, disposal, or destruction of all waste material under this contract.B This shall include submission copies of the manifests of disposal/destruction to all Federal, State and Local agencies. Reporting documentation shall also include:
A. Pick-up certification:B The Contractor shall receive from the COTR or designee, prior to departing the VA, certified manifests of weight and numbers of containers picked up during each visit. A signature shall be obtained from the COTR or authorized designee for proof of pickup.B Failure to obtain signature could result in fines from regulatory bodies. A copy of the above documentation shall be provided to the COTR or designee prior to departing from the site. The above certification can be included as part of the Transportation Manifest.
B. Transportation Manifests:B Contractor shall provide copies of manifests covering transport of the waste from its pick-up at the VA to its final destruction.B Manifests shall show pick-up time and date, arrival time and date at the disposal site, weights and other certifications as required by the EPA and the applicable state agencies.B One copy of the manifest shall be provided to the COTR or designee at the time of service.
C. Certificates of Destruction:B Original certifications of proper disposal/destruction certifying the proper disposal of waste shall be provided to the CO, COTR and his/her designee within 30 days of treatment.B
12.B DEFINITIONS/ACRONYMS:
A.B B B B B B B CO - Contracting Officer
B.B B B B B B B B COTR - Contracting Officer's Technical Representative
Contractor and/or Supplier/Installer - Company performing work under this contract.
VA - Department of Veterans Affairs
F.B B B B B B B B VAH - Department of Veterans Affairs Hospital
E.B B B B B B B B JC - Joint Commission on Accreditation Of Healthcare Organizations
F.B B B B B B B B DEA Drug Enforcement Agency
G.B B B B B B OSHA Occupational, Safety and Health Administration
H.B B B B B B B DNR Department of Natural Resources
I. DOT Department of Transportation
13.B B CONFORMANCE STANDARDS:
Contract service shall ensure that the services are performed or equipment functions in conformance with the latest published edition ofB JC, DNR, DOT, OSHA, VA, EPA etc. and all state, local, federal, and industry standards.B
14.B HOURS OF COVERAGE:B
Hours of coverage are as indicated within each locations description of services. Normal days of coverage are Monday through Friday, excluding holidays.B All service for each location will be performed during the hours stated within the description of services, unless other hours are requested or approved by COTR or his designee.
Service will be performed as indicated within each locations description of services.
B B B B B B B B B Federal Holidays observed by the VA are:
B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B
B B B B B B B B B B B B B B B B B B B B B B B New Years' DayB B B B B B B B B B B B B B B B B B B B B B Labor Day
B B B B B B B B B B B B B B B B B B B B B B B Martin Luther King DayB B B B B B B B B Columbus Day
B B B B B B B B B B B B B B B B B B B B B B B Presidents' DayB B B B B B B B B B B B B B B B B B B B B B B B Veterans' Day
B B B B B B B B B B B B B B B B B B B B B B B Memorial DayB B B B B B B B B B B B B B B B B B B B B B B B Thanksgiving Day
B B B B B B B B B B B B B B B B B B B B B B B Independence DayB B B B B B B B B B B B B B B B B Christmas Day
15. B B B B B COMPETENCY OF PERSONNEL PEFORMING SERVICES.
B B B B B B B B B B B A.B B B B B B B Each respondent must have an established business, with an office and full time staff.B The staff includes a "fully qualified" employee and a "fully qualified" alternate who will serve as the backup.
B B B B B B B B B B B B.B B B B B B B B "Fully Qualified" is based upon training and on experience in the field.B For training, the employee(s) have successfully completed a formalized training program, for the services identified in the description of services.B For field experience, the FST(s) has a minimum of two years of experience respect to scheduled and unscheduled DEA controlled substance removal and disposal services.
B B B B B B B B B B B C.B B B B B B B The employees shall be authorized by the Contractor to perform the waste removal and disposal services.B The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved individuals for each type of material required to be removed and disposed of from the VA.B The CO and/or COTR may authenticate the training requirements, request training certificates or credentials from the Contractor at any time for any personnel who are servicing any VA.B The CO and/or COTR specifically reserve the right to reject any of the Contractor's personnel and refuse them permission to work on the VA facility.
B B B B B B B B B B B D.B B B B B B B If Subcontractor(s) are used, they must be approved by the CO; the Contractor shall submit any proposed change in Subcontractor(s) to the CO for approval/disapproval.
16.B B B ORIENTATION FOR CONTRACTOR EMPLOYEES
A. Contractor will attend an orientation meeting as arranged by the Contracting Officer s Technical Representative (COTR).B The VA will schedule this meeting and it will include discussion of the following topics: (VA will provide information to the Contractor regarding these topics and will document the meeting)
Fire and Safety
Infection control
Disaster procedures
Green Environmental Management System (GEMS)
B.B The Contractor will be responsible to ensure that Contractor employees coming to the work site will receive the information required above.
C.B B The Contractor will be responsible to ensure Contractor employees providing work on this contract are fully trained and completely competent to perform the required work.
17.B B PAYMENT:
Invoices will be paid in arrears on a MONTHLY basis.B Invoices MUST INCLUDE, at a minimum, the following information: Contract Number. Purchase Order No., Item(s) covered (to include serial and/or account #'s) by the PMI and covered period of service.B
18. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS:
The Contractor employees shall wear visible identification at all times while on the premises of the VA.B It is the responsibility of the Contractor to park in the appropriate designated parking areas.B Information on parking is available from the VA Police Section.B The VA will not invalidate or make reimbursement for parking violations of the Contractor under any conditions.B Smoking is prohibited inside any buildings at the VA.B Possession of weapons is prohibited.B Enclosed containers, including tool kits, shall be subject to search.B Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.B
19.B B INSURANCE:
A.B B B B Worker compensation and employer's liability.B Contractors are required to comply with applicable Federal and State Worker Compensation and occupational disease statutes.
B.B B B B B General Liability.B Contractors are required to have Bodily Injury Liability Insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence.
C. Property Damage Liability.B Contractors are required to have Property Damage Liability insurance coverage of at least $500,000.
20. PRE-AWARD SITE SURVEY:
The Government may elect to conduct a pre-award site survey to validate compliance with VA, federal, state and local requirements for the transportation, storage and treatment of VA generated waste.
Benjamin J Dufour
Contract Specialist
224-610-2998
benjamin.dufour@va.gov
