Inactive Veteran-Owned Small Business Set-Aside (specific to Department of Veterans Affairs)

2 COMBINED SYNOPSIS/SOLICITATION: Hazardous Material Pick -Up Services for Hudson Valley (Both Campuses). (i) This is a combined synopsis/solicitation for commercial services prepared in accordance wi... 2 COMBINED SYNOPSIS/SOLICITATION: Hazardous Material Pick -Up Services for Hudson Valley (Both Campuses). (i) This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial services, and FAR 13.5 Simplified Procedures for Certain Commercial services as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. (ii) This solicitation is issued as a request for quote (RFQ). Request for Quote will be submitted through beta.sam.gov on RFQ reference number 36C24223Q1048. (iii) The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2023-04 (eff. 06/02/2023). (iv) This solicitation is Service-Disabled Veteran Owned Small Business set-aside open market solicitation. The associated North American Industrial Classification System (NAICS) code for this procurement is 562112 with a small business size standard of $47.0 Million. The FSC/PSC is S222. (v) This is a services contract to provide Hazardous Material Pick -Up Services for Hudson Valley (Both Campuses). Castle Point VA Medical Center located at 41 Castle Point Road Wappinger Falls & Montrose VA Medical Center located at Route 9A P.O. Box 100 Montrose, NY 10548-0100. The Contractor shall provide clear pricing as the Contracting Specialist will need to distinguish between the varying costs of the procurement in order to determine price reasonableness. (vi) The required work is as contained below in the Statement of Work. STATEMENT OF WORK Background: The VA Hudson valley Healthcare System has a need for hazardous waste disposal services at its two campus locations at Montrose and Castle Point. Hazardous and non-hazardous wastes include but are not limited to the following: Flammable liquid, corrosive liquid, oxidizing liquid, pharmaceuticals, dental amalgam, mercury, aerosols, used oil, rags and spill cleanup material. Universal waste: Straight Fluorescent Lamps, U-Shaped Fluorescent Lamps, Compact Fluorescent Lamps, HID Fluorescent Lamps, Alkaline Batteries, NiCad Batteries, NiMH Batteries, Lead Acid Batteries, Lithium Batteries. The estimated annual accumulations for each campus are as follows: HAZARD TYPE MONTROSE CAMPUS CASTLE POINT CAMPUS Hazardous Wastes 4,000 pounds 4,000 pounds Non-Hazardous Wastes 6,000 pounds 6,000 pounds Used Lamps 4,000 lamps 4,000 lamps Used Batteries 1,500 pounds 1,500 pounds Asbestos 15 cubic yards 15 cubic yards Place of Performance: MONTROSE CAMPUS: VA Hudson Valley Healthcare System Montrose Campus Route 9A P.O. Box 100 Montrose, NY 10548-0100 Location: 2094 Albany Post Road Montrose NY, 10548 CASTLE POINT CAMPUS: VA Hudson Valley Healthcare System Castle Point Campus 41Castle Point Road Castle Point, NY 12590 NOTE: Montrose campus is in Westchester County, NY and the Castle Point campus is in Dutchess County, NY. Performance Periods: The Requirements contract shall be for a period of up to 12 months, with four option years. Proposed performance periods are as follows: Base Year: October 1, 2023, through September 30, 2024 Option Year 1: October 01, 2024, through September 30, 2025 Option Year 2: October 01, 2025, through September 30, 2026 Option Year 3: October 01, 2026, through September 30, 2027 Option Year 4: October 01, 2027, through September 30, 2028 Training: The following is required annual training: hazardous waste, non-hazardous waste, asbestos, medical waste, USDOT and universal waste. General Scope of Work: The following are sites at which services are to be rendered under this contract. The contractor is expected to be the primary point of contact, shipper and disposer for all waste services as described herein for each of the Montrose and Castle Point medical centers. Waste shall include, but is not limited to, pharmaceutical waste, flammable liquid waste, corrosive liquid waste, reactive waste, non-regulated waste, lab packs (incineration and treatment), mercury waste, lead paint chips, compressed gas cylinders (all sizes), paint waste, used oil, U.S. Drug Enforcement Administration (DEA) Controlled Substances that are also subject to the Resource Conservation and Recovery Act (RCRA), and universal waste. The successful offeror must possess the necessary transporter licenses, Treatment, Storage and Disposal (TSDF permit, technical expertise and resources required by these specifications in order to be considered for contract award. The VA makes no guarantee that all services described below will be required at any specific location or at any specific number of locations, or at all. Contract performance shall begin as soon as all contractor personnel have had appropriate background investigations initiated by the Government as described herein (not to exceed 45 days from date of award). Detailed Scope of Work: The Contractor is required to furnish all necessary labor, materials, tools, equipment, travel, transportation, documentation and disposal services for the removal and disposal of Waste. Work shall be performed in accordance with all applicable federal, state, local and all governing regulations. The Contractor will be responsible for the characterization, collection and disposal of all Waste from within the Medical Centers. Waste will be sorted by hazard class or chemical compatibility and labeled by the contractor and prepared for off-site shipping. Waste pick-up shall be picked up every 90 days at each campus. Prior to pick-up schedule date shall be coordinated with the C.O.R. The Contractor will be responsible to package bulk waste as may be necessary for the Contractor depending on the quantity and composition of the waste. The Contractor shall be responsible for properly containerizing, classifying, segregating, labeling, storing, transporting, treating and disposing of all lab-packs (several sealed containers of compatible hazardous wastes into a larger vessel along with packing material in order to transport the wastes to a disposal/incinerator facility). VA staff shall not be required to assist in the transport of hazardous waste from storage to transport vehicles and or provide any labor, tools or materials in the performance of this contract. Urgent Task Orders: Contractor shall pick up Waste within twenty-four (24) hours, as specified by COR, of the time of any task order placed with the contractor that is formally classified as URGENT in writing or over the telephone by the COTR or a designee. Urgent removal shall not be subject to changes in pricing beyond the contracted amount. The Contractor shall provide emergency services for the containment and cleanup of large chemical spills as determined by the VA Medical Center s Green Environmental Management Systems (GEMS) Coordinator or his/her designee. Emergency Service also shall be available for the clean-up of any oil spill(s). The Contractor shall be listed as the Emergency Responder of Record in the medical center s Hazardous Waste Contingency Plan and/or Spill Prevention, Control and Countermeasure Plan as set forth in 40 CFR Part 265 and 40 CFR Part 112, respectively. The Contractor shall, at Contractor s own cost, immediately perform emergency clean-up, decontamination, characterization, transportation and disposal of Waste that Contractor spills or releases ( Spill(s) ) during the performance of this Contract either on-site or during transportation of waste. Contractor shall immediately report verbally all such Spills to the facility GEMS Coordinator or designee; Contractor shall report all spills in writing to the facility GEMS Coordinator and COTR within five (5) days of each Spill. The Contractor shall be listed as the Emergency Responder of Record in the Medical Center s Hazardous. Waste Contingency Plan and/or Spill Prevention, Control and Countermeasure Plan as set forth in 40 Code of Federal Regulations (CFR) Part 265 and 40 CFR Part 112. Contractor also shall indicate in this written notice what actions will be taken to prevent future Spills. At the time of award, the contractor shall receive a written delegation of the COTR, and each facility GEMS Coordinator. The Contractor will be responsible for cleaning up any spills caused by Contractor during performance of services to the satisfaction of all federal, state, local agencies, or other authority having jurisdiction as well as to the satisfaction of all VA personnel. The Contractor will be responsible for all costs associated with a spill or leak cleanup of the waste. No cost will be charged to the VA. All EPA, State of New York and local fines and penalties that result from a spill caused by the Contractor will be the responsibility of the Contractor. Additionally, any noncompliance penalties fined to the VA as a result of unmet deadlines or regulatory noncompliance relating to services described in this contract shall be borne by Contractor. All materials removed under this Contract will be properly managed by the Contractor in accordance with current federal, state and local regulations and guidelines. Waste will be recycled if economically feasible and practical. All documentation proving the disposal/recycling of these materials will be provided by the Contractor to the COR within 30 calendar days. The Contractor shall comply with all requirements of federal, state and local regulatory agencies governing the packaging, transporting, and final disposal of Waste (e.g. OSHA, EPA, DOT, and DEC). The Contractor shall provide waste containers that meet or exceed DOT regulations and that are free of exterior residue and extraneous labeling and markings. The Contractor shall segregate and stabilize all reactive/unstable materials as appropriate prior to removal from VA property, and shall contact any necessary outside (non-VA) personnel necessary to be on-site during any procedure (e.g., Bomb Squad). The Contractor will provide an adequate (at least two qualified individuals) crew with training in handling Waste and emergency procedures. Training should include OSHA, EPA, DOT and New York State DEC regulations. Contractor shall certify in writing that the Contractor's supervisor(s) and all technicians that will work on VA Medical Center premises have received at least the minimum training required by law as specified on 29 CFR 1910.120. Contractor will provide the names and certifications of all crew members for each site with their technical proposal, and shall forward updates to crew composition to the COR and Contracting Officer whenever a crew is modified. New crew members will be subject to a Government Background Investigation (BI) as detailed herein, and may not begin work until a complete BI package is submitted and accepted, and an investigation is initiated by the Government. The Contractor will provide appropriate personal protective equipment (PPE) to their employees. Price of disposal for each type of waste will include costs for transporting and disposal of the wastes contained within. No materials charges outside the price proposed on the offeror s waste stream breakdown will be honored. Transportation of Waste shall be in accordance with 49 CFR 100-199. All other provisions of 49 CFR shall be followed. The Contractor will prepare waste profiles and waste characterization reports of chemicals for the COR with information provided by the VA. The Contractor will be responsible for any required chemical analysis including (but not limited to) pH testing, solid content analysis, etc., which can be performed at the collection site. The Contractor shall also identify and classify unknown Waste using laboratory analysis and promptly provide the VA with analytical result in writing, as well as relevant hazard characteristics of the unknown substance(s). In the event that Waste has been previously mis-classified, the Contractor shall promptly notify the VA and all appropriate governmental entities. The flat cost of the analytical survey shall be the same for any survey as priced on the contractor s price proposal. No exceptions shall be granted from this price. The Contractor shall provide VA staff the opportunity to inspect any facility (or subcontractor s facility) used for the storage and/or disposal of hazardous materials collected within two (2) weeks of written request. Contractor personnel may be required to show an approved Task Order/Purchase Order and their company identification at time of pick-up or as requested of any VA staff. Packaging and Disposal Requirements Packaging of Waste will be in the most economical manner which shall minimize total cost to the Government. Smaller sizes shall be used for partial loads or to meet the disposal priorities outlined below and in compliance with USDOT Packaging, Labeling and Marking Requirements. At no time shall intermingling of waste streams be considered as a viable method to reduce total cost. Contractor will dispose of hazardous waste in a manner that leaves no future expense potential to the VA or the federal government. Chemicals should be disposed of in the following preferred priority (THIS PRIORITY IS ENFORCEABLE BY THE COTR PER THE PERFORMANCE STANDARDS SECTION OF THIS CONTRACT): Recycling of chemicals to another party for future use. The processing of chemical waste (at a facility approved for such processing by an appropriate state or federal agency) in a manner that renders it no longer a hazardous waste as defined in the 40 CFR series. These processes include (but are not limited to): Chemical neutralization and detoxification Thermal treatment (e.g. incineration, pyrolysis). Reprocessing or recovery followed by recycling/reuse. The long-term internment (burial) in a secure chemical landfill site approved for such by the appropriate state or federal agency. Acceptance of the hazardous waste at a properly permitted treatment, storage, or disposal site does not constitute disposal and/or completion of the Contract. It is the Contractor s responsibility to obtain all necessary documentation to prove that the disposal of all items has been accomplished. The Contractor shall not interfere or hinder the daily operations of the medical center while performing services. Only those items listed in the attached pricing schedule, at the prices quoted and facilities specified, may be ordered as a result of this agreement. Any service or item not detailed in this contract shall be purchased by means of competition on the open market or from a mandatory supply source, if available. If the Contractor anticipates a new need, they may request the modification of this contract to include it. The Contractor shall not assume that any new or unanticipated need may be performed and invoiced as a result of this contract. All contract staff must be adequately protected and shielded from hazardous materials, and any other dangerous/hazardous situation or substance. It is the contractor s responsibility to take adequate measures to protect their staff. At no time may the contractor s actions or performance cause harm or the potential for harm to any VA employee or patient. The Contractor shall mail the generator copy of the manifest to NYSDEC as required by NYSDEC regulations. If waste is shipped to a disposal site outside NY State, the Contractor shall obtain a copy of the manifest signed by the disposal site and mail the manifest to NYSDEC. The Contractor shall submit to the VA a full occupational health and safety plan for the contractor, a copy of the NYSDEC transporter license, and TSDF permits for sites that will receive the VA waste. The Contractor shall possess a valid transporter license and TSDF permit at the time of contract approval. Upon request, the Contractor shall submit to the VA a summary of the regulatory history of the contractor and any proposed subcontractors. This shall include evidence of historical compliance with state, Federal, and local regulations over the past five years, and shall include a full breakdown of any/all Notice of Violations (NOV s) by the contractor and subcontractor(s). NOTE: ANY NOV S THAT ARE NOT REPORTED IN THE TECHNICAL PROPOSAL AND ARE LATER DISCOVERED BY INDEPENDENT REVIEW BY COTR OR CONTRACTING OFFICER WILL RESULT IN IMMEDIATE DISQUALIFICATION FROM AWARD. The price schedule sample is attached below in excel please complete the excel price schedule. If you should choose to provide your own price schedule it needs to be clear and précised. Once you complete the Excel all information need to be transferred to this price schedule below. CLIN CAMPUS Description of Services Quantity Unit Unit Price Amount 0001 Castle Point Hazardous Waste Disposal Services 4 QTR 0002 Montrose Hazardous Waste Disposal Services 4 QTR TOTAL: 1001 Castle Point Hazardous Waste Disposal Services 4 QTR 1002 Montrose Hazardous Waste Disposal Services 4 QTR TOTAL: 2001 Castle Point Hazardous Waste Disposal Services 4 QTR 2002 Montrose Hazardous Waste Disposal Services 4 QTR TOTAL: OY3 10/1/2026 09/30/2027 3001 Castle Point Hazardous Waste Disposal Services 4 QTR 3002 Montrose Hazardous Waste Disposal Services 4 QTR TOTAL: 4001 Castle Point Hazardous Waste Disposal Services 4 QTR 4002 Montrose Hazardous Waste Disposal Services 4 QTR TOTAL: (vii) The following solicitation provisions apply to this acquisition: The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html FAR 52.212-1, Instructions to Offerors Commercial services (Jun 2021) a. Solicitation number for this requirement as 36C24223Q1048. b. Name, address and telephone number of offeror. c. Technical description of services to be performed in accordance with the Statement of Work. This Technical description should address the requirement specifically. Capability statements that are merely an overview of what the contractor offers will be determined incomplete. d. Terms of any express warranty. e. Price should be for all services detailed on the statement of work. The pricing must be broken down in a manner that allows for price reasonableness to be determined. Failure to provide complete pricing will result in contractors package being determined to be incomplete. Hourly rate shall be separated from any other costs. Failure to do so will result in automatically being disqualified. f. Acknowledgement of any solicitation amendments g. Past performance information h. A statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. i. A completed copy of the representations and certifications at FAR 52.212-3 (see FAR 52.212-3(b) for those representations and certifications that the offeror shall complete electronically). The following solicitation provisions apply to this acquisition: 52.204-6 Unique Entity Identifier (OCT 2016) 52.204-16 Commercial and Government Entity Code Reporting (Aug 2020) 52.204-5 Certification Regarding Responsibility Matters (AUG 2020) 52.209-7 Information Regarding Responsibility Matters (OCT 2018) 52.216-1 Type of Contract (APR 1984) 52.217-5 Evaluation of Options (JUL 1990) 52.233-2 Service of Protest (SEPT 2006) 852.219-75 VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction (JAN 2023) 852.219-76 VA Notice of Limitations on Subcontracting Certificate of Compliance for Supplies and Products (JAN 2023) 852.233-70 Protest Content/Alternative Dispute Resolution (OCT2018). 852.233-71 Alternate Protest Procedure (OCT 2018. (viii) The provision at FAR 52.212-2, Evaluation Commercial services (OCTOBER 2014), applies to this acquisition. Award will be made to the offeror whose offer is determined to be the lowest price, technically acceptable (LPTA) after price is determined fair and reasonable. The offeror must be a responsible offeror and submit a package that meets all the technical and past performance requirements. Offeror must also meet the terms and conditions of all clauses and provisions. Once offerors are evaluated, the award will be made to the lowest price of responsible offerors, who meet technical criteria in response to this Request for Quotes. A quote may be determined to be unacceptable/incomplete if required information is missing or if the quote materially deviates from the requirements of the RFQ. The following factors will be assessed on a pass/fail basis. All complete quotes will be considered. However, if the lowest price quote is determined to be complete and acceptable under the Technical and Past Performance Factors, the award may be made to that offeror without further evaluation of higher priced quotes. Evaluation Factors: (1) Technical Capability - Contractor shall provide a maximum 10-page capability statement demonstrating their ability to meet all of the requirements of the SOW. a) Technical Proficiency: Contractor shall submit a proposal that demonstrates its understanding of the requirement in accordance with the Statement of Work and the extent to which potential risks are identified and mitigated. b) Contractor Experience: The offeror shall provide 3-5 instances of past experience of similar scope within the past 5 years. The contractor shall be a firm regularly engaged in the removal of Hazardous Material Pick -Up Services. (viiii) FAR 52.212-3, Offerors Representations and Certifications Commercial services (FEB 2021) Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial services. If paragraph (j) of the provision is applicable, a written submission is required. (x) FAR 52.212-4, Contract Terms and Conditions Commercial services October 2018 The following contract clauses apply to this acquisition: The following clauses are incorporated into Addendum to FAR 52.212-4, 52.203-17 Contractor Employee Whistleblower Rights and Requirement to Inform Employees of Whistleblower Rights (JUN 2020) 52.204-4 Printed or Copied Double-Sided on Postconsumer Fiber Content Paper (MAY 2011) 52.204-7 System for Award Management (OCT 2018) 52.204-13 System for Award Management Maintenance (OCT 2018) 52.204-18 Commercial and Government Entity Code Maintenance (AUG 2020) 52.204-27 Prohibition on a Bytedance Covered Application. 52.216-18 Ordering (AUG 2020) 52.216-19 Order Limitations (OCT 1995) 52.216-20 Definite Quantity (OCT 1995) 52.216-22 Indefinite Quantity (OCT 1995) 52.217-6 Option for Increased Quantity (MAR 1989) 52.217-8 Option to Extend Services (NOV 1999) 52.217-9 Option to Extend the Term of the Contract (MAR 2000) 52.228-5 Insurance-Work on a Government Installation (JAN 1997) CL-120 Supplemental Insurance Requirements 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (MAR 2023) 852.201-70 Contracting Officer s Representative (DEC 2022) 852.212-70 Provisions and Clauses Applicable to VA Acquisition of Commercial services (APR 2020) - 852.203-70 Commercial Advertising. - 852.219-10 VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside. (NOV 2020) - 852.232-72 Electronic Submission of Payment Requests. - 852.270-1 Representatives of Contracting Officers. 852.219-73 VA Notice to Total Set-Aside for Certified Service-Disabled Veteran-Owned Small Businesses (JAN 2023) 852.242-71 Administrative Contracting Officer (OCT 2020) (xi) FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders- Commercial services (JAN 2021) The following subparagraphs of FAR 52.212-5 are applicable: 52.203-6 Restrictions on Subcontractor Sales to the Government (JUN 2020) 52.204-10 Reporting Executive Compensation & First-Tier Subcontract Awards (JUN 2020) 52.204-14 Service Contract Reporting Requirements (OCT 2016) 52.209-6 Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (JUN 2020) 52.219-8 Utilization of Small Business Concerns (OCT 2018) 52.219-28 Post Award Small Business Program Re-representation (NOV 2020) 52.222-3 Convict Labor (June 2003) 52.222-26 Equal Opportunity (SEP 2016) 52.222-35 Equal Opportunity for Veterans (JUN 2020) 52.222-36 Equal Opportunity for Workers with Disabilities (JUN 2020) 52.222-37 Employment Reports on Veterans (JUN 2020) 52.222-40 Notification of Employee Rights Under the National Labor Relations Act (DEC 2010) 52.222-41 Service Contract Labor Standards (AUG 2018) 52.222-42 Statement of Equivalent Rates for Federal Hires (MAY 2014) 52.222-43 Fair Labor Standards Act and Service Contract Labor Standards - Price Adjustment (Multiple Year and Option Contracts) (AUG 2018) 52.222-44 Fair Labor Standards Act and Service Contract Labor Standards - Price Adjustment (MAY 2014) 52.222-50 Combating Trafficking in Persons (OCT 2020) 52.222-54 Employment Eligibility Verification (OCT 2015) 52.222-55 Minimum Wages Under Executive Order 13658 (NOV 2020) 52.222-62 Paid Sick Leave Under Executive Order 13706 (JAN 2017) 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (JUN 2020) 52.232-33 Payment by Electronic Funds Transfer System for Award Management (OCT 2018) (xii) All quoters shall submit the following: one copy of technical capability and pricing, and an additional redacted copy of all company information such as company name, address, UEI number & price. All quotations shall be sent ONLY to Clifford S. Harrison at Clifford.Harrison@va.gov This is a Service-Disabled Veteran Owned Small Business set-aside open market for Hazardous Material Pick -Up Services for Hudson Valley (Both Campuses). as defined herein. The government intends to award a contract as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows: "The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition." OR "The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:" Quoter shall list exception(s) and rationale for the exception(s). Submission shall be received not later than 12:00pm EST on 09/14/2023 at Clifford.Harrison@va.gov. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Faxed or postal mailed quotes will NOT be accepted. Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Contract Specialist Clifford S. Harrison at Clifford.Harrison@va.gov. All questions must be submitted by 09/07/2023 at 12:00PM EST. Point of Contact Clifford S. Harrison, Contracting Officer Clifford.Harrison@VA.gov NO PHONE CALLS.