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Page 2 of 2 GENERAL INFORMATION FOLLOWED BY A TENTATIVE STATEMENT OF WORK SOURCES SOUGHT NOTICE: This is not a solicitation but rather a Request for Information (RFI/Sources Sought) for market researc... Page 2 of 2 GENERAL INFORMATION FOLLOWED BY A TENTATIVE STATEMENT OF WORK SOURCES SOUGHT NOTICE: This is not a solicitation but rather a Request for Information (RFI/Sources Sought) for market research purposes only. Veterans Health Affairs, Network Contracting Office 4, is issuing this Sources Sought in order to identify capable firms and obtain information for planning purposes only. Veterans Health Affairs, Network Contracting Office 4, is issuing this Sources Sought in order to identify capable firms for Hazardous Waste Services for the VISN 4 VAMCs. Responses shall be submitted by 1600 (EST) May 24th, 2021. Responses shall be submitted via email to william.schlobohm2@va.gov . All SDVOSB and VOSB firms that respond shall include proof of CVE certification via www.vip.vetbiz.gov. All small business firms that respond shall include proof of small business status via their Representations and Certifications in accordance with (FAR 4.1102 Policy). While SDVOSB/VOSB contractors are preferred, all capable contractors are welcome to respond to this sources sought notice for market research purposes. All respondents shall include as part of their response a brief capability statement that covers the information in the following tentative statement of work, as well as answers to the below three (3) questions. The results of this market research will assist in the development of (1) the requirement, and (2) the acquisition strategy (e.g., socioeconomic set-aside, full and open competition, etc.). VA assumes no responsibility for any costs incurred associated with the preparation of responses. Suggested NAICS: 562112 (Hazardous Waste Collection) Suggested PSC: F108 (Environmental Systems Protection Environmental Remediation) Open to suggestions from the market as to a more proper NAICS and/or PSC, as well as any potential GSA/FSS Schedule SIN categories. In addition to the information requested above, please include answers to the below 3 questions as part of your response to this Sources Sought: 1. Identify any other companies owned (wholly or in-part) by the owners of this business who provide goods or services under the same or a related NAICS codes. 2. Identify any other companies owned (wholly or in-part) by the owners of this business who provide goods or services that are registered under the same or a related NAICS code with the Center for Veterans Enterprise (CVE); Provide the certification type (SDVOSB/VOSB), Federal Identification Number, and state of incorporation for each. 3. Do you plan on responding to a solicitation for this requirement with a Joint Venture utilizing multiple owned companies as majority or non-majority owner? Yes ___No ___ If yes, please identify which companies are considering a Joint Venture and the ownership of each company. SAMPLE / TENTATIVE STATEMENT OF WORK (BELOW) PERFORMANCE WORK STATEMENT (PWS) VISN 04 HAZARDOUS WASTE COLLECTION & DISPOSAL Part 1 General Information GENERAL: This is a non-personnel services to provide hazardous waste collection and disposal service. The Government will not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers will be accountable solely to the Contractor who, in turn is responsible to the Government. Description of Services: The contractor must provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform hazardous waste collection and disposal service as defined in this PWS. The contractor must perform to the standards in this contract. All services provided shall be in accordance with all applicable local, state, and federal regulations. Background: The Veterans Integrated Service Network 04 (VISN-04) is comprised of nine Veterans Administration Medical Centers. Historically the facilities have operated under individual orders on an as needed bases, placed against a VISN wide contract. Objectives: Hazardous waste collection and disposal service Availability for use by all VISN-04 locations Scope: Hazardous waste collection and disposal service. Sites See Section 1.5.6 General Information: Records: The records of inspections must be kept and made available to the COR/FCOR/POC and CO, when requested, throughout the term of the contract and for the period after contract completion until final settlement of any claims under the contract. The Contractor is responsible for creating, maintaining, and disposing of Government required records cited in this PWS, in other sections of the contract, or within incorporated contract clauses. Classification and packaging of wastes for transportation, labeling of containers, and providing a list of containers along with their assigned container numbers and hazard classifications shall be performed by the Contractor's personnel in accordance with all applicable laws and regulations. In accordance with all applicable laws and regulations that becomes effective during the term of the contract. Contractor shall provide all materials necessary for safe packaging in compliance with the applicable regulatory requirements. A detailed inventory of the contents of each container/drum shall be prepared as the wastes are packaged. A copy of this inventory shall be left with the VA Medical Centers. Contractor shall maintain service records and submit them to GEMS coordinator after each service. Documents shall include the following information: Types/quantities of treated and disposal waste Methods of treatment and disposal Location of licensed treatment and disposal facilities Certification that hazardous waste has been packaged, collected, transported, handled, treated, and disposed of in compliance with regulatory agencies, laws, directives, and ordinances Original Uniform Hazardous Waste Manifest shall be submitted to GEMS coordinator at the time of each pickup Record of final disposal of all wastes collected Spill Report. When waste is spilled by Contractor at any pickup or storage location during transport, Contractor shall submit Spill Report identifying the spills. Such incidents shall be reported to the GEMS coordinator immediately, by telephone, and in writing no later than five business days after leaving the site. The spill report shall list at a minimum the type of spill, amount of waste, and personnel exposed to the spilled waste. Quality Assurance: Refer to section 6 for attachment of QASP. Recognized Holidays: Contractor may not perform services on any of the below Federal holidays or any day specifically declared a holiday by the President of the United States is included. New Year s Day Labor Day Martin Luther King Jr. s Birthday Columbus Day President s Day Veteran s Day Memorial Day Thanksgiving Day Independence Day Christmas Day If a holiday falls on Sunday, the following Monday will be observed as the federal holiday. When a holiday falls on Saturday, the preceding Friday is observed as the federal holiday. Hours of Operation: Contractor must obtain from the GEMS coordinator the site-specific hours of the disposal pickups. Contractor shall schedule disposal pickups in advance by contacting the GEMS coordinator. Normal business hours are 8:00 AM to 4:00 PM, Monday through Friday. Pickups outside of normal business hours will only be done with the preapproval of the GEMS coordinator. Exceptions to the agreed upon hours of operation: Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor must keep in mind that the stability and continuity of the workforce are essential. Place of Performance: The work to be performed under this contract will be performed at the following facilities as needed: 503-Altoona James E. Van Zandt Veterans Affairs Medical Center 2907 Pleasant Valley Road Altoona, PA 16602-4305 529-Butler: VA Butler Health Care System 353 North Duffy Road Butler, PA 16001-1138 542-Coatesville Coatesville Veterans Affairs Medical Center 1400 Blackhorse Hill Road Coatesville, PA 19320-2040 562-Erie Erie Veterans Affairs Medical Center 135 East 38th Street Erie, PA 16504-1559 595-Lebanon Lebanon Veterans Affairs Medical Center 1700 South Lincoln Ave Lebanon, PA 17042-7529 642-Philadelphia Corporal Michael J Crescenz Veterans Affairs Medical Center 3900 Woodland Ave Philadelphia, PA 19104-4551 646-Pittsburgh VA Healthcare System University Drive Campus University Drive Pittsburgh, PA 15240-1000 H.J. Heinz Campus 1010 Delafield Road Pittsburgh, PA 15215-1802 Human Engineering Research Lab 6425 Penn Avenue Pittsburgh, PA 15206 693-Wilkes-Barre Wilkes-Barre Veterans Affairs Medical Center 1111 East End Blvd Wilkes-Barre, PA 18711-0030 460-Wilmington Wilmington Veterans Affairs Medical Center 1601 Kirkwood Highway Wilmington, DE 19805-4907 ADD IN Phila Dialysis 4219 Chestnut St, Philadelphia, PA 19104 Insurance: The Government requires insurance according to the incorporated Clause 52.228-5 (Insurance Work on a Government Installation) Physical Security: The contractor will be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials must be secured. The Contractor is liable for any Contractor caused damage to Government property. Access Control: The contractor must adhere to the following: Each facility will determine accessibility to restricted areas. Access to restricted areas must be coordinated with the COR/FCOR/POC and may require Government provided escort. The Contractor must establish and implement methods of ensuring all keys, access badges, access passes, and lock combinations issued to the Contractor are not lost or misplaced and are not used by unauthorized persons. The Contractor will not duplicate any keys, access badges, or access passes issued by the Government. The Contractor must immediately notify the COR/FCOR/POC any occurrences of lost or duplicated keys, access badges, and/or access passes. Additional parties may require notification (e.g. facility police, safety office, etcetera) as identified by the COR/FCOR/POC. The Contractor must prohibit the use of issued keys, access badges, access passes, and lock combinations by any person(s) other than the Contractor s employees. Opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in contract performance is prohibited. Accessed restricted areas must be secured and locked at conclusion of work. Contractor will be required to comply with physical security guidelines by either checking in with the VA Police each time the Contractor arrives on-site to perform contracted services or by obtaining a VA Contractor ID badge from the VA Police. Each Contractor employee working on-site must complete training course VA Privacy and Information Security Awareness and Rules of Behavior or each Contractor employee must always be escorted by a VA employee. Contractor may not have access to any VA sensitive information under this contract. Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action must be taken to resolve outstanding issues. These meetings will be at no additional cost to the government. Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order. Facility Contracting Officer Representative (FCOR): The (FCOR) will be identified by separate letter. The FCOR monitors all technical aspects of the contract and assists in contract administration on the individual facility level. The FCOR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies the COR and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the FCOR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the FCOR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The FCOR is not authorized to change any of the terms and conditions of the resulting order. Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. Contractor personnel must present a neat appearance and wear an employee uniform and don a Contractor issued employee badge indicating: 1) Name of employee, 2) Contractor name, and 3) Employee photograph. Pass and badge requirements may vary amongst the VISN 04 facilities. To ensure compliance, the Contractor must obtain facility requirements prior to work commencement from the FCOR. PHASE IN /PHASE OUT PERIOD: To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor must have personnel on board, during the phase in/ phase out periods. During the phase in period, the Contractor must become familiar with performance requirements in order to commence full performance of services on the contract start date. Contractor Personnel: Project Manager and Facility Managers: The Contractor must provide a Project Manager and Facility Managers who are responsible for the performance of the work. The Contractor must also provide alternates for the Project Manager and Facility Managers during absences. The names and contact information of these individuals must be designated in writing to the CO prior to contract award. Each participating VISN-04 VAMC requires an assigned Facility Manager and alternate(s). The Project Manager and Facility Managers or alternate(s) must have full authority to act for the Contractor on all contract matters. The Project Manager and Facility Managers or alternate(s) must be able to read, write, speak, and understand English. Contractor Employees: The Contractor must not employ persons for work on this contract if such employee is considered by the CO/COR/FCOR to be a potential threat to the facility s operational mission or the health, safety, security, general well-being of the VISN04 VAMC s employees and facility population. Contractor must comply with the applicable facility s Infection Control Policy, Tuberculosis Surveillance Policy, and Infectious Disease Policy. Guidance and policy requirements will be provided by the FCOR and the facility s Infection Prevention and Control Office. Costs incurred to establish and maintain Contractor compliance will be borne by the Contractor. Contractor employees also employed by the U. S. Government must be identified. A list of such individuals must be presented to the FCOR prior to work commencement. The list must include: 1) name of employee, 2) address of employee, 3) contact telephone number of employee, 4) position the employee holds with the Contractor, and 5) agency and position the employee holds with the U. S. Government. The FCOR and the CO will determine if the employee(s) is granted approval to perform work under the contract. Contractor s employees shall provide all labor; supervision; materials; equipment; sanitized, disinfected, and labeled containers; transportation; facilities; supplies; and waste manifests. Contractor s employees shall collect, analyze, prepare, package, label, remove, transport, store, treat, and dispose of hazardous waste under the resulting contract in accordance with the terms and conditions, specifications, and in accordance with the Joint Commission on Accreditation of Healthcare Organizations (JCAHO), in accordance with all federal, state, and local (U.S. Environmental Protection Agency EPA and Department of Transportation DOT) laws, policies, and guidelines, and VA hazardous waste requirement Employee Training: Contractor is responsible for providing personnel of an adequate skill and educational level. Personnel involved in the performance of this contract shall have received training regarding the handling of hazardous and infectious materials and emergency procedures to be followed. The Contractor is responsible for providing personnel of an adequate skill and educational level. Personnel must maintain their skill and education levels throughout this services life. Personnel selected by the Contractor must have the necessary education and training to perform the requirements of the contract prior to reporting to work under the contract. Safety: The Contractor must perform all work in a safe manner, ensuring the protection of Contractor employees and facility population. The Contractor must comply with all applicable VA, VHA, VISN04 VAMC, Federal, State, and Local Municipality directives, standards, ordinances, laws, and regulations to include but not limited to DOT, EPA, OSHA, and (JCAHO) Joint Commission on Accreditation of Healthcare Organizations directives, standards, laws, regulations, and guides. Disposal shall be performed in such a manner as not to create conditions detrimental to public health or constitute a public nuisance. Contractor must adhere to site-specific requirements (e.g. check-in and check-out procedures, pickup procedures, etcetera) provided by the GEMS coordinator. Contactor personnel performing disposal services must be certified and congruent with hazardous waste. When requested by GEMS coordinator, Contractor must provide personnel certification within three business days. GEMS coordinator reserves the right to stop work if unsafe practices are observed. Contractor must make corrections prior to work resumption at no cost to the Government. Cleaning and decontamination of containers shall not be performed on Government property. The pickup area where containers are placed shall be maintained in a clean, orderly, and sanitary condition. Particular attention shall be paid to the prompt cleanup of oil and/or grease spills, either generated from the vehicles used to haul containers or because of container leakage. Contractor furnished containers shall be kept neat, in clean and sanitary appearance, and repaired or replaced as necessary. PART 2 DEFINITIONS & ACRONYMS DEFINITIONS AND ACRONYMS: Acronyms: Following are acronyms which may be used in place of full text throughout this Performance Work Statement: AQL Acceptable Quality Level CAP Corrective Action Plan CLIN Contract Line Item Number CO Contracting Officer CPARS Contractor Performance Assessment Reporting System DOT Department of Transportation CPR Contract Performance Report EMS Environmental Management Services EPA Environmental Protection Agency FAR Federal Acquisition Regulation GEMS Green Environmental Management Systems GFM Government Furnished Materials GFP Government Furnished Property GFS Government Furnished Services GSA Government Services Administration IDIQ Indefinite Delivery Indefinite Quantity JCAHO Joint Commission on Accreditation of Health Organization OSHA Occupational Safety and Health Administration POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QASP Quality Assurance Surveillance Plan QCP Quality Control Plan SDS Safety Data Sheet TO Task Order TSO Temporary Storage and Disposal Site UN United Nation VA Department of Veterans Affairs VAMC Veterans Administration Medical Center VCOR VISN04 Contracting Officer Representative VHA Veterans Health Administration VISN Veterans Integrated Service Network Definitions: Following are definitions for words or phrases used throughout this PWS: Calendar Days. Every consecutive day on the calendar, including holidays and weekends. Contractor. A supplier or vendor having a contract to provide specific supplies or service to the Government. The term used in this PWS refers to the prime Contractor Contracting Officer. A person with authority to enter into, administer, and terminate contracts and make related determinations and findings on behalf of the Government. The only individual legally authorized to bind the Government. GEMS Coordinator. An employee of the U.S. Government to assist with contract administration at the facility level and to liaison between Contractor, CO, and VCOR. Each facility will an appointed GEMS coordinator. This individual is a subject matter expert and has authority to provide direction to Contractor within scope of the contract. This individual does not have authority to change the terms and conditions of the contract. Quality Assurance. The Government procedures to verify provided Contractor services are performed according to acceptable standards. Quality Control. All measures taken by the Contractor to assure the quality of services provided meets contract requirements. QASP. A written document specifying the methodology to be used to surveil Contractor performance. PART 3 GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICE GOVERNMENT FURNISHED ITEMS AND SERVICES: Government Furnished Property: The Government will provide secure storage areas to store Contractor s furnished containers/drums and hazardous waste. The VA facility can package or consolidate their own waste stream and use Contractor provided packaging or consolidate the waste if it complies with Department of Transportation (DOT) and other regulations. Government Furnished Materials: The Government will not provide GFM under this contract. Government Furnished Services: The Government will not provide GFS under this contract. PART 4 CONTRACTOR FURNISHED ITEMS AND SERVICES CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES: Except for Government furnished property and services, as specified in Section 3 of this PWS, the Contractor must provide all property, equipment, apparatus, materials, supplies, safety equipment, and services required to ensure all contract terms are met. Contractor must provide all transportation, property, equipment, materials, supplies, safety equipment, and services required to ensure all contract terms are met. Contractor shall provide all appropriate collection containers/drums to the Government at a rate agreed upon in the Price Schedule. Waste containers, identifying labels, and markings shall meet applicable safety codes and regulatory requirements. Contractor shall provide manufacture s specification and descriptive literature for approval. Waste containers shall be United Nation (UN) and Department of Transportation (DOT) approved. The Government reserves the right to have removed from the work site any Contractor equipment or apparatus not meeting standards expressed in this PWS. PART 5 SPECIFIC TASKS SPECIFIC TASKS: General Task: The Contractor must provide all labor, material, equipment, apparatus, maintenance, repair, supplies, transportation, management, expertise and supervision necessary to perform the requirements of this service. In executing the requirements of this PWS, the Contractor must satisfy the performance requirements included in this PWS and the requirements set forth in the PRS. Contractors shall refer to the participating VA Healthcare System preferred disposal hierarchy when determining disposition of waste. Hierarchy consists of recycling, fuel blending/energy recovery, incineration (Part B permitted incinerators, or treatment (neutralization, stabilization) and/or landfill.) A detailed description of the VA Healthcare System disposal hierarchy is available from the GEMS coordinator. For purpose of this service, hazardous waste shall be described below or as identified in references. 40 CFR section 261.31, The Resource Conservation and Recovery Act: wastes from common manufacturing and industrial processes as hazardous (F list). 40 CFR section 261.32, hazardous wastes from specific sectors of industry and manufacturing and are considered source-specific wastes (K list). 40 CFR section 261.33, hazardous wastes from discarded commercial chemical products (P and U listed). 40 CFR section 273, The Resource Conservation and Recovery Act: Standards for Universal Waste Management The Pennsylvania and Delaware hazardous waste regulations. Materials which exhibit characteristics of reactivity, ignitability, corrosiveness or extraction procedure toxicity. Disposition of materials shall be by recycling, incineration, fuel blending, or acid base neutralization. Any chemicals which cannot be processed by these must be processed according to EPA s Best Demonstrated Available Technology (BDAT) procedure. Materials which are regulated and referenced by federal and state and local regulations regarding specialized disposal. The services of this contract do not include special handling wastes such as DEA controlled substances: municipal type trash and refuse; radioactive waste; sharps waste; and explosives. All wastes listed in specification, and additional materials which any of the medical centers wishes to dispose of as hazardous in order to ensure safety and health. All additional wastes identified as hazardous pharmaceuticals by the VAMCs. Unidentified waste materials Characterizing Unknown Materials. Contractor shall identify or characterize unknown material(s) and will indemnify and hold harmless the VAMC for all damages resulting from material(s) labeled as unknowns. No analytical work, other than on-site characterizations, will be performed without the consent of the GEMS coordinator. VAMC point of contact may elect to submit a sample of the unknown material(s) to Contractor in advance of the scheduled pickup for detailed classification. This material would then be included with the next scheduled pickup at the cost provided under the Price Schedule, Chemist Fee. Performance Requirements Summary (PRS): See PART 6.1 Task: Contractor shall provide services in accordance with this PWS for any station who places orders against an award made. Contractor shall have open communication with the FCOR of the facility prior to each pick up to confirm pickup materials and quantities. Contractor shall provide all means of transportation and packing materials. Contractor shall pack all materials and load material on to contractor vehicle in accordance with any and all regulations and this PWS. Contractor shall dispose of all material at authorized disposal facilities in accordance with any and all regulations. Emergency Situations: GEMS coordinator may require Contractor to make unscheduled collections or disposals for emergencies, special events, or other occasions. Contractor shall respond within 24 hours of the event. VISN 04 VAMC Requirements: Regular Pickup Situations In non-emergency situations, Contractor shall coordinate with the designated facility GEMS coordinator to schedule regular hazardous waste pickups with each VISN location. The Contractor shall coordinate with the facility GEMS representative to ensure that necessary packaging and storage supplies are available. Packaged wastes shall be removed from the facility and transported to a TSO (Temporary storage and disposal site) or point of final disposition within five (5) business days after packaging. If any waste requires a special permit to be issued before it can be transported to a TSO site, Contractor shall immediately notify the GEMS coordinator or Contracting Officer that a special permit is required to move the waste. In addition, the approximate length of time that will be needed to obtain the necessary permit. Contractor will be permitted to leave only the special permit waste at the medical center until the necessary permit can be obtained. It should not exceed past forty-five (45) calendar days. Wastes which require special permits for disposal, but not for transportation, shall be removed from VAMC within five (5) business days after packaging and taken to a TSO for holding until the necessary disposal permits can be obtained. Sales Report Contractor shall provide the Contracting Officer a Sales Report within 15 calendar days after the close of each quarter s business. Report shall reflect gross sales, volume or weight of hazardous waste removed and disposed for each VAMC. Copies of this report shall be available to the GEMS coordinator of each facility. PART 6 ATTACHMENT/TECHNICAL EXHIBIT LISTING ATTACHMENTS: NOT ATTACHED FOR THIS SOURCES SOUGHT Performance Requirements Summary QASP Estimated Workload Data (Historical data for each site) END OF PERFORMANCE WORK STATEMENT END OF PERFORMANCE WORK STATEMENT