Inactive Total Small Business Set-Aside (FAR 19.5)

This is a SOURCES SOUGHT ANNOUNCEMENT ONLY. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a sol... This is a SOURCES SOUGHT ANNOUNCEMENT ONLY. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this sources sought must be in writing. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), Hub-Zone and other Small Businesses interested and capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) DUNS number (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g. Services Disabled Veteran Owned small Business, Veteran-owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below. Network Contract Office (NCO) 22 Gilbert is seeking a qualified vendor to provide Hazardous Pharmaceutical Drug Removal Services including Transportation to a Properly Permitted Disposal Facility for the Southern Arizona VA Healthcare System s (SAVAHCS) main facility at 3601 S. 6th Avenue in Tucson, Arizona. The contractor shall provide all labor, supplies, equipment, materials, and transportation to meet the needs of this solicitation. Prospective contractors must be authorized/certified to provide the required service and must show proof with any provided documents at the time of responding to this Sources Sought announcement. DRAFT STATEMENT OF WORK DRAFT PART A GENERAL INFORMATION A.1 Introduction - The Southern Arizona VA Health Care System (SAVAHCS) intends to award a Firm Fixed Price, Indefinite Quantity, Indefinite Delivery Service Contract to a qualified firm with the capability and capacity to categorize (characterize) RCRA hazardous and non-RCRA regulated drug waste; separate the hazardous drugs from the non-RCRA drugs and provide transportation and disposal services from a number of satellite collection areas within the medical center on a monthly basis. Other responsibilities of the contract include performing an initial pharmaceutical formulary review, providing collection containers, technical consulting as necessary, electronic record keeping, and annual staff education on pharmaceutical waste disposal regulations and procedures. The contract will include a base year and four renewable option years. The services will be provided in accordance with current federal, state and local regulations. This contract will not include the disposal of US Drug Enforcement Administration drugs or radiological, infectious or bio-hazardous wastes. A.2 Background The SAVAHCS is located at 3601. South Sixth Avenue, Tucson Arizona 85723. A.3 Considerations - Removal of hazardous and non-RCRA drug wastes will be normally performed during the hours of 7:30 AM and 4:00 PM, Monday through Friday, excluding National Holidays. The Contracting Officer Representative (COR) is available during those hours for the approval of manifests and other required documentation, unless exigent circumstances require services during an unscheduled time period. After-hours access will be coordinated with the Green Environmental Management System (GEMS) Coordinator or the Coordinator s designee. The Contractor and the COR will arrange for a routine (non-emergency) service based upon volume. This will occur approximately monthly depending on rate of generation. To be considered for the contract award, the bidder must possess the necessary technical expertise and resources required by this solicitation in order to be considered for contract award. PART B WORK REQUIREMENTS B.1 Requirements and Scope - The contractor shall provide hazardous and non-RCRA drug waste disposal services from SAVAHCS. Services shall include all labor, materials, tools, equipment, analysis, travel, transportation, documentation, waste treatment, disposal and support services required to categorize, sort, package, transport, document and dispose of hazardous and non-RCRA drug wastes from SAVAHCS. The Contractor and the COR for the SAVAHCS will arrange for routine (non-emergency) service based upon volume. This will occur approximately monthly, depending on rate of generation. The successful offeror must possess the necessary technical expertise and resources required by this solicitation in order to be considered for contract award. B.2 Pharmacy Staff Training - The contractor shall be required to provide an annual pharmaceutical waste education presentation to Pharmacy staff that generate drug wastes using classroom and/or an on-line module. Training will incorporate state specific pharmaceutical disposal regulations as required by EPA (40 CFR 265.16) to help ensure the medical center s compliance with drug disposal procedures. B.3 Train-The-Trainer Training The Contractor will partner with the GEMS Coordinator to develop and provide medical center specific training for clinicians and nursing staff on the collection and accumulation of pharmaceutical waste on the wards. This one class will be conducted in a train-the trainer style by the contractor for each of three shifts. Training will incorporate state specific pharmaceutical disposal regulations as required by EPA (40 CFR 265.16) to help ensure the medical center s compliance with drug disposal procedures. B.4 Meetings - Quarterly meetings shall be held with the Green Environmental Management Systems (GEMS) Coordinator to address contract performance and facility compliance with EPA regulations 40 CFR 265.16 and the Joint Commission Standards. Should improper staff drug segregation practices or drug waste contract deficiencies arise, meetings may be held on a more frequent basis to resolve any/all issues. B.5 Recordkeeping/Reports - Contractor shall have a centralized waste tracking system. The centralized tracking system will include a centralized database for all waste characterizations and determinations, hazardous and non-RCRA waste manifests, methods of final (end) disposal, final (end) disposal sites, monthly and annual waste generation reports, and training records. The contractor will be responsible for providing a database that will be able to generate reports on hazardous and non-RCRA drug waste activities, waste characterization profiles and other information necessary for the successful operation and management of a pharmaceutical waste management program. The electronic database will be provided to the COR upon request in a Microsoft Excel spreadsheet or web-based information access. The facility is currently a small quantity generator. Each month the Contractor must provide a complete p-waste inventory from unused and expired products, along with weights for each p-waste pharmaceutical disposed of to verify SAVAHCS is able to maintain that classification. B.6 Pharmaceutical Formulary Review Annual Update The contractor will provide an electronic review of the medical center formulary and provide recommendations as appropriate. The completed review will identify all listed waste, characteristic waste and RCRA-equivalent waste. The final review will be submitted in Microsoft Excel spreadsheet in an electronic file. Annually, the contractor will perform an update to incorporate any new drugs added to the SAVAHCS formulary during the previous year. B.7 Consulting Services At the medical center s request the vendor will provide technical expert consulting services on topic related to EPA, state-specific RCRA, DOT, and other environmental regulations pertaining to pharmaceutical waste disposal. B.8 Supplies and Pharmaceutical Waste Containers The contractor shall have the capability to supply appropriately labeled waste collection containers of various sizes. STATEMENT OF WORK PART C SUPPORTING INFORMATION C.1 General Task Statement - The successful contractor will be required to provide removal of hazardous and non-RCRA drug waste from SAVAHCS. Quantities of each waste type are estimates based on historical data (Attachment 2). All hazardous and non-RCRA drug wastes generated by SAVAHCS facilities will be disposed of by the Contractor in accordance with current Federal, State and local guidelines governing hazardous and non-RCRA drug wastes disposal and destruction. SAVAHCS pharmacy staff will make maximum effort to properly segregate hazardous pharmaceuticals from non-RCRA wastes as necessary for separate disposal, however, pharmaceutical waste is a complex waste stream and hazardous drugs may end up in the non-RCRA waste container. The Contractor is responsible to ensure that drugs are being sorted by SAVAHCS staff properly by performing visual inspections and physical separation of improperly disposed of wastes each month of all non-RCRA waste containers so proper disposal and segregation practices are being followed. (i) Packaging of chemical wastes will be in the largest container available for that waste stream. Smaller sizes shall be used for partial loads or to meet the disposal priorities or DOT requirements. (ii) Contractor will dispose of hazardous waste in a manner that leaves no future expense potential to the VA or the federal government. All hazardous and non-RCRA pharmaceutical waste shall be disposed of by incineration. (iii) Acceptance of the hazardous and non-RCRA wastes at a properly permitted treatment, storage, or disposal site does not constitute disposal and/or completion of the contract. It is the prime contractor s responsibility to obtain all necessary documentation to prove that the timely end disposal of all items has been accomplished. (iv) Out of country shipments are prohibited under this contract. C.2 Waste Characterization - The Contractor is required to perform RCRA characterization of all waste streams identified using process knowledge, identity of the pharmaceuticals, and other types of chemical analysis including but not limited to Toxicity Characteristic Leaching Procedure (TCLP). Hazardous drug wastes shall include but not be limited to ignitables, corrosives, poisons/ toxics, and reactive wastes. Work shall be performed in accordance with all applicable, Federal, State, Local and governing regulations. The Contractor will obtain permission from the COR before conducting chemical analysis to be charged against the contract. C.3 Containerizing - The Contractor will be responsible to package bulk drug wastes into the largest container feasible and for assuming all safety measures to prevent harm or injury to VA patients, visitors, employees, contractor employees (example: PPE) and the environment (example: storm drain covers). The VA CORs, Safety Officer/Specialists, Industrial Hygienists, GEMS Coordinators, or VA Police, or Emergency Preparedness Specialist have the authority under this contract to present a verbal stop work order pertaining to job activity they reasonably believe represents an imminent hazard to life, property or the environment. This verbal order shall be followed up by a written stop work order issued by the COR as soon as feasible after the imminently hazardous situation has been stabilized or abated. C.4 Accidental Release - Should hazardous or non-RCRA drug waste be released during the performance of services under this contract, through no fault of the VA facilities, the Contractor will be responsible for all costs associated with the satisfactory remediation of the incident. This will include the cost of all labor and materials as well as any actual damages incurred to the facility and harm caused to patients, visitors and staff of the medical center. The remediation efforts shall be performed to the satisfaction of the cognizant regulatory authorities and the medical center s GEMS Coordinator. C.5 Contractor Furnished Materials and Equipment - The Contractor will furnish all containers, packing material, and any other necessary equipment and documentation for collection of hazardous and non-RCRA drug wastes. Containers need to meet or exceed RCRA requirements for pharmaceutical waste disposal. C.6 - Location of Pick Up Points - The Contractor shall be responsible for the pickup of hazardous and non-RCRA drug wastes from multiple storage locations throughout the medical center. The location points may be identified at the time of notification of need for removal service. Access to the waste storage area and pick up locations is to be coordinated with COR. C.7 - Building Occupancy - The VA will maintain full occupancy of the site for the duration of the services required under this contract unless an exigent emergency situation requires localized evacuation (e.g., discovery of potentially unstable wastes). The Contractor shall not interfere or hinder the daily operations of the VA while performing services during other than exigent circumstances. C.8 Documentation C.8.1 Compliance - The Contractor is required to comply with all Federal, State and local regulations, policies and procedures regarding tracking, record keeping, manifesting and documentation of all hazardous and non-RCRA drug wastes. The Contractor will be required to comply with all changes to such Federal, State and local regulations and procedures which occur during the term of this contract. The Contractor will provide to each medical center s GEMS Coordinator any additional certifications that may be required because of changes in such laws. C.8.2 Removal - The Contractor will provide all manifests and documentation that apply to the removal and disposal of hazardous and non-RCRA drug waste activities conducted by its workforces and/or its subcontractors. The Contractor will furnish a properly executed and legible copy of the appropriate manifests required to document the safe shipment and proper disposal of hazardous and non-RCRA drug wastes generated by the medical center. C.8.3 Transportation - Prior to the removal and transport of hazardous and non-RCRA drug wastes generated by SAVAHCS, the Contractor will obtain approval and signature for each manifest from the VA Facility s COR or his/her designee verifying that the Contractor has accepted the waste from the VA and that the waste was properly shipped for treatment or disposal. Manifests not signed by the COR or his/her designee will not be deemed valid. The Generator Copy, Generator State Copy and Destination State Copy of the executed manifest (signed manifest will be provided to the facility within 30 days) will be provided to the VA Facility COR when hazardous or non-RCRA drug waste is disposed of as applicable and before the removal of any waste from facility. C.8.4 Time Limits - In addition to providing the manifests, the Contractor will provide a properly executed and signed disposal certificate for each manifest to the VA COR within thirty (30) calendar days of removal of waste from this facility. The disposal certificate will clearly indicate that all waste has been properly disposed of and will specify the site and date of incineration (90 day requirement). Exceptions to this must be approved by the COR and/or GEMS representative. C.8.5 Electronic Data - All manifests, waste determinations, waste generation data, shipping information and other data required for the proper execution of this contract will be maintained by the contractor in an electronic database. This system should enable tracking of generator status, generate monthly or annual reports. The electronic database will be provided to the COR upon request in a Microsoft Excel spreadsheet or web-based information access and/ or at the end of the contract, whichever comes first. C.9 Capability Requirements/Delivery and Performance Schedules C.9.1 Training and Experience - Contractor representatives who perform services under this contract must be competent, experienced and qualified to perform such services listed herein. All work performed will be first class in accordance with established good waste management practices. The Contractor shall submit proof of appropriate training and experience for vendor personnel performing services. C.9.2 Delivery Schedule - It is the intent of this contract to have a regular pick-up on a monthly schedule. The responsible COR or his/her designee shall notify the Contractor of the necessity for the pick up for unusual circumstances outside of the normal schedule. The Contractor must coordinate all pickups with the facility COR. The Contractor will be required to pick up waste within seven (7) calendar days of telephonic notification by VA representative. C.9.3 Government Estimates - The Government requires services on a recurring basis. There shall be no penalty or additional costs incurred should a medical center require more or less than the estimated pickups or disposal volume outlined in the schedule of costs. C.10 Safety Requirements - In the performance of this contract, the Contractor shall take such safety precautions as the COR or his/her designee may determine to be reasonably necessary to protect the lives and health of VA patients, visitors, staff and the general public. The COR or his/her designee will notify the Contractor of any noncompliance with the foregoing provisions as well as the recommended corrective action. The Contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. Such notice, when served in person on the Contractor or his/her representative at the site of work, or telephonically to Contractor s designated representative, shall be deemed sufficient for the purpose of the previously mentioned. If the Contractor fails or refuses to comply promptly to satisfactorily abate the hazardous condition or situation, the COR may issue an order stopping all or any part of the work and hold the Contractor in material breech of this contract. C.11 Chemo and Antineoplastic Pharmaceutical Waste The SAVAHCS facility collects RCRA Pharmaceutical Waste in the Chemotherapy Preparation Rooms. Per VA policy once full these containers are NOT to be opened. These containers do not contain infectious waste. Disposal of these containers will include the proper disposal of the container and its contents (chemotherapeutic agents and antineoplastic agents). Important information: The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this Sources Sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. The VA is mandated by Public Law 109-461 to consider a total set-aside for Service Disabled Veteran Owned Small Business set aside. However, if response by Service Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open competition may be determined. No sub-contracting opportunity is anticipated. The North American Classification System (NAICS) code for this acquisition is 562112 ($8.0M). Notice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) at www.sam.gov and complete Online Representations and Certifications Application (ORCA). Additionally, all Service Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the Department of Veterans Affairs Center for Veterans Enterprise VetBiz Registry located at http://vip.vetbiz.gov. All interested Offerors should submit information by e-mail, mail or ground carrier to: Southern AZ VA HealthCare System, 3601 S. 6th Avenue, Tucson, AZ 85723 or by e-mail to michael.williams48@va.gov. All information submissions to be marked Attn: Michael Williams, Contracting Specialist (9-90C) and should be received no later than 3:30 pm Pacific Time on April 17, 2020. After review of the responses to this announcement, the Government intends to proceed with the acquisition and a subsequent solicitation will be published.