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Pickup/Disposal of Regulated Medical Waste and RCRA Hazardous Waste Oklahoma City VA Health Care System VA Medical Center Oklahoma City, OK. 73104 BRIEF SCOPE OF WORK (This is for information only) Pi... Pickup/Disposal of Regulated Medical Waste and RCRA Hazardous Waste Oklahoma City VA Health Care System VA Medical Center Oklahoma City, OK. 73104 BRIEF SCOPE OF WORK (This is for information only) Pickup/Disposal of Regulated Medical Waste and RCRA Hazardous Waste Services in accordance with the terms and conditions stated within this abbreviated Performance Work Statement (PWS). This is a Request for Information (RFI) Only for Market Research purposes, no Award will be made from this RFI. The subsequent Contract will be a Base with Four possible Option Year(s) Contract, funded by FY21 appropriations, with a start date on or after 1 October 2020. Part A: Medical Waste The contractor shall be properly licensed by federal, state and local authorities, to provide pickup, removal and disposal of regulated medical waste, pathological waste (including animal carcasses) and non-RCRA chemotherapy waste. The contractor shall provide copies of all licenses and permits indicated in this Statement of Work. The contractor must submit at the time of offer the company name, address, contact person, and phone number of all disposal facilities to be used under this contract. The contractor must obtain VA approval of all disposal facilities and/or methods of disposal. Disposal method must ensure compliance with HIPAA, rendering patient information unreadable. Services provided by the contractor shall be in accordance with the following federal, state and local regulations: 1) Occupation Safety and Health Administration (OSHA), including but not limited to the Blood Borne Pathogen Standard (29 CFR 1910.1030) and the Needle Stick Safety and Prevention Act (HR 5178). 2) Environmental Protection Agency (EPA) 3) Food and Drug Administration (FDA) including but not limited to Title 21 CFR. 4) Department of Transportation (DOT) and any DOT for any state in which the waste is transported. 5) Oklahoma Department of Environmental Quality (OK DEQ) 6) Any Authority having jurisdiction for states where the waste may be transported to, treated in or disposed in. The medical waste includes waste containing human blood and body fluids, sharps (needles, syringes). Animal carcasses includes rats, mice, dogs and pigs. Non-RCRA chemotherapy waste includes waste chemotherapy agents, plastics and sharps. THE CONTRACTOR SHALL: Provide and maintain all licenses and permits for operational personnel, trailers, containers, vehicles and other resources required for proper removal of bio hazardous waste in accordance with all applicable Federal, State, Municipal, and local regulations (e.g. OSHA, EPA, OK DEQ, 49 CFR (DOT) including, but not limited to HM-18). Supply all containers for transport of the above waste and perform all labeling, manifesting, labor, transportation, proper disposal and certificate of destruction for each pick up of waste in accordance with all federal, state and local requirements. Contain any spills which occur while the medical waste is being handled, removed, or transported by the contractor. Any clean-up shall be the responsibility of the contractor. Immediately notify all appropriate AHJ and the Contracting Officer s Representative (COR) should a vehicle be involved in a spill or accident that renders the vehicle non-compliant with applicable rules and regulations. Ensure all spillage or leaks are promptly cleaned-up along any transportation route if such spillage or leaks are from the contractor s hauling equipment and/or vehicles. Not allow any regulated medical waste to be compacted before being sterilized. Ensure all waste containers are cleaned and disinfected for use when delivered to the facility. Ensure all waste containers are rigid and puncture resistant and labeled with the word BIOHAZARD . Ensure all chemotherapy waste is incinerated in a permitted treatment facility. Equip transportation vehicles with fully enclosed leak-resistant cargo body maintained in sanitary condition and secured when left unattended. Vehicles shall be properly disinfected as a result of leaks or spills. Ensure regulated medical waste is not combined with other waste. Ensure transporter sign, date, and furnish a copy of the manifest prior to the regulated medical waste leaving the pickup site. Certify that the manifest data matches the load to be removed. Deliver the waste to an authorized facility and sign the manifest to verify that the regulated material has been delivered. Return all remaining copies of the manifest to the generator, assuring final disposal. Ensure all regulated medical waste removed from any site listed under supplies and services is refrigerated at 45 degrees Fahrenheit or less if held for greater than twelve (12) hours; arrives at the designated facility within seventy-two (72) hours after removal; and is not accumulated at an intermediate transfer facility except under emergent conditions which preclude delivery to the incineration destination facility. Provide an Exposure Control Plan and OK DEQ approved plan for excluding wastes that are not to be processed, safely storing wastes until proper processing and disposal and responding to emergencies. Be able to supply up to 20 96-gallon waste containers within a 24-hour period to accommodate additional waste that cannot be processed on site by the Government. Provide all management, oversight, chemical analyses, tools, supplies, equipment, labor, transportation and applicable licenses and permits necessary to ensure that Hazardous Waste Collection and disposal services are performed at the OKC VAMC in accordance with the Specifications. Work Hours All work is to be performed during normal Government work hours, 8:00 AM to 4:00 PM Monday through Friday, excluding federally recognized holidays. Contractor shall not be allowed use of government materials, equipment, and/or labor for this project. Qualifications Contractor shall have demonstrated at least three years of experience servicing at least three similar size hospitals by submitting a list of references including telephone numbers, addresses, and contact names. Contractor shall demonstrate their ability to convert the VA locations to their services immediately after award of the contract. Contractor shall have in place and maintain a valid contingency plan to meet the requirements of the contract. Contractor shall incur all cost associated with fulfilling this contingency plan at no additional expense to the Government. Contactor shall be liable for all expenses incurred by the Government due to the Contractor s inability to perform in accordance with these requirements. Contractor is required to identify any subcontractors and suppliers. Contractor is responsible for supervision, contract compliance and obtaining any necessary documentation from their subcontractors or supplies performing under this contract. If the contractor intends to utilize subcontractors and suppliers other than those initially identified, operating licenses, permits, certificates and any other forms required by regulatory agencies for the new facility must be submitted to the Contracting Officer no later than thirty (30) days prior to change. Any and all cost increases to meet additional regulatory requirements caused by such change of disposal facilities or any other contractor action relative to transport, storage, and/or disposal of regulated medical waste shall be borne by the contractor. Contractor shall provide their employees with appropriate protective clothing, equipment, and apparel as described by the Occupational Safety & Health Administration (OSHA). Contractor shall provide details of what training their employees undergo. The contractor shall provide all training necessary to perform the work as defined in this contract. Training shall not hamper the quantity, quality, or timeliness of work requirements of the contract. The contractor shall ensure that all employees understand the risks involved with biomedical/regulated medical waste as well a non-RCRA chemotherapy wastes and are trained in the specific procedures to handle spills on the OKC VAMC premises, in route to and at the treatment and disposal facility. The contractor must also provide their employees with appropriate vaccinations and medical surveillance. Contractor must report all injuries, accidents, or property damage to the COR within twenty-four (24) hours. Part B: Hazardous Waste Hazardous Waste Collection involves the collection, packaging, labeling, inventory, manifesting, labor, transportation, and proper disposal of hazardous material. The contractor shall be properly licensed by federal, state and local authorities, to provide pickup, removal and disposal of RCRA hazardous waste. The contractor shall provide copies of all licenses and permits indicated in this Statement of Work. The contractor must submit at the time of offer the company name, address, contact person, and phone number of all disposal facilities to be used under this contract. The contractor must obtain VA approval of all disposal facilities and/or methods of disposal. The contractor shall provide all management, oversight, tools, supplies, equipment, and labor to ensure that hazardous waste removal and disposal services are properly and safely performed at the OKC VAMC. All work will be performed in compliance with all existing laws and regulations including, but not limited to: 40 CFR, 49 CFR and laws and regulations of any state, county, township or municipal subdivision thereof or other governmental agency that may be applicable to the removal, transportation and disposal of the waste. THE CONTRACTOR SHALL: Collect hazardous waste in such a manner as to be least disruptive to Medical Center operations and conduct themselves in a professional manner at all times while in hospital buildings or on hospital grounds. Respond to pick up requests of the OKC VAMC EOC staff (Environmental Engineer, Industrial Hygienist, Safety or Emergency Manager). Hazardous waste pickup is expected to occur four times (quarterly) during each fiscal year, with possibility of additional pickups if unusual conditions warrant. Provide and maintain all licenses and permits, without additional cost to the Government, for operational personnel, trailers, containers, vehicles and other resources required for proper removal of hazardous and non-hazardous chemical waste in accordance with all applicable Federal, State, Municipal, and local regulations (e.g. OSHA, EPA, OK DEQ, 49 CFR (DOT) including, but not limited to HM-18). If appropriate licenses are not maintained in accordance with Federal and State requirements, the VA may terminate the contract effective upon discovery. The VA reserves the right to halt work if the Contracting Officer and or COR determine work is being done in an unsafe/unhealthy manner or that could harm the environment. VA will not incur additional costs if work is halted for good cause. Ensure proper collection, packaging, labeling, manifesting, labor, transportation, and disposal of the attached listing of waste in accordance with all federal, state and local requirements. Consolidate all waste into the smallest container allowed by volume and compatibility. Ensure any spills that occur while the hazardous waste is being handled, removed, or transported by the contractor are contained and a complete clean-up performed, to include along any transportation route. Ensure all hazardous materials/waste hauled by the contractor are properly packed with sufficient absorbent material or placed in secondary containment to prevent leaking or spilling. The contractor will supply all packaging material and shall package material in the most efficient manner possible. Dispose all hazardous material/waste collected by the contractor in accordance with federal, state and local laws and regulations. All disposals are to occur off government property. Complete the hazardous waste manifest and land disposal restrictions forms as required by federal, state and local regulations. Provide the EOC Staff with a copy of the completed hazardous waste manifest within 40 days of the removal of the material from the site. Provide the EOC Staff with a certificate of disposal within 6 months of the removal from the site. Supply all packaging materials. Containers shall be leak proof, puncture resistant, stackable and transportable, damage free and in good working order at all times. Supply all labels and placards necessary to satisfy federal, state and local laws for content identification, transportation over public thoroughfares, and transfer to any company involved in the destruction, recovery, or burial of hazardous material. Said labels and placards shall be of the size, shape, color, and format required by regulatory bodies and affixed by the contractor in accordance with requirements or current industry practice. Ensure all transportation carriers have required EPA, DOT and state registry for hazardous waste transport and also have records of good shipping practices that may be verified through the appropriate authorities. Carriers shall be chosen, where possible, who do a minimum of interlining or intermediate stopping before reaching the disposal site. Waste containers shall not be unloaded until reaching the treatment/disposal site. Provide information to the Generator that demonstrates that the site chosen for treatment and disposal is approved by federal, state and local authorities having jurisdiction. SAFETY CONSIDERATIONS: The contractor shall provide all necessary equipment (e.g., safety glasses, gloves, aprons, respirators, etc.) and training to perform the job safely and in accordance with all OSHA regulations. The Contractor must perform all operations in a prudent, conscientious, safe and professional manner. At a minimum, Contractor personnel and equipment shall comply with all safety requirements set forth in the applicable federal, state and local laws and regulations and shall ensure that its agents, employees, and subcontractors perform the work in a safe manner. The Contractor shall ensure that all personnel involved in handling and packaging hazardous waste be trained for the level of expertise required for the proper performance of the task, and in particular OSHA hazard communication standard in the areas of chemical incompatibility, general first aid procedures and spills. Handling and personal protective equipment shall be provided by the Contractor and be appropriate to ensure safe handling of the hazardous waste. All employees present at the work site shall be trained to use all protective equipment. Packaging of hazardous waste must be done in the hazardous waste storage room or on the loading dock. Spill control equipment shall be available at all times. All work is to be performed during the hours of 8:00 AM and 4:00 PM, weekdays, exclusive of federal holidays. The contractor shall provide all management, oversight, chemical analyses, tools, supplies, equipment, labor, transportation and applicable licenses and permits necessary to ensure that Hazardous Waste Collection and disposal services are performed at the OKC VAMC in accordance with the Specifications. Contractor shall not be allowed use of government materials, equipment, and/or labor for this project. All work is to be performed in strict compliance with these specifications. PACKAGING AND MARKING: All containers, liners, or other materials used in performance of this contract must conform in all respects with applicable regulations promulgated by: The Oklahoma Department of Environmental Quality (OK DEQ). The Environmental Protection Agency (EPA). The Department of Transportation (DOT). Consignment States, and Counties of Municipalities having jurisdiction. SPECIAL CONTRACT REQUIREMENTS: IN ORDER TO QUALIFY FOR AWARD THE SUCCESSFUL OFFEROR MUST SUBMIT THE FOLLOWING ITEMS/DOCUMENTS TO THE CONTRACTING OFFICER WITHIN TEN (10) BUSINESS DAYS OR RECEIPT OF REQUEST EITHER TELEPHONIC OR WRITTEN: Representative samples of the containers (boxes) and liner as specified herein. A legible copy of the current License of valid Permit-To-Operate for each destination facility intended for use in servicing this contract. A legible copy of all current and valid Licenses or Permits necessary to transport the waste to the incineration or treatment facility according to all applicable State and Federal Laws. A legible copy of the Contractor s Backup Contingency Plan which shall be implemented in the event that the primary means of incineration or treatment becomes unavailable. The plan shall include refrigerated storage for biohazardous medical waste. Plan shall identify the back-up incinerator or treatment site to be used in the event that the primary intended for use becomes unavailable. The back-up must meet all the requirements established as acceptable for the waste with the exception of the maximum distance radius. A legible copy of the Contractor s Emergency Spill Response and Remediation Plan which shall require the following: In the event of a spill caused by the contractor, the contractor shall be responsible for clean-up labor, equipment, and personal protective equipment and the cost of clean-up. Notification of VAMC in the event of spills and/or other personnel exposures occurring during waste preparation, packaging and shipping. Clean-up shall be considered complete only upon final inspection and clearance by the Contracting Officer s Representative (COR). Such incidents shall first be reported by telephone to the Safety Office immediately following discovery and followed in writing to the Safety Office no later than five (5) days after the initial telephone report. A legible and recent copy of each contract driver s Motor Vehicle Record (MVR). Changes in driver staff will require this throughout the contract term when changes are made. A written statement itemizing the following items for the past three (3) years. If there are none, then submit a signed and notarized statement to that effect. All DOT reportable accidents. All environmental reportable accidents. All environmental fines, penalties or Notice of Violations (NOV). Any consent decrees (Judgments). Any pending litigation. LICENSES, PERMITS AND FEES: The Contractor shall acquire and pay for all licenses and permits required for the lawful performance of this contract. SAFETY: The Contractor shall take every precaution necessary to protect all employees, the public and the environment from any hazards associated with the performance of this contract. CONTRACT LIAISON: The contractor shall appoint a contract liaison to coordinate and assure the timely removal, transport and disposal of all VA Medical Center medical waste and hazardous waste. The contract liaison shall also serve as expeditor for any emergency removal requested by the Contracting Officer. OTHER CONDITIONS AND STIPULATIONS: In the operation and performance of services herein, the Contractor, its subcontractors, their employees, agents and officers shall comply with all applicable Federal, State, and/or local laws, rules, regulation codes, standards and ordinances now in force or hereafter enacted. Nothing in these specifications is to be construed as permitting work that does not conform to the pertinent regulations promulgated by the authorities having jurisdiction. Provisions in this contract shall not constitute or operate as a waiver of any such provision, nor shall the failure to enforce any provision or of any other provision contained herein. If any provision of this contract shall for any reason be held to be invalid or unenforceable, such provision shall not in any way affect the validity or enforceability of any of the remaining provisions of this contract, and this contract shall be enforced as if such provision had not been contained herein. The Contractor and all subcontractors shall comply with the transporter requirements found in the Oklahoma Administrative Code. Two areas pertaining to transporters are OAC 165:30 of the Oklahoma Corporation Commission for licensing and hazardous waste registration/permitting and operations, then OAC 252:205 of the Oklahoma Department of Environmental Quality for hazardous waste transport. All incineration facilities intended for use shall meet standards in Oklahoma State Department of Environmental Quality (ODEQ), Oklahoma Administrative Code OAC 252:100 for incinerator performance and air quality and meet OAC 252:515 permitting and operational requirements for regulated medical waste incinerators. Operational requirements for regulated medical waste processing facilities are also included in OAC 252:515. Facilities not conforming to this minimum specification are not eligible to service any part of this contract. The contractor shall be capable of providing a complete turn-key service to include at least the following tasks: all waste monitoring, labor, loading, marking, labeling, placarding, manifesting, transportation, and treatment necessary to conscientiously and lawfully perform the service. Methods of disposal must be approved for each type of waste by the VA Medical Center. The Contractor shall be capable of accepting and successfully treating and destroying all hazardous waste and medical waste, including any non-RCRA listed cytotoxic, antineoplastic or chemotherapeutic agents involved. NOTE: The Contractor and all subcontractors are forbidden from consolidating or commingling VA Medical Center biomedical waste with any other hazardous chemical waste RCRA listed or characteristic controlled industrial waste at any time prior to the successful delivery of said biomedical waste to the designated incineration facility. Any contract transporter or incineration facility cited by Oklahoma State or the Environmental Protection Agency (EPA) as a High Priority Violator (HPV) within three (3) years of the date of publication of the Invitation for Bid on this contract is prohibited from bidding on or performing service on any part of this contract. Any motor carrier rated as UNSATISFACTORY by the Federal Highway Administration s Bureau of Motor Carrier Safety (BMCS) is prohibited from bidding on or performing service on any part of this contract. All participating bidders must submit to the Contracting Officer a legible copy of any and all covenants, licenses, permits, approval, registrations and/or certifications which pertain to this contract on demand. SCHEDULING ARRANGEMENTS: Except by special alternative arrangement all packaging and removal of biomedical waste will be performed only during working hours 8:00 a.m. to 4:00 p.m. Monday through Friday (excluding federal holidays). FEDERAL HOLIDAYS: Federal holidays are any calendar days designated by statute or executive order as federal holidays. Federal holidays consist of New Year s Day, Martin Luther King Jr. s Birthday, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas. PROTECTION FROM DAMAGE: Contractor shall provide all labor, materials, and equipment necessary for protection of VAMC personnel, furnishings, equipment and buildings from damage, and shall replace or repair any damage due to work performed under this contract equal to its original construction and finish. RESPONSE REQUESTS: Contractor shall only respond to requests for service from OKC VAMC EOC staff (Environmental Engineer, Industrial Hygienist, Safety or Emergency Manager). If service is requested from any other source the Contractor is to advise the caller of this requirement and refuse to respond. Any billing resulting from unauthorized service will not be paid by the government. CHECK IN/OUT PROCEDURES: Prior to commencement of, and immediately after each service visit, the Contractor or his authorized representative must check in and out with EOC Staff. Industrial Hygienist is at Room 9B-100a (405) 456-3827, or Environmental Engineer at Rm 9A117 (405) 456-3596. LIABILITY INSURANCE: Contractor must provide this VAMC with written confirmation that Contractor has adequate insurance protection against negligent work and other forms of liability. The nature and level of protection must be acceptable to this VAMC. Location of performance Oklahoma City VA Health Care System VA Medical Center 921 NE 13th St Oklahoma City OK 73104 IMPORTANTR NOTE: This RFI (Request for Information) is for information only. No award will be made from this RFI. Please communicate via e-mail to Lance.Davis2@va.gov by COB June 24, 2020 as to your company s ability to perform service per this brief Scope of Work. If interested, please provide the following: Please state your company s business size Please provide DUNS number If you have a FSS/GSA contract that includes this service Provide FSS/GSA contract number if applicable