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SOURCES SOUGHT NOTICE MEDICAL WASTE DISPOSAL SERVICES VA SAN FRANCISCO HEALTHCARE SYSTEM FACILITIES The purpose of this sources sought is to obtain information in support of Market Research. Interest... SOURCES SOUGHT NOTICE MEDICAL WASTE DISPOSAL SERVICES VA SAN FRANCISCO HEALTHCARE SYSTEM FACILITIES The purpose of this sources sought is to obtain information in support of Market Research. Interested vendors are asked to review the attached specifications and provide the following information in their response: Company Name, Point of contact, Email address  An Informal Quote Authorized Distributor Letter Capabilities Statement Business Size DUNS Number Vendor POC information Any existing IDIQ contracts in which these items can be ordered from (e.g. GSA, NASA SEWP, DLA eCAT, VA SAC, or VA NAC) NOTICE: This notice is not an official request for quotes. Information obtained from this notice may be used to the assist the Agency in determining the strategy for obtaining these items/services. Please note an official request for quote may or may not be released in connection of this notice.    All responses shall be submitted to Rachael.Becker@va.gov prior to the closing date of this notice.   SAMPLE STATEMENT OF WORK SEE BELOW Scope of Work: Contractor shall furnish all labor, materials, and equipment to render complete regulated medical waste removal, transportation, disposal, and documentation of services in accordance with all terms, conditions and specifications contained herein. Place of Performance/Place of Delivery: VA San Francisco Healthcare System VA San Francisco 4150 Clement Street, San Francisco, CA 94121, Pick up location is Bldg. 203, back dock. This service will be performed three times a week. VA San Francisco Downtown Clinic, pick up location is 401 Third Street, San Francisco, CA 94107. The pickup location is the Front Door of the clinic. The pickup location will be weekly. VA San Francisco Downtown Clinic 2nd location 671 Harrison Street, San Francisco, CA 94107. Mission Bay Research Facility, 1700 Owens Street, San Francisco, CA 94107. VA San Francisco San Bruno CBOC, 1001 Sneath Lane, Suite 300, San Bruno, CA 94066. VA San Francisco Santa Rosa CBOC, 3841 Brockway, Blvd, San Rosa, CA 95403 VA San Francisco Santa Rosa COBC 2nd site, 2285 Challenger Way, Santa Rosa CA 95407. VA San Francisco Ukiah, CBOC Clinic, 630 Kings Court, Ukiah, CA 95482. VA San Francisco Eureka CBOC clinic, 930 W. Harris Street, Eureka, CA 95482. VA San Francisco Clearlake CBOC Clinic, 15415 Lakeshore Drive, Clearlake, CA 94522 Delivery Schedule All bin amounts and sizes are estimated plus or minus 15%. They may be adjusted higher or lower according to each facility s needs. Within scope modification may be issued bilaterally to change, add, or remove locations/facilities. Disposal and Health Regulations: Disposal shall be made by the contractor who shall be responsible for all costs incurred in connection with the removal and disposal of all generated RMW under this contract. Once the contractor has left the Medical Center, they shall comply with all local ordinances and State laws applicable to the transportation and disposal of regulated medical waste. The Department of Veterans Affairs understands that any market involving environmental regulations is subject to periodic changes to regulations by various Governmental authorities. The VA shall remain sensitive to any change and be receptive to discussions that may be necessitated due to industry regulatory changes. Weighing Facilities: The Government shall have the right to approve and inspect the Contractor s weighting facility prior to award of the contract. The Contractor shall provide documentation supporting/demonstrating weighing equipment is tested at least annually for accuracy, properly maintained, calibrated, and operated. Credit shall be provided to the Medical Center whenever it is determined that over-charges result from defective weighting equipment. Weighing System: Contractor shall utilize a certified weighing system to enable proper billing for waste poundage disposed, i.e., if the disposal container weighs 14 pounds and Contractor is to dispose/haul 10 containers, each container would be weighed, and container total weight (140 pounds) shall be subtracted from the gross weight to determine total waste poundage to be invoiced. The contractor shall charge only for the net weight of waste excluding weight for the containers. A completed Manifest shall be provided for each pick up from each site to the COR or government representative and shall be followed by an original signed Certificate of Disposal (CD) with in ten (10) working days of each pickup stating total poundage destroyed. The CD shall match weight destroyed to the volumes of medical waste for destruction documented upon pick up and transport of the waste. The contractor shall maintain proper records concerning each Certificate of Destruction issued. The Certificate of Destruction shall at a minimum contain the following: Pickup/Delivery Location, Pickup/Delivery Date, Amount of waste (number of containers picked up and/or pounds), Destruction Certification Document/Manifest Number, Destruction Certification Date, any other information as required by the COR. Contractor Responsibilities: The contractor shall provide containers and/or bags that will be leak-proof, stackable, sealable, transportable, and designed so that government employees will not be required to lift more than 35 lbs. and shall display the universal biohazard symbol. All containers shall be always damage free and in good working order. Containers must be identifiable as to the type of hazardous waste contained within, (i.e., yellow for chemo, red for medical waste) all containers shall be approved by the COR. The contractor shall transport, incinerate, or otherwise dispose of material in accordance with all applicable Environmental Protection Agency (EPA), San Francisco EPA, Department of Transportation (DOT), San Francisco DOT, Occupational Safety and Health Administration (OSHA), and any other state and federal guidelines. The contractor shall maintain each facility s neat, clean, and professional working environment at all times. Contractor shall provide the training and support to government staff required to ensure compliance with all Local, State, and Federal regulations. Training should be on the proper packaging of regulated medical waste and the training required by the US DOT for generators of regulated medical waste. The contractor shall document, record, and retain all training records providing COR with copies. Training example to be provided with the offer to be considered responsive. Contractor Furnished Materials and Equipment: During performance of the regulated waste removal services for the Department of Veterans Affairs, the Contractor shall furnish the following: Cardboard boxes or reusable plastic containers approximately 45cm wide 45cm deep x 60cm high with minimum 90-kilogram bursting strength. Both boxes and containers must have biohazard markings or be stamped with the words REGULATED MEDICAL WASTE . If reusable plastic containers are used, they must be delivered to the VA Medical Center sanitized and safe for use. Sanitation shall be accomplished by washing at 180 degrees Fahrenheit or higher with a bleach-based solution approved prior to award. The Contractor shall ensure that enough boxes are on hand to accommodate the projected waste load; however, the boxes shall not exceed the capacity of the Environmental Management Service (EMS) to properly store them. The Contractor shall coordinate immediately after award with the Chief, EMS or Industrial Hygienist for amount and storage area. The Contractor shall also provide occasional use containers suitable for disposal of oversized waste items. Plastic liners that are at minimum 1.2 mil, 40 inches x 47 inches, 40-45 gallons, red in color, marked with biohazard markings to fit above size box. Sealing tape and preprinted labels as required by San Francisco EPA Department of regulations for transporting of regulated medical waste. Data/inventory documents (blank manifests) prior to pick-up for Government entry of container weights for each shipment. Packaging/Collection/Transportation: The Government shall be responsible for properly packaging and storing bio-hazardous infectious waste until pickup by contractor. The contractor shall not collect any waste that is improperly packaged, leaking, and overweight, in damaged containers or any container/waste that cannot be treated, transported, or disposed of in a lawful manner or that may cause harm to public health or the environment. The contractor shall take any safety precautions necessary to protect the lives and health of the occupants of the building. Any deficiencies specified by the COR shall be corrected immediately by the contractor. The contractor shall maintain the refuse containers and equipment in a state of satisfactory repair and appearance as determined by the COR. To prevent possible contamination of navigable waters as defined in 40 CFR (Code of Federal Regulations) Parts 110 and 112 and to have full knowledge in the event of a spill, immediate notification of quantities and materials discharged shall be reported to the COR. The contractor shall be responsible for loading of regulated medical waste in accordance with 40 CFR 265 on site and transporting in vehicle(s) that are properly placarded for hazardous infectious waste. The driver shall adhere to all posted speed limits in the Government compound and use extreme caution when maneuvering and parking the transport vehicle during pickups. All labor to remove filled containers from secured storage areas, loading the vehicle and replacing with empty containers in secured area is the sole responsibility of the transporter/driver. Vehicle operators shall have all current training and licensure for authorized transport of hazardous materials/waste in accordance with all applicable Federal, State, and local regulations. Incineration: The Contractor shall be required to incinerate all research animal waste, pathological and chemotherapeutic waste accepted under the terms of this contract. Such types of waste shall be separated and identified in clearly marked containers by government personnel. The Contractor shall insure that incinerator used for destruction of chemotherapeutic, pathological, and animal waste follow all applicable Federal, State, and local requirements. All other medical waste generated by the medical centers and outpatient clinics shall be disposed of by the Contractor in accordance with current Federal, State, and local guidelines governing regulated medical waste. In addition to safe and timely waste removal, the Contractor shall be required to sanitize its trash container a minimum of eight times yearly at no additional cost to the Government. Repainting and rehabilitation of the Contractor-owned trash containers shall be performed periodically to ensure that the device is neat, clean, and satisfactory for its intended purpose. Types of Waste Covered: The following are the most common types of medical waste, including regulated medical waste that may be disposed of in performance of this contract. The Government reserves the right to identify other types of waste to be disposed of under the terms of this contract. Blood and Blood Products Dialysis Waste Animal Tissues, Body parts, and Carcasses Animal Waste (a mixture of animal feces generated from rodents, etc.) Human Tissues, Body parts, and Limbs Animal Bedding Biological and Pharmaceuticals Research Waste, Laboratory Specimens Pathology and Histology samples Surgery Waste, Isolation Waste Cultures and Slides Chemotherapy and Cytotoxic Waste AIDS and Hepatitis Waste Intravenous bags, Blood bags and Associated Tubing Packaging Materials, Gloves and Gowns Associated with Waste Collection Sharps Waste Sterilization: The contractor will clean and return the containers ready for use, free of debris. The Biohazardous containers shall be red, and any chemotherapy drums or boxes shall be yellow. Cleaning/sterilization of containers shall be the responsibility of the contractor. The contractor shall maintain the containers and equipment in state of satisfactory repair and appearance as determined by the COR. Licenses and Permits: Contractor shall maintain all necessary medical waste permits and licenses for the disposal of and treatment of such waste. The Contractor shall, without additional cost to the Government, provide and maintain all licenses and permits for operational personnel, trailers, containers, vehicles, and other resources required for proper removal of regulated medical waste in accordance all applicable Federal, State, Municipal, and local regulations. Contractor shall also have an assigned U.S. Environmental Protection Agency (EPA) authorization and identification number, necessary Department of Transportation permits, insurance prior to transport and/or disposal of subject waste. If contractor requires additional information, they may contact U.S. EPA regional office. Copy of all licenses shall be provided to Contracting Officer upon contract award. In addition, contractor shall supply an organization chart, listing of key personnel and competency training documentation that demonstrates staff ability to process various waste streams. An ID issued before a legal name change (e.g. birth certificate or driver s license) can be presented as one form of ID if a legal document (e.g. marriage certificate/license or a court order) is also presented linking the previous name to the current legal name. The linking document must display both the former and current legal names. Both documents must be valid and not expired (except U.S Passport). For example, a married woman may use both a certified copy of her birth certificate displaying her maiden name and a driver s license displaying her married name as the 2 forms of ID compliant with PIV Guidelines, if she provides a marriage license displaying both her maiden name and married name. (End of Sample Scope of Work) NOTICE: This notice is not an official request for quotes. Information obtained from this notice may be used to the assist the Agency in determining the strategy for obtaining these items/services. Please note an official request for quote may or may not be released in connection of this notice.    All responses shall be submitted to Rachael.Becker@va.gov prior to the closing date of this notice.  Â