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THIS IS A SOURCES SOUGHT NOTICE ONLY The purpose of this Sources Sought is to conduct market research to procure a service to collect, transport, treat and dispose of Regulated Medical Waste. This not... THIS IS A SOURCES SOUGHT NOTICE ONLY The purpose of this Sources Sought is to conduct market research to procure a service to collect, transport, treat and dispose of Regulated Medical Waste. This notice serves to survey the market to ascertain whether-or-not sources are capable of providing the requested services. This notice also allows potential contractors/vendors to submit a non-binding statement of interest and documentation demonstrating their capability. Please review the DRAFT Statement of Work (SOW) to compare your supply/service to what is requested. Complete the line-items below and submit any documentation supporting your product/service for consideration. Network Contracting Office 23 (NCO 23) is requesting responses from qualified business concerns; the qualifying NAICS code for this effort is 562211 Hazardous Waste Treatment and Disposal This Sources Sought is to gain knowledge of potential qualified sources and their size classification(s) (Service Disabled/Veteran Owned Small Business (SD/VOSB), Hub zone, 8(a), small, small disadvantaged, woman owned small business, or large business) relative to NAICS 562211. Responses to this notice, will be used by the Government to make appropriate acquisition decisions. After review of the responses to this notice, a solicitation announcement may be published. Responses to this notice are not considered adequate responses to any corresponding solicitation announcement. All interested offerors are requested to respond to this notice but are required to respond to the official solicitation announcement in order to be awarded the contract. INSTRUCTIONS: RESPONSES MUST INCLUDE THE FOLLOWING INFORMATION: Primary Information: Company Name: Point of Contact (POC) name: Email address: Phone number: Unique Entity ID No. listed in the System of Awards Management (SAM): Business Size: (Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Small Business Other, Small Business, or Large Business) for the NAICS code 562211 Hazardous Waste Treatment and Disposal . Please indicate whether you hold a GSA Federal-Supply-Schedule or Indefinite Delivery/Indefinitely Quantity (IDIQ) contract that covers this type of request. If so, please provide the Schedule contract number. IMPORTANT If your firm is a Socio-economic Small Business (SDVOSB, VOSB, Hub zone, 8(a), Small, Small disadvantaged, Woman owned small business), please state if your firm is a Nonmanufacturer under the Nonmanufacturer Rule. For more information about the Nonmanufacturer Rule and how it applies to your firm, click on this Small Business Administration link: https://www.sba.gov/partners/contracting-officials/small-business-procurement/nonmanufacturer-rule Please check the lines below that apply to your firm: a. ____ Business size does not exceed 500 employees. b. ____ Firm is primarily engaged in the retail or wholesale trade and normally sells this type of item being supplies. c. ____ Firm takes ownership or possession of the item(s) with its personnel, equipment, or facilities in a manner consistent with industry practice. d. ____ Supplies the end products of a small business manufacturer or processor made in the United States. Please indicate whether you hold a GSA Federal-Supply-Schedule or Indefinite Delivery/Indefinitely Quantity (IDIQ) contract that covers this type of request. If so, please provide the Schedule contract number. The attached SOW is a draft and is NOT finalized. If any portions are unclear, prohibited, and/or you are unsure about the draft description of the requirement please list your comments and/or concerns in your response so they can be addressed. Response is due by 03/14/2024, at 10:00AM Central Time. Please submit e-mail responses to Mrs. Alberta Mickells, Contract Specialist, at email address: Alberta.Mickells@va.gov. Please place REGULATED Medical Waste Services in the subject line of your email. This notice is to assist the Department of Veterans Affairs in determining qualified sources only. ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 12.00 MO __________________ __________________ Collection and disposal of Regulated Medical Waste at the Fargo VA Health Care System main campus, CBOCs, and CRRC (Downtown). Contract Period: Base POP Begin: 04-01-2025 POP End: 12-31-2025 PRINCIPAL NAICS CODE: 562211 - Hazardous Waste Treatment and Disposal PRODUCT/SERVICE CODE: 4235 - Hazardous Material Spill Containment and Clean-Up Equipment and Material 1001 12.00 MO __________________ __________________ Collection and disposal of Regulated Medical Waste at the Fargo VA Health Care System main campus, CBOCs, and CRRC (Downtown). Contract Period: Option 1 POP Begin: 01-01-2026 POP End: 12-31-2026 PRINCIPAL NAICS CODE: 562211 - Hazardous Waste Treatment and Disposal PRODUCT/SERVICE CODE: 4235 - Hazardous Material Spill Containment and Clean-Up Equipment and Material 2001 12.00 MO __________________ __________________ Collection and disposal of Regulated Medical Waste at the Fargo VA Health Care System main campus, CBOCs, and CRRC (Downtown). Contract Period: Option 2 POP Begin: 01-01-2027 POP End: 12-31-2027 PRINCIPAL NAICS CODE: 562211 - Hazardous Waste Treatment and Disposal PRODUCT/SERVICE CODE: 4235 - Hazardous Material Spill Containment and Clean-Up Equipment and Material 3001 12.00 MO __________________ __________________ Collection and disposal of Regulated Medical Waste at the Fargo VA Health Care System main campus, CBOCs, and CRRC (Downtown). Contract Period: Option 3 POP Begin: 01-01-2028 POP End: 12-31-2028 PRINCIPAL NAICS CODE: 562211 - Hazardous Waste Treatment and Disposal PRODUCT/SERVICE CODE: 4235 - Hazardous Material Spill Containment and Clean-Up Equipment and Material 4001 12.00 MO __________________ __________________ Collection and disposal of Regulated Medical Waste at the Fargo VA Health Care System main campus, CBOCs, and CRRC (Downtown). Contract Period: Option 4 POP Begin: 01-01-2029 POP End: 12-31-2029 PRINCIPAL NAICS CODE: 562211 - Hazardous Waste Treatment and Disposal PRODUCT/SERVICE CODE: 4235 - Hazardous Material Spill Containment and Clean-Up Equipment and Material GRAND TOTAL __________________ NOTES: Issuance of this notice does not constitute any obligation whatsoever on the part of the Government to procure these supplies and/or services, or to issue a solicitation, nor to notify respondents of the results of this notice. No solicitation documents exists at this time; however, in the event the acquisition strategy demonstrates that GSA is a viable option for procuring a solution, the RFQ shall be posted to GSA eBuy where only those firms who currently hold a GSA Schedule with the applicable SIN will be able to respond. The Department of Veterans Affairs is neither seeking quotes nor accepting unsolicited quotes, and responses to this notice cannot be accepted as offers. Any information the vendor considers proprietary should be clearly marked as such. The U.S. Government will not pay for any information or administrative costs incurred in response to this Sources Sought notice. STATEMENT OF WORK 1. TITLE: Regulated Medical Waste and Trace Chemotherapy Waste Services 2. OVERVIEW: Contractor shall provide services to collect, transport, treat, and dispose of infectious, sharp and trace chemotherapy waste for the Fargo VA Health Care System. Addresses are subject to change at no additional cost to the government. 3. ACRONYMS: RMW Regulated Medical Waste Trace Chemo - Trace Chemotherapy VA Department of Veterans Affairs CBOC Community Based Outpatient Clinic COR Contracting Officers Representative VAHCS Veterans Affairs Health Care System EMS - Environmental Management Services SOW Statement of Work CRRC Community Resource and Recovery Center Contractor Employee means all Contractor staff, technicians, personnel, subcontractors, or persons working on behalf of the Contractor. 4. PLACE OF PERFORMANCE: Fargo VA Health Care System, 2101 Elm St. North, Fargo ND 58102 Bemidji Community Based Outpatient Clinic (CBOC) 1217 Anne Street NW, Bemidji MN 56601 ( Bismarck Community Based Outpatient Clinic (CBOC) 2700 State Street Suite F, Bismarck ND 58503 Devils Lake Community Based Outpatient Clinic (CBOC) 1031 7th Street NE, Devils Lake ND 58301 Fargo Community Resource and Referral Center (CRRC) 721 1st Ave North, Fargo ND 58102 Fergus Falls Community Based Outpatient Clinic (CBOC) 1039 North Park Street, Fergus Falls MN 56537 Grafton Community Based Outpatient Clinic (CBOC) 1319 West 11th Street, Grafton ND 58237 Grand Forks Community Based Outpatient Clinic (CBOC) 3221 32nd Ave. South, Grand Forks ND 58201 Jamestown Community Based Outpatient Clinic (CBOC) 2430 20th Street Southwest, Suite B, Jamestown ND 58401 Minot Community Based Outpatient Clinic (CBOC) 3400 South Broadway Street, Minot ND 58701 Frequency of Service: LOCATION OF SERVICE ESTIMATED QTY IN POUNDS FREQUENCY Fargo VA Health Care System 62,000 DAILY (M-F) Bemidji Community Based Outpatient Clinic (CBOC) 700 BI-WEEKLY Bismarck Community Based Outpatient Clinic (CBOC) 1,000 BI-WEEKLY Devils Lake Community Based Outpatient Clinic (CBOC) 150 BI-WEEKLY Fargo Community Resource and Referral Center (CRRC) 125 BI-WEEKLY Fergus Falls Community Based Outpatient Clinic (CBOC) 400 BI-WEEKLY Grafton Community Based Outpatient Clinic (CBOC) 175 BI-WEEKLY Grand Forks Community Based Outpatient Clinic (CBOC) 600 BI-WEEKLY Jamestown Community Based Outpatient Clinic (CBOC) 350 BI-WEEKLY Minot Community Based Outpatient Clinic (CBOC) 600 BI-WEEKLY    TOTAL POUNDS 66,100  PERIOD OF PERFORMANCE: This contract will be a Single Award, Firm Fixed Price Service Contract for 1 (One) Base Year and 4 (Four) Option Years. SEE CLINS SCHEDULE FOR DATES OF PERFORMANCE. QUALIFICATIONS AND SPECIAL CERTIFICATIONS: Federal Certificate of Registration to Transport Hazardous Waste Federal Safety Permit to Travel on Highways Treatment, Storage and Disposal Facilities (TSDFs) need a Resource Conversation and Recovery Act (RCRA) permit. If waste covered under this contract must be transported through a jurisdiction which requires special licensing or permitting, the Contractor and/or subcontractor shall obtain and maintain all necessary licenses and permits. The Contractor shall provide copies of these licenses and permits to the COR/POC. The Contractor and/or subcontractor shall, without additional cost to the Fargo VAHCS or federal government, provide and maintain all licenses and permits for personnel, trailers, containers, vehicles, and other resources required for proper transportation and disposal of the wastes covered under this contract in accordance with all applicable federal, state, local, municipal, and VA, laws, regulations, and requirements. If appropriate licenses and permits are not maintained in accordance with these applicable laws, regulations and requirements, the Fargo VAHCS may terminate the contract effective upon discovery. Contractor shall use trained staff with specialized knowledge in this line of work according to the qualifications set forth in the SOW. REGULATIONS / DIRECTIVES / POLICIES: Joint Commission North Dakota Infectious Waste Statutes and Rules administered by the North Dakota Department of Environmental Quality (NDDEQ) Minnesota Pollution Control Agency (MPCA) Minnesota Infectious Waste Statutes and Rules administered by the MPCA Regulated waste under the Federal Bloodborne Pathogens standard (BBP) found at 29 CFR 1910.1030 and administered by the Minnesota Department of Labor and Industry, Occupational Safety and Health Administration (OSHA) Regulated medical waste under the Federal Hazardous Materials Regulations (HMR) found at 49 CFR 173.134, administered by the U.S. Department of Transportation (DOT). This includes any laws in other states that are applicable to the transportation of infectious waste across state lines. Guidelines required by Center for Disease Control (CDC). Guidelines required by Environmental Protection Agency (EPA) Guidelines required under the Resource Conservation Recovery Act. (RCRA) Fargo VA Green Environmental Management System (GEMS) Other applicable regulating agencies DEFINITIONS: Regulated Medical Waste (RMW): Waste originating from the diagnosis, care, or treatment of a person that has been or may have been exposed to a contagious or infectious disease. Unless the materials have been rendered noninfectious by procedures approved by the Minnesota State Commissioner of Health or North Dakota Department of Environmental Quality. Infectious waste includes: All wastes originating from persons placed in isolation for control and treatment of an infectious disease. Bandages, dressings, casts, catheters, tubing, and similar disposable items which have been in contact with wounds, bums, anatomical tracts, or surgical incisions and which are suspect of being or have been medically verified as infectious. All infectious anatomical waste, including human parts or tissues. Infectious sharps and needles. Laboratory and pathology waste of an infectious nature; or Any other waste, as defined by the state commissioner of health, which, because of its infectious nature, requires handling and disposal in a manner prescribed for other types of infectious waste. Infectious Sharps: discarded items that can induce subdenal inoculation of infectious agents, including needles, scalpel blades, pipettes, and other items derived from human patient care, blood banks, laboratories, mortuaries, research facilities, and industrial operations; and discarded glass or rigid plastic vials containing infectious agents. Trace Chemotherapy Waste (Trace Chemo): empty vials, syringes, IV bags, and similar container type items which held antineoplastics and gowns, goggles, gloves, tubing, and wipes used with antineoplastics that are not overtly contaminated. SCOPE OF WORK: The contractor shall provide all labor, personnel, transportation, tools, equipment, and materials to provide RMW services. The contractor shall provide a Primary and Alternate point of contact for all locations to the COR/POC within 10 working days of contract award. Information to include A 24-hour emergency contact (name, telephone #, mobile #) available during Contractor s non-business hours. CONTAINERS: The Contractor shall supply the VA with adequate quantities of reusable containers that shall be odor free, with tight-fitting covers, leak proof, fire retardant and shall be cleaned and sanitized with a hospital grade EPA registered disinfectant prior to drop off at each location. The Contractor shall provide disinfected storage containers of sufficient size and quantity at all locations to ensure adequate capacity as needed by the VA for RMW and Trace Chemo. At a minimum, a one-to-one exchange of containers for each filled container in all pickup locations will be provided by the Contractor. Currently, the estimated weight of RMW and trace chemo waste generated by the VA is approximately 66,100 pounds per year. Average for Sharps is approximately 15%. The storage containers must be lined with Contractor provided red IW bags or yellow Trace Chemo bags as applicable to the waste to be stored in the container. Containers must be conspicuously labeled in accordance with guidelines and regulations prescribed by regulatory authorities including DOT and OSHA Standards. All containers must be labeled with the Contractor's and the VA's names, addresses, and phone numbers. All labels containing VA identifiers must be removed from containers at the time of waste treatment and/or disposal. VA Storage of Regulated Medical Waste and Trace Chemo Waste: The Fargo VA maintains a secure area for storage of RMW and Trace Chemo. The VA storage is located in room BE-47 just off the North loading dock. RMW and Trace Chemo waste will be placed by the VA into Contractor supplied containers within the storage area. COLLECTION, TRANSPORTATION, TREATMENT AND DISPOSAL The Contractor is fully responsible for handling, collection, storage, transportation, treatment and disposal of RMW and Trace Chemo Waste in a secure manner that prevents leakage of waste. Containers must maintain their integrity and remain segregated from other waste types during handling, collection, storage, transport, treatment, and disposal. The Contractor must track waste from collection to disposal and provide an online manifest system. The contractor must provide the VA with sufficient waste tracking information for the VA to deem the number of trace chemo and RMW containers collected, the number of trace chemo and RMW containers delivered, the weight of trace chemo and RMW waste collected, and how and where trace chemo and RMW is treated. COLLECTION AND HANDLING All labor required to, remove containers, load the truck and place empty, clean, disinfected, lined, rigid, covered containers inside the storage sheds and lock the sheds is the sole responsibility of the Contractor. Upon arrival at the VA to collect waste, the Contractor shall call 3788 to notify EMS Supervisor. EMS will periodically monitor the Contractor's performance throughout the collection process. Collection of RMW and Trace Chemo waste shall occur five days per week on Monday, thru Friday at the Fargo VA Health Care System. After service the door to the RMW room will be locked, the Contractor shall deliver a manifest to the EMS Supervisor or representative for signature. If the Supervisor is unavailable, signature may be obtained from authorized VA personnel that are current on their DOT HazMat training. A list of authorized VA personnel is maintained by the COR/POC and will be provided to the Contractor. CBOCS: Collection of RMW containers will occur monthly for the eight CBOC/CRRC locations, unless otherwise identified by the COR. Contractor employee(s) will be escorted by VA staff to the storage area at each of the CBOC locations for RMW pick-up. The Contractor shall deliver a manifest to the Clinic Coordinator/VA authorized personnel for signature at each of the CBOC locations. TRANSPORTATION: The Contractor must possess valid infectious transporter licenses within each State the Contractor operates in and provide proof of licensure to the COR/POC. The Contractor's commercial transporter management plans must be kept at the address identified as the transporter's principal place of business and be available for inspection upon request during business hours. The Contractor's vehicles must comply with DOT regulations and standards. The name of the Contractor must be displayed on the exterior of the Contractor's vehicle in accordance with all local, state, and federal regulations regarding infectious waste. The Contractor shall have an approved operation and safety plan with documentation of employee training. A copy of the plan must be provided to the COR/POC. The plan and documented training shall include, but not be limited to: The proper and safe operation of the waste collection vehicle Standards and safety precautions for handling, collection, transportation, treatment, and disposal of RMW and Trace Chemo Waste. Applicable licenses, permits and certificates of training for handling, collection, transportation, treatment and disposal of RMW and Trace Chemo Waste. A description of the characteristics and hazards of RMW and Trace Chemo Waste. Procedures to follow in the event a person is contaminated by RMW and Trace Chemo Waste. Procedures to follow in the event of a spill including clean up and disinfection of contaminated surfaces and the storage, treatment, and disposal of spilled materials. Procedures to follow if a load of RMW and Trace Chemo waste becomes hot, burning and/or reactive. Procedures to follow in the event unauthorized waste material is deposited in the collection containers. Procedures to follow to complete the manifest and to maintain other records required under any local ordinance, state statute or rule, or federal regulation that applies to the jurisdictions within which the Contractor operates; and procedures to follow to properly disinfect the waste collection vehicle and waste containers. TREATMENT AND DISPOSAL: Trace Chemo must be treated and disposed by incineration at a permitted regulated medical waste incinerator. RMW and Sharps must be treated by autoclave/incineration at a permitted regulated medical waste treatment facility then disposed of at a permitted land disposal facility. The Contractor is fully responsible for the lawful treatment and disposal of RMW, Sharps and Trace Chemo Waste generated by the VA. MANIFESTS AND CERTIFICATES OF TREATMENT AND DESTRUCTION: Contractor shall provide manifests necessary to properly document pick-up, transport, and disposal of all collected RMW. Waste collected by the Contractor shall be tracked using a manifest system that has been pre-approved by the COR/POC to ensure it meets VA's needs. The manifest system must provide the VA with sufficient information to track RMW, Sharps and Trace Chemo waste collected from the point of collection to treatment and disposal. Certificates of treatment and disposal must also be provided to the COR/POC for each shipment that clearly shows: Date of disposal Location of disposal site Method of disposal Weight(s) of RMW disposed State and Federal permit/registration numbers of both the transporter and disposal site Failure to follow manifest and certificate of treatment provisions may be grounds for immediate termination of the contract. PERMITS: The Contractor shall provide the COR/POC copies of all current regulatory permits for each storage, treatment, and disposal facility to be used by the Contractor for the disposal of VA waste. The Contractor must obtain and maintain all necessary permits, licenses and registrations for handling, pickup, storage, treatment and disposal of RMW and Trace Chemo Waste as regulated by the authorities listed in the SOW. The Contractor agrees to hold the VA harmless for any negligence of Contractor and his or her employees who may wholly or individually be liable for improper handling, pickup, transportation, treatment, and disposal of the VA's waste. CONTINGENCY PLANS: The Contractor shall provide the COR/POC a contingency plan addressing back-up plans for collection, transportation, treatment, and disposal of the VA's waste in the event of any condition which impedes the ability to perform the services specified in this SOW. EMPLOYEE TESTING AND CERTIFICATION: The Contractor shall provide the COR/POC evidence of training and certifications for contractor employees DOT hazardous materials training and OSHA blood borne pathogen training. The Contractor will notify the COR/POC of any letters of warning, notices of violations, or administrative penalties issued to the Contractor or to any waste treatment or disposal facilities during the contract term. NOTIFICATION OF CHANGES: The Contractor will notify the COR/POC in advance of any changes that may affect services such as containers, transportation, storage facilities, treatment facilities and disposal sites. WEIGHT SYSTEM: The Contractor will provide evidence of a certifiable weighing system that is regularly monitored to ensure and validate accuracy. The Contractor will measure trace chemo and RMW separately and exclude the weight of trace chemo and RMW containers for an accurate measure of the weight of wastes for billing and tracking purposes. CONTRACTOR VEHICLES: All contractor vehicles utilized in the performance of this contract shall maintain insurance (up to the minimum coverage required by the respective state) and shall maintain current state vehicle registration. All contractor employees shall possess a valid driver s license and have a clean driving record. The contractor or his/her employee s while performing under this contract shall use no personal vehicles to transport containers to and from the government and contractor site. The contractor shall ensure that all contractor vehicles utilized for this performance contract are kept in proper working condition. The contractor vehicles shall be locked and properly secured at all times while at the government site or in route to and from contractor site. Vehicles used in the performance of the contract shall not be left unattended and unlocked at any time while transporting waste on the Fargo VA Health Care System grounds. 10. SCHEDULE: Hours of Services: Contractor shall perform services Monday through Friday during normal business hours of 7:00 am to 3:30 pm at the Fargo location and 8:00 am to 4:00 pm at the CBOC locations. When regular delivery/pick-up days occur on one of the Federal holidays listed below, the regular delivery/pick-up shall automatically shift to the following business day (Monday through Friday). The eleven national holidays observed by the Federal Government are: New Years Day 1 January Martin Luther King Jr. Day Third Monday in January Presidents Day Third Monday in February Memorial Day Last Monday in May Juneteenth 19 June Independence Day 4 July Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day 11 November Thanksgiving Day Fourth Thursday in November Christmas Day 25 December If a holiday falls on Sunday, the following Monday will be observed as the legal holiday. If a holiday falls on Saturday, the preceding Friday is observed as a legal holiday by U.S. Agencies. Any other day specifically declared by the President of the United States to be a national holiday. Should any collection day fall on a holiday, the Contractor shall coordinate with the COR to reschedule. The Contractor shall coordinate with the COR/POC and CBOC POCs for an agreed upon schedule which includes but is not limited to a specific day of the week and time to provide services at each location. The Contractor shall provide a minimum of 24-hour notice of any schedule changes. EMERGENCY: Contractor will respond to emergency removal needs by performing removal within twenty-four (24) hours of notification by VAHCS. Contractor will provide VAHCS with instructions for emergency notification. Contractor will not be allowed access to VAHCS facilities prior to 7:00 a.m. or after 4:00 p.m. except in emergency situations as designated by VAHCS. 11. CONTRACTING OFFICER REPRESENTATIVE: Primary: Housekeeping Office Administrator 701-232-3241 ext. 2781 Alternate: Housekeeping Supervisor 701-232-3241 ext. 3788 "Housekeeping" 12. INVOICING: The contractor shall invoice by weight ~ total pounds for RMW for the VA. The contractor may submit a consolidated monthly invoice for all locations. Invoice must include, but is not limited to: Contract Number Purchase Order Number (PO) Date of Service Location Manifest Number Quantity Type of Container Type of Waste Weight ~ Per Pound Price per pound for type of waste Privacy Confidentiality Statement: Hazardous waste receptacles (containers, bags) will not be opened. Contractor shall notify the Fargo VAHCS of possible PHI being incidentally disclosed as a by-product of their services. If an incidental disclosure shall occur of PHI (spills, breaks, etc.), Veteran information will be protected. All regulated medical waste must be incinerated (not autoclaved) to ensure the destruction requirements for PHI (Protected Health Information) are met. END OF DOCUMENT