C219--San-I-Pak Permit Application San-I-Pak Permit Application

THIS IS A SOURCES SOUGHT ANNOUNCEMENT FOR INFORMATION ONLY. THIS IS NOT A SOLICITATION FOR PROPOSALS AND NO CONTRACT WILL BE AWARDED FROM THIS ANNOUNCEMENT. The purpose of this notice is to conduct market research and obtain information from qualified Contractors who are able to meet the requirements identified in the accompanying Statement of Work. This is not a solicitation. A solicitation will be issued at a later date. This notice does not restrict the Government to a particular acquisition approach. All information submitted in response to this announcement is voluntary. The Government will not pay for information requested nor will it compensate any Contractor for any cost incurred in developing information provided to the Government. The James J Peters Veterans Affairs Medical Center is located at 130 West Kingsbridge Road, in Bronx, NY 10468 recently completed the installation of a Sani-Pak system for the treatment and sterilization of regulated medical waste. Employing the System will prevent the off-site transportation of infectious waste through New York City and surrounding communities. The James J. Peters facility seeks to retain the services of a professional engineering firm, with engineers specifically licensed as such in NY State, to prepare all required applications, and obtain operating permits for the facility relative to the operation of a new on-site waste sterilization system. The New York State Department of Environmental Protection requires VA hospitals (which do not fall under the purview of the NY State Department of Health Public Law 70), to comply with Part 365- Permit Application for RMW Treatment, Storage and Transfer Facilities and with all applicable sections of Part 365 (Subparts 365-1 through 365-2.8). See the Statement of Work for the list of requirements and Schedule of Supplies. The NAICS Code is 541330 Engineering Services Interested Contractors are reminded that in accordance with FAR 4.12, prospective Contractors shall complete electronic annual representations and certifications in conjunction with FAR 4.11 required registration in the System for Award Management (SAM) database prior to award of a contract. Your response needs to address how you will meet the Government's requirements. All Contractors that are interested, regardless of their business type, and qualified to meet these requirements are asked to submit the following information: 1) Company Name: 2) Company Address: 3) DUNS Number: 4) Company POC Name: 5) Company POC Phone Number: 6) Company POC Email Address: 7) Company Website: 8) Business type: (Large, Small, Woman-Owned, VOSB/SDVOSB, etc.): Please identify your company's small business size standard and applicable NAICS code. For more information refer to http://www.sba.gov/content/table-small-business-size-standards. Note: If claiming SDVOSB or VOSB, the firm must be registered, and CVE verified in VetBiz Registry http://www.vetbiz.gov/; also include VetBiz certification. Please email statements of capabilities to Sam DeMuzio no later than May 24, 2024 at 4:00PM Eastern time to contact@example.gov. This notice is to assist the VA in determining sources only. A solicitation is not currently available. If a solicitation is issued it will be announced later, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement. Responses to this sources sought announcement are not considered adequate responses to any future solicitation announcements. PERFORMANCE WORK STATEMENT The Contractor will prepare a complete permit application in accordance with 6 NYCRR Part 360 and Part 365-2.4, to support the location and operation of the System at the Facility. The application scope and contents will reflect only the Project scope; as such, multiple aspects of the application requirements may be not applicable and will be identified accordingly in the application. The VA will supply to the Contractor, as reasonably requested and as may be readily available, all system technical details and information needs as well as Facility/site data, including any applicable specifications, drawings, planning documents and policies, and other needed application components requiring direct input from the VA or equipment manufacturer. The application shall be prepared under the supervision of a NY State licensed Professional Engineer, and sealed accordingly, The Contractor shall then submit the application to the appropriate NYSDEC officials and coordinate with the authority during the application review process. Please refer to Part 360 & 365 for application requirements. Part 360 Series was updated in the Summer of 2023- Adopted Parts 360-366, 369, 371, 377 - NYS Dept. of Environmental Conservation. - Please review all but especially but not limited to Part 365 dealing with Regulated Medical Waste and Part 360.16 regarding contents for new applications. SYSTEM DESCRIPTION Manufactured and installed by San I Pak, the system includes an electric-powered, on-site waste sterilization system (San-I-Pak Model # 341) with conveyor and compactor system. System characteristics include a single chambered steam sterilizer that has the capability of processing up to 230 pounds of infectious waste per cycle and employs high heated steam and pressure to disinfect waste. The System will use approximately 388 gallons of water per month under surge conditions. Salt for the softener regeneration, which is required for the System s steam generator, and an optional deodorant to control potential odors will be utilized as a part of normal operations. The system affects approximately 0.2 acres of the 30-acre James J Peters VA Facility. APPLICATION INFORMATION REQUIREMENTS The following is provided as a general guide, only. It may be incomplete. It is assumed that the Contractor has the requisite qualifications and experience to gather, analyze, organize and prepare a proper application which includes ALL required elements, including but not necessarily limited to the following: Applicants will review all of Part 365 and applicable sections of Part 360 and 364 to ensure that the requirements pertaining to their proposal are addressed. Permit applications must include, at a minimum, information that addresses the following Part 365 Sections with sufficient detail. If applicable, the autoclave or alternative treatment system validation testing process may require a continuous information exchange with Region/Central Office including the development of a validation plan. Several Sections of the following regulations may overlap. Applicants may refer back to the section if previously addressed instead of repeating the same description where it may overlap. This will help to reduce the volume of material submitted. In developing a permit application, please use a three-ring binder for hard copies so that material may be substituted/updated as necessary without the need to reprint the entire document. (Please be aware digital pdf OCR searchable documents of all application materials are required a clean version and a redline strikeout version reflecting all changes made.) In preparing the document use an iterative approach wherein you list and cite the requirement and then address the requirement in a brief summary (attach excerpts from existing plans, documents etc. if appropriate). If a requirement does not apply to the proposal, it must list and cite it as well, and also provide a brief summary as to why it does not apply. Subpart Section Description 365-1.2 Management of RMW by the generator. 365-1.2(a) Waste management plan 365-1.2(b) Containment and storage 365-1.2(c) Transfer of Radiological RMW 365-2.4 Permit application requirements 365-2.4(a) Waste control/management plan similar to 365-1.2(a) but include applicable information as appropriate 365-2.4(b) Operation and maintenance plan 365-2.4(c) Personnel training and safety plan 365-2.4(d) A wash-water management plan 365-2.4(e) Treatment equipment description (autoclave etc.) including operating parameters, efficacy testing, loading unloading etc. 365-2.4(f) Contingency plan 365-2.4(g) Validation plan for treatment systems. We recommend that applicants consult with Department staff on the proposed plan as it is being developed to ensure that a successful test may be conducted as required in 365-2.6(i). 365-2.4(h) A certification that the facility conforms with existing local zoning laws or ordinances 365-2.4(i) Closure plan 365-2.5 Design and operating requirements 365-2.5(b) Radiation detection if applicable 365-2.5(d) Do you receive RMW from outside? 365-2.5(e) RMW handling and storage- may overlap with 365-1.2(b). Consider both sections and describe which is applicable. 365-2.5(f) Any RMW recovery and recycling? 365-2.6 General treatment requirements 365-2.6(a) Discharge to sanitary sewer 365-2.6(b) Restrictions on autoclave use (radioactive waste, hazardous waste, animal carcasses, etc.) 365-2.6(c) Cultures and stocks 365-2.6(d) Discarded sharps disposal (requires treatment and destruction prior to landfill disposal) 365-2.6(e) Response plan for untreated RMW 365-2.6(f) Disposal of RMW 365-2.6(g) NYSDOH Certificate of treatment 365-2.6(h) Effective treatment showing no growth in biological indicators 365-2.6(i) Validation testing prior to autoclave use 365-2.6(j) Repeat validation testing if required 365-2.6(k) RMW treatment system operation requirements including but not limited to use of parametric controls, annual inspections, etc. 365-2.6(l) Maintaining a log of treatment system operations 365-2.6(m) Sharps consolidation 365-2.7 Requirements for autoclaves used to treat RMW 365-2.7(c) Safe and effective operation of autoclaves (overlaps with 365-2.6(h)) 365-2.7(d) Monitoring autoclave operation (overlaps with365-2.6(k) & 365-2.7(h)) 365-2.7(e) Containment of RMW for treatment 365-2.7(g) Sharps destruction and disposal 365-2.7(h) Routine bio-challenge testing for autoclaves 365-2.8 Recordkeeping and reporting requirements 365-2.8(a) Recordkeeping 365-2.8(b) Annual report In addition to this, the following shall also apply: Section 360.16 permit application requirements: Contact information and written permission Maps and plans Engineering report Facility manual, including: Waste control plan and operations and maintenance plan Training plan Emergency response plan A noise monitoring and control plan Closure plan State and local plan consistency determination Description of how the facility will comply with the operating requirements/criteria of sections: 360.19 Water protection Waste acceptance and control Operation and maintenance Routine inspection Confinement of waste Dust control Vector control Odor control Noise Recordkeeping and reporting Personnel training Emergency response Tank requirements NOTE: The application package must be completed by NYS licensed PE. A licensed NYS professional engineer must prepare and submit certain parts of the solid waste facility application (under 360.16, an example of which is listed above). - An Engineering Report and a Facility Manual are required to be included with the application. Inclusion of a Regulatory Reference Table. To expedite the review of this application, the Department requests that the applicant provide a Regulatory Summary Table or a Regulatory Reference Table to be used in identifying compliance with the Part 360 & 365 series requirements. More specifically this table will need to reference the applicable regulations from part 360 and part 365. Therefore, after the table of contents in the Engineering Report/Facility Manual please include a table (Regulatory Reference Table) identifying (a) each applicable provision of 6 NYCRR Part 360 and Part 365 - and (b) where in the report such provision is addressed (e.g. page and line in order to point out where in the engineering report it is addressed), and (c) any such provision that is not applicable to the subject facility. Noise assessment pursuant to Part 360 (this is different than SEQR or CEQR noise requirements). Noise assessment as part of the engineering report (360.16(c)(3) and if necessary, a noise monitoring & control plan, if required pursuant to 360.16(c)(3)(ii) & 360.16(c)(4)Facility manual (v). Application Form. Solid Waste Management Facility Permit Application - - http://www.dec.ny.gov/docs/materials_minerals_pdf/360permitapp.pdf - Applications must be signed by the applicant and the applicant must meet the requirements as noted in 360.16(a). Record of Compliance Form If applicable, a Permit Application Supplement & Record of Compliance - Supplemental Information Form (two separate forms). Both forms are required for the operator and owner of the facility if they are different entities. Environmental Justice (PPP). NYSDEC policy "CP-29 Environmental Justice and Permitting" (March 2003), CP-29): Based on a preliminary screen of census block groups proximate to the proposed project site, the DEC has determined that the proposed project may impact potential environmental justice areas (PEJAs). A map that depicts PEJAs relative to your project location may be obtained by utilizing the DECinfo Locator and activating the Potential Environmental Justice Area layer under the Public Involvement Layers (see: https://gisservices.dec.ny.gov/gis/dil/). NYSDEC policy "CP-29 Environmental Justice and Permitting" (March 2003), CP-29) defines PEJAs as "minority or low income communit(ies) that may bear a disproportionate share of negative environmental consequences..." CP-29 contains additional requirements for SW permit applications within PEJAs, including preparation and submission of: a draft Public Participation Plan for review and approval by the Department and, a SEQR Full Environmental Assessment Form, Part 1 only (FEAF PART 1). Prior to submission of the above-referenced items, please review the guidance provided below. Public Participation Plan: Section V "Procedures," Subsection D, of CP-29 requires the submission of a written Public Participation Plan to ensure public participation during the application review process. Your Public Participation Plan (PPP) must focus on the community potentially affected by the proposed project, inform interested stakeholders about the proposed action and, also, outline and describe a program of activities that provide opportunities for public participation in the NYSDEC environmental permit review process. Public participation in the NYSDEC environmental permit review process means a program of activities that provides opportunities for stakeholders to be informed about and involved in the review of a proposed action. Review the guidance pertaining to CP-29 and PPP preparation outlined below. Once you have prepared your draft PPP, please submit it to the Department for review. Utilization of the customizable Public Participation Plan (PPP) Template, dated August 19, 2022, to prepare the above-requested plan. One-page PDF document of generic translation flyer that that may be updated with contact information for the project liaison and distributed with written materials to encourage accessibility, meaningful participation and to support engagement of non-English speaking stakeholders (see pg. 9 of PPP Template). Template for Excel worksheet that may be utilized to assist the applicant with preparation of the contact list (Appendix A) (presented as an option in the instructions on pg. 15 of PPP Template). SEQR Full Environmental Assessment Form, Part 1 only (FEAF PART 1) https://gisservices.dec.ny.gov/eafmapper/. The link above is access to the new EAF Mapper Application is an Internet-based Geographic Information System (GIS) specifically designed to facilitate the NY State Environmental Quality Review (SEQR) process by answering geographic or place-based questions on the Full Environmental Assessment Form to help you fill out the form. If applicable, the project description should indicate the following: added/removed units, change in fuel source/type, permit limits/caps, capping equation, and if the action is subject to Federal CAA requirements, New Source Review, etc. Form space is limited, addendums as attachments to adequately describe the project are typically submitted. Pursuant to 6 NYCRR Part 621.6(e), applications will remain incomplete until all requested items are received by the Department. A partial submission of requested material does not change the incomplete status. SEQR Full Environmental Assessment Form (FEAF). Since the facility is located within an EJ area, a FEAF Part 1 and other supplemental information may be required depending upon the proposed action. If there is a preexisting CEQR and/or SEQR approvals for the facility please submit these as well. Depending upon project, additional studies may be needed to supplement FEAF such as but not limited to traffic and noise studies. - Please utilize the EAF Mapper to complete the FEAF given it will prepopulate many answers. Links to the SEQR forms and the EAF Mapper - State Environmental Quality Review Act (SEQR) - NYDEC - - - EAF workbooks are also available to assist you prepare the FEAF - Full Environmental Assessment Form (FEAF) Workbook http://www.dec.ny.gov/permits/90125.html Provide a NYCDCP - If applicable Waterfront Revitalization Program (WRP) Consistency Assessment Form (CAF) http://www1.nyc.gov/site/planning/applicants/wrp/wrp.page The site is within the coastal zone and within the NYC CZ. Please provide a NYCDCP - Waterfront Revitalization Program (WRP) Consistency Assessment Form (CAF) http://www1.nyc.gov/site/planning/applicants/wrp/wrp.page and follow City guidelines. Note, if NYCDEP is conducting CEQR, also send a copy to City Planning for review. Please note the proposed facility may be in an Arthur Kill sensitive area. Include all Part 365 Requirements Any other permits, approvals and analyses which, in the Engineer s opinion, may be required, including State, Federal and local (including but not limited to) Air State Facility Permits or Air Title V permits, SPDES, MSGP, Tidal or Freshwater Wetland, Climate Leadership Community Protection Act, etc The need for each of these permits is dependent upon the project scope and location and will be determined upon submittal of the application. SUBMISSION FORMAT & INCLUSIONS Once completed and sealed by a licensed Professional Engineer, the application must be submitted to the NY State DEC in the following format and manner: Submit 1 hard copy application package to the Saji Samuels, Division of Materials Management, NYS DEC Region 2, - 47-40 21st Street 4th fl., Long Island City, NY 11101 directly. It is preferred to submit the application in a 3-ring binder. A digital copy of the application request, identical to the hard copy, should be submitted to contact@example.gov. The electronic version of the submission should be in a searchable PDF format along with any other related documents on a CD or similar media. The total number of characters of any file of the electronic submission, including the characters of all folders and subfolder names, should not exceed 100 characters. For those documents prepared by a professional engineer, appropriate portions of the document must display the engineer s seal and signature (e.g., the report s cover and the report s large-format drawings). The engineer s seal and signature must be reflected on the applicable electronic PDF files being submitted. In addition, each searchable electronic PDF file submitted should be named to reflect its content. - If the resubmittal is too large to attach to an email, please use the NYSDEC File Transfer Service (FTS), select 2 weeks https://fts.dec.state.ny.us/fts/ and, subsequently forward or include the link in a separate transmittal email. Lastly, to assist with review and processing, please keep the following in mind when preparing and uploading your resubmittal: Do not upload or send a single file or a zip file larger than 50 MB via FTS. If necessary, FTS can be utilized multiple time to send additional files (up to 50 MB per upload). Limit the number of characters in file names(s), including all folders and subfolders in zip files) to less than 100 and only utilize alphanumeric characters of the following special characters: hyphen, underscore, space, dots (periods), and round brackets. Note that the items listed in the verbiage above are specific to one (1) Division within DEC (Division of Materials Management). Permitting is handled by another division (Division of Environmental Permits) within DEC which receives the applications, conducts review of certain parts of the application and shares the application with other divisions if other permits are needed. For informational purposes, the following is provided as a courtesy and includes links and/or forms or manuals which may be used in the preparation of required documentation: Getting an Environmental Permit (UPA Timeframes) http://www.dec.ny.gov/permits/6230.html Solid Waste Facilities Forms http://www.dec.ny.gov/chemical/52706.html Environmental Permits Forms & Requirements: https://www.dec.ny.gov/permits/6222.html UPA Part 621 Timeframes: http://www.dec.ny.gov/permits/6230.html State Environmental Quality Review Act (SEQR) Forms - State Environmental Quality Review Act (SEQR) - NYDEC EAF Mapper Application: - State Environmental Quality Review Act (SEQR) - NYDEC - Use this link to create a prepopulated FEAF Part 1 or SEAF Part 1. Environmental Assessment Form (FEAF) Workbook http://www.dec.ny.gov/permits/90125.html NYC CEQR Technical Manual (if needed) - - - Technical Manual - OEC (nyc.gov) - - - VA INVESTIGATORY DUE DILLIGENCE COMPLETED TO DATE In anticipation of retaining the services of a licensed Professional Engineering firm to assist in, and complete the application package, the VA had begun its investigation and information gathering. The results of this effort have generated information and reports which include the following information critical to the application process. This information is offered and available to the successful bidder as a means to prevent a duplication of effort. Documents included, and available upon request, are the following: Waste Management Plan 6 NYCRR Part 365 Permit Application -Sani-Pak Onsite Waste Treatment Sani-Pak Commissioning and Decommissioning Autoclave Operation Plan Autoclave Validation Testing Plan Application for a Solid waste Management Facility Permit JJP Waste Management Plan Env. Assessment Long Form Environmental Impact Screening Variance Request Letter