F108--Radioactive Waste Removal and Disposal Services

This is a Sources Sought Notice for Radioactive Waste Removal & Disposal Services as identified in the Statement of Work (SOW) for the Ann Arbor VA Medical Center in Ann Arbor, Michigan. The contractor shall furnish all necessary tools, parts, labor, supplies, materials, equipment, supervision and transportation necessary to furnish the services noted below.
A DRAFT SOW is attached to this notice and is subject to change should a solicitation be issued as a result of this notice.
Please respond if you have the ability and actual intention to complete this requirement. All of the following information is required in your response:
SAM UEI NUMBER provide this in the email text GSA Contract Number provide this in the email text Capabilities Statement Confirmation of actual intent to submit an offer should an RFQ be posted in future Company name and address Point of contact information (name, phone, email) Socioeconomic size status (example: large business, small business, WOSB, SDVOSB, etc.) provide this in the email text
This Sources Sought Notice is intended to locate any business capable of performance.
The anticipated NAICS Code for this requirement is 562211.
This is not a Request for Quotation and quotes shall not be reviewed at this time.
The Government shall not be responsible for any costs incurred by the contractor because of this Sources Sought Notice.
This notice shall not be construed as a commitment by the Government to ultimately award a contract, nor does it restrict the Government to any 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 respondent for any cost incurred in developing information provided to the Government.
Responses shall be submitted to Jeanne Ortiz at jeanne.ortiz@va.gov by Tuesday, October 27, 2026, at 10:00 AM Eastern Time (ET). Responses MUST include 36C25027Q0045 in the subject line. PHONE CALLS SHALL NOT BE ACCEPTED FOR THIS NOTICE.
DRAFT STATEMENT OF WORK
Part I: General Information
Introduction The Department of Veterans Affairs Ann Arbor Health Care System (VAAAHS) has a requirement for commercial radioactive waste removal for final disposition of liquid and solid uniform radioactive Low-Level Waste (LLW) to be completed by a qualified contractor in accordance with Nuclear Regulatory Commission (NRC) regulations outlined in 10 CFR 20, 10 CFR 30, 10 CFR 40, 10 CFR 61 and 10 CFR 71 as well as all applicable United States Department of Transportation (DOT) regulations outlined in 49 CFR, and any applicable Environmental Protection Agency (EPA) regulations for required training, handling, packaging, labeling, placarding, transporting, and final disposition.
Timely disposal of radioactive waste requires a vender with NRC licenses for treatment and disposal of radioactive and radioactive mixed hazardous waste (mixed waste). A successful bidder shall have Department of Transportation (DOT) registration for transportation of hazardous materials and personnel who are certified as being trained for handling, packaging, and shipping radioactive and mixed hazardous waste.
Failure to manage radioactive waste including timely treatment and disposal could result in regulatory violations, fines, and/or the revocation of the VAAAHS permit to use radioactive material under the Department of Veterans Affairs Master Materials Licenses issued by the US Nuclear Regulatory Commission.
The VAAAHS system has two locations in which radioactive LLW will be picked up, 2215 Fuller Road, Ann Arbor, Michigan and 1200 South Detroit Avenue, Toledo, Ohio.
Part II: Requirements Qualifications and Responsibilities of Contacted Personnel: A qualified contactor must have an active Radioactive Materials License granted by the NRC or an Agreement State to be able to handle, possess and dispose of the radioactive waste outlined in the next section. All transporters must maintain a current commercial driver s license (CDL) with a hazardous materials endorsement (H) to verify that the drivers possess the knowledge and skills necessary to handle and transport DOT class 7 radioactive materials. All applicable state and local permits must also be maintained by the contractor. All expenses associated with these qualifications are at the expense of the contractor and shall not be billed to the Federal Government.
2. Services to Be Performed: a. The contractor shall provide a current copy of their Radioactive Materials License as well as proof of transporter radiation safety training and CDLs.
b. The contractor shall provide a template for both spent sealed sources and radioactive waste summary/inventory forms to be completed by the VAAAHS and submitted to the contractor prior to removal from the facility. There shall be no charge for this service.
c. The contractor shall provide a current uniform low-level radioactive waste manifest (NRC Form 540 or equivalent substitute) that is to be filled out in its entirety and signed by both the contractor and the VAAAHS Radiation Safety Staff at the time of transfer of sealed sources and radioactive waste. There shall be no charge for this service. The waste manifest shall be compared against the sealed source and radioactive waste summary/inventory forms to ensure they match prior to transport away from the facility. Any discrepancies shall be resolved prior to transport.
The contractor shall provide all required packaging such as boxes, pails, etc. for safe transportation of sealed sources and radioactive waste in accordance with NRC and DOT regulation.
e. The Contractor shall take all necessary radioactive measurements and ensure that the packages are properly labeled in accordance with NRC and DOT regulations prior to transport.
f. The contractor shall coordinate radioactive waste pick-up services with the VAAAHS Radiation Safety Staff.
g. The Contractor shall remove the radioactive waste no less than once per contract year and not to exceed two pickups during the contract period: Any patient treatment waste byproduct material with Atomic Numbers 1-83, 88, and 89 in any form that includes unused radioactive unit dose vials (aqueous liquid) or patient radioactive waste (Biological/Sharps) not to exceed 50 pounds.
Any byproduct material with Atomic Numbers 3-83 radioactive sealed sources or radioactive waste not to exceed 200 pounds. This includes sealed sources at locations of use and or unsealed radioactive waste generated.
Scintillation Vials Liquid scintillation cocktail in vials containing byproduct material with Atomic Numbers 1-83, 88, and 89.
Liquid Mixed Waste Radioactive waste containing EPA characteristic and/or listed hazardous material. This waste stream will be packaged in shipping containers according to waste profile requirements specified by the successful bidder.
In accordance with 10 CFR Part 20 (Appendix G) a written notification that the contractor has received the radioactive shipments that were picked up from the VAAAHS must be provided to the VAAAHS Radiation Safety Staff. The NRC Form 540 or equivalent substitute must also be returned with item number 9 filled out with the contractor s signature acknowledging confirmation of the receipt of the radioactive waste. A final disposal certificate shall also be provided to the VAAAHS Radiation Safety Staff when final processing has been completed.
The contractor shall be responsible for any leaks or spills that occur after taking possession of radioactive waste and spent sealed sources. Part III: Supporting Information Response Time Contractor shall respond by email within one week of when services are requested by email via the Ann Arbor VA Medical Center Radiation Safety Staff to schedule service with the Ann Arbor VA Medical Center Radiation Safety Staff. Contractor shall be on-site for service within three hours of the scheduled date/time unless there are unforeseeable circumstances that require rescheduling.
Place of Performance The place of performance will be: 2215 Fuller Road, Ann Arbor, Michigan 1200 South Detroit Avenue, Toledo, Ohio.
Qualifications of Key Personnel A qualified contactor must have an active Radioactive Materials License (MML) granted by the NRC or an Agreement State to be able to handle, possess and dispose of the radioactive waste outlined in the next section. All transporters must maintain a current commercial driver s license (CDL) with a hazardous materials endorsement (H) to verify that the drivers possess the knowledge and skills necessary to handle and transport DOT class 7 radioactive materials. All applicable state and local permits must also be maintained by the contractor. All expenses associated with these qualifications are at the expense of the contractor and shall not be billed to the Federal Government.
Hours of Work 1. Normal business hours are as follows: Ann Arbor, Michigan: Monday Friday from 0730 -1530 Toledo, Ohio: Tuesday Thursday from 0730 - 1530
2. Emergency support hours of work are not required.
3. The eleven holidays observed by the Federal Government are New Year's Day, Martin Luther King Day, President's Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. Also, any other day declared by the President of the United States to be a national holiday.
4. Work performed outside of normal working hours of coverage must be approved by the Contracting Officer's Representative (COR) or the Radiation Safety Officer (RSO).