R429--First Receiver Decon Program New Base +4

THIS IS A SOURCES SOUGHT NOTICE ONLY. This is not a solicitation for bids, proposals, proposal abstracts, or quotations. The purpose of this Sources Sought Notice is to obtain information regarding the availability and capability of all qualified sources to perform a potential requirement. The responses received from interested contractors will assist the Government in determining the appropriate acquisition method. The Department of Veterans Affairs (VA), Network Contracting Office (NCO) 20, is conducting market research to identify potential sources which can provide the following in support of the Boise VA Medical Center (VAMC): Boise VAMC has a need for First Receiver Patient Decontamination Program (FRDP) hazardous materials incident training, response, and equipment maintenance services, to include Personal Protective Equipment (PPE) donning and doffing training for designated Boise VAMC staff. Statement of Work First Receiver Patient Decontamination Program (FRDP) Training, Maintenance, and Hazmat Response Project Boise VA Medical Center 1 GENERAL INFORMATION: Title of Project: Boise VA Medical Center (VAMC) First Receiver Patient Decontamination Program (FRDP) Training, Maintenance, and Hazmat Response Project. Overview: The goal of this project is to establish a contract that will provide First Receiver Patient Decontamination Program (FRDP) hazardous materials incident training, response, and equipment maintenance services, to include Personal Protective Equipment (PPE) donning and doffing training for designated Boise VAMC staff. This contract covers the services for: Address of the contract work site: Boise VAMC 500 W Fort St Boise ID 83702 Contractor Furnished: The contractor will provide a full response team of a maximum of 30 technicians with FRDP operations level certification to respond to all Boise VAMC patient decontamination needs and hazardous materials spill incidents utilizing Boise VAMC (BVAMC) furnished equipment and supplies. Team must be able to respond seven days (7) per week, twenty-four (24) hours per day /365 days a year to the BVAMC within 15 minutes. The contractor shall also provide the following services: Monthly training at contract work site for contractor work crew to include selected Boise VAMC emergency response staff on the following competencies: First Receiver Decontamination Program Operations Level Training Donning and doffing of Personal Protective Equipment Hazardous spill containment Infectious Disease Personal Protective Equipment Donning and Doffing training for up to 45 Boise VAMC patient care and ancillary staff Monthly Inventory and equipment inspection and maintenance services for Boise VAMC provided patient decontamination and personal protective equipment. Conduct one Hazmat patient decontamination drill per contract period that meets compliancy for OSHA and The Joint Commission Standards. Drill will be following Homeland Security Exercise and Evaluation Program (HSEEP) criteria to include providing a detailed After Action Report (AAR). AAR will be provided within 30 days of exercise. Regulatory Compliance: The First Receiver Patient Decontamination Program (FRDP) training and response services offered under this contract must be performed in accordance with Title 29 of the Code of Federal Regulations 1910.120, Hazardous Waste and Emergency Response (HAZWOPER) First Responder/Receiver Operations and Awareness Level training to hospital based First Receivers. Performance: This contract is a full-service contract to include all necessary service calls, seven days (7) per week, twenty-four (24) hours per day. All service performed shall be approved by the Point of Contact (POC) at a price agreed to by the Contractor and Contracting Officer (CO). Contractor training shall not take place on Federal holidays or weekends unless directed by the POC. The contractor or designee must be available via telephone on a 24 hour a day/seven days a week basis. Emergency response for spill clean-up must be started within one hour of notification by the POC or a designated person. This will be performed and invoiced separately. VA Observed Federal Holidays: New Year s Day Martin Luther King Jr. Holiday Presidents Day Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day Juneteenth National Independence Day Any other day designated by the President of the United States as a Federal Holiday When a holiday falls on a Sunday, the following Monday will be observed as the legal holiday. When a holiday falls on a Saturday, then preceding Friday is observed as the legal holiday. CONTRACT AWARD MEETING The contractor shall not commence performance of the tasks in this SOW until the Contracting Officer or designee has conducted a kickoff meeting at the Boise VAMC site or has advised the contractor that a kickoff meeting is waived. Travel costs for any meeting and initial visits to the site will be at the contactor s expense. CONTRACTOR PERSONNEL The primary contractor must demonstrate that the contract manager has at least 10 years of experience with hospital patient decontamination and hazardous waste management. Sub-Contractors have the same requirement. The names, telephone numbers and addresses of the contract manager and sub-contractor managers shall be provided. At least 10 verifiable references shall be provided by the contractor and each sub-contractor. These persons must have also attended the 40-Hour Occupational Safety and Health Administration (OSHA) Hazardous Waste Operator Training (HAZWOPER) at least once. A resume must be provided along with copies of training certificates. A summary of the contractor s and sub-contractors Notices of Violations from inspection agencies for the prior 3 years shall be submitted. That summary shall include the violations and corrective actions. The use of any sub-contractors must be pre-approved by the CO and the POC. This information must be provided to the POC a designated person as part of the bid proposal, and annually thereafter in the first month of each optional year. Crew supervisors must have 5 years of experience in hospital patient decontamination and First Receiver Operations Level training (FRO). The name(s) of the initial onsite crew supervisor performing the site work shall be provided. Proof of current 40-Hour OSHA HAZWOPER training, and a resume must be provided. This information must be provided to the POC a designated person as part of the bid proposal, and annually thereafter in the first month of each optional year. Crew members must have 2 years of experience in First Receiver Operations level patient decontamination. The names of the initial onsite crew members performing the site work shall be provided. Proof of current 40-Hour OSHA HAZWOPER Training, and a resume must be provided. This information must be provided to the POC a designated person as part of the bid proposal, and annually thereafter in the first month of each optional year. The contractor shall ensure that all operations conducted under this contract are supervised by individuals that have been appropriately trained in the technical aspect of hospital patient decontamination and hazardous waste management. Contractor and sub-contractor personnel shall be trained in accordance with the contract requirements and all regulatory-required training. All new personnel will be approved by the POC a designated person. Additional training information will be provided to the POC a designated person upon request. The contract manager and the alternate shall have full authority to act for the contractor on all contract matters relating to the operation of this contract, i.e., all contract arrangements and required coordination. The contractor agrees that notice by the Boise VAMC POC a designated person to designated contract manager or alternate contract manager shall constitute notice to the contractor and agrees to be bound by any commitments or representations made by the employee so designated. Due to the nature of the scope of work, and the requirement that onsite emergency services may be required, the contractor manger shall be located no more than 20 miles from the Boise VAMC at 500 W Fort Street, Boise ID 83702. Contractor personnel shall present a neat appearance and be easily recognized as contractor s employees. This may be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges that display the company s name. The contractor and sub-contractor personnel must have the ability to communicate by cellular telephone with the BVAMC POC a designated person. The primary contractor must be able to be contacted within 10 minutes if an emergency has occurred at BVAMC and must be demonstrated in the bid proposal. Any mention of Contractor in this document shall include: sub-contractor, employee, or designee assigned by the Contractor. Within 5 days after award, the primary contractor shall submit the names and telephone numbers of the contract manager and an alternate contract manager, and the information outlined in this section. PERMITS AND RESPONSIBILTIES Required Permits and Licenses - The contractor shall, without additional expense to Boise VAMC, be responsible for obtaining any necessary licenses, permits, notification, and documentation, complying with all applicable laws, codes and regulations in connection with execution of the work. Insurance and Liability - The contractor shall be responsible for all damages to persons or property that occurs as a result of the contractor or subcontractor s employees fault or negligence. Certificates of insurance for all required insurances shall be provided to the POC a designated person as part of the bid proposal, and annually thereafter in the first month of each optional year. CONTRACT EFFECTIVE PERIOD The Base Period of this contract will be effective from 5/1/2024 through 4/30/2025, with four one-year options continuing through 4/30/2029. SHEDULE FOR DELIVERABLES First Receiver Decontamination Program (FRDP) and Personal Protective Equipment (PPE) training shall be conducted at least monthly as scheduled by the POC a designated person. Inventory of FRDP equipment and PPE shall be conducted at least monthly as scheduled by the POC a designated person. Patient Decontamination and Hazmat emergency response services will be performed on an as needed basis and must be approved by the POC a designated person. Conduct one Hazmat patient decontamination drill per contract period (year) that meets compliancy for OSHA and The Joint Commission Standards and follows Homeland Security Exercise and Evaluation Program (HSEEP) criteria to include providing a detailed After Action Report (AAR). AAR will be provided within 30 days of exercise completion. See summary Schedule of Deliverables in Table 1. This is a summary and shall not be considered inclusive. CHANGES OF STATEMENT OF WORK Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor. REPORTING REQUIREMENTS The contractor will submit monthly training, equipment inventory and maintenance, and emergency response reports no later than the 15th day of the following month. The contractor will submit an AAR following HSEEP standards within 30 days of the annual drill completion. The contractor will notify the POC a designated person at least 2 working days prior to any scheduling conflict or any other issue related to the performance of this contract. The contractor must report any spills, release or injuries immediately to the POC a designated person or in case of emergency to the Boise VAMC Police at +1 (555) 000-0000. TRAVEL Travel may be needed for the kick-off and closing meetings and will be at the contractor s expense. GOVERNMENT RESPONSIBILITIES The Contracting Officer (CO) or designated person will provide point-of-contact (POC) information to the contractor. A POC will be designated to represent the Contracting Officer in furnishing technical guidance and advice under this contract. The foregoing is not to be construed as authorization to interpret or furnish advice and information to Contractor relative to the financial or legal aspects of the contract. Those matters are the responsibility of the Contracting Officer and shall not be delegated. Provide Contractor working space for the work performed at contract work site. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS All contractor employees who require access to the Boise VAMC campus must obtain a security badge from the VA. Table 2 - SCHEDULE OF DELIVERABLES Deliverable Item Details Found in This Section Delivery Date One Contract manager information, subcontractors information, and initial crew information. 3.1 3.2 3.3 With bid proposal, when changes occur, and annually thereafter in the first month of each optional year. Two Certificates of insurance. 4.2 With bid proposal, when changes occur, and annually thereafter in the first month of each optional year. Three The contractor shall provide a monthly and annual report summarizing FRDP and PPE training and drill activity. 8.1 The report shall be provided electronically by the 15th day of the following month. Four Exercise/Drill Report will include an AAR following HSEEP Standards and will be submitted within 30 days of drill completion. 8.2 AAR Submitted within 30 days of Drill Completion RECORDS MANAGEMENT OBLIGATIONS A. - Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists. - B. - Definitions Federal record as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them. - The term Federal record: includes [Agency] records. does not include personal materials. applies to records created, received, or maintained by Contractors pursuant to their [Agency] contract. may include deliverables and documentation associated with deliverables. C. - Requirements Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. [Agency] and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of [Agency] or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of - any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to [Agency]. The agency must report promptly to NARA in accordance with 36 CFR 1230. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to [Agency] control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and [Agency] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with [Agency] policy. The Contractor shall not create or maintain any records containing any non-public [Agency] information that are not specifically tied to or authorized by the contract. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act. The [Agency] owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which [Agency] shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20. Training. - All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take [Agency]-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. Potential candidates having the capabilities necessary to provide the above stated supplies at a fair and reasonable price are invited to respond to this Sources Sought Notice via e-mail to Nazanin Kreiner at contact@example.gov no later than December 8, 2023 1PM MDT. No telephone inquiries will be accepted. RESPONSES SHOULD INCLUDE THE FOLLOWING INFORMATION: Company name, address, SAM UEI and business size; point of contact name, phone number, and e-mail address; whether services are presently offered on a current GSA Federal Supply Schedule contract. NAICS Code 624230 Size Standard: $41.5 Million is applicable to determine business size standard. Any questions or concerns may also be directed via email to Nazanin Kreiner at contact@example.gov. Disclaimer and Important Notes: This Sources Sought Notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. The Government will treat any information received as proprietary and will not share such information with other companies. Any organization responding to this Sources Sought Notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. The Government may or may not issue a solicitation as a result of this announcement. There is no solicitation available at this time.