S--Hazardous Waste Removal & Disposal

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested and a written solicitation will not be issued. The simplified acquisition procedures of FAR Part 13 will be used in conjunction with commercial items procedures of FAR Part 12. NAICS code is 562112, size standard is $38.5 Million. Solicitation #RFP VA256-15-R-0955 Solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-83, effective July 2, 2015. This solicitation is a TOTAL SMALL BUSINESS SET- ASIDE. All questions pertaining to this solicitation must be submitted by 12:00pm EDT 25 August, 2015. Send all questions electronically to contact@example.gov Only electronic offers will be accepted. Offers must be submitted to contact@example.gov NO LATER THAN 4 September, 2015 by 12:00 PM EDT. NOTE - File size shall not be larger than 3GB. INSTRUCTIONS TO OFFERORS An offer shall be considered complete if it includes the technical capability for other than brand name, price quote and required documentation in accordance with instructions provided herein. Offers that fail to furnish the required documentation may be excluded from consideration. As a minimum, offers must include- 1. All "Equal" items must include additional technical description of the items being offered in sufficient detail to evaluate compliance with the requirements in the solicitation, if necessary. This may include product literature, or other documents. Complete Technical Capability (Attachment 1) 2. Offerors must return provision 52.212-3 with their proposal. Offerors may either (1) complete all relevant portions of the provision or (2) complete paragraph (b) of the provision and indicate that it has completed official representations and certifications online at https://SAM.gov 3. Contact information, Name, Phone Number, Fax Number and email address 4. Mailing address and Remit to address, if different than mailing address 5. Acknowledgment of Solicitation Amendments 6. Offer's DUNS number A. CONTRACT AWARD MEETING The contractor shall not commence performance of the services identified in the following document until the Contracting Officer (CO) has conducted a post-award conference, or has advised the contractor that a post-award conference has been waived. B. CONFIDENTIALITY AND NONDISCLOSURE 1. The Contractor understands and agrees that confidential information (patients, employee, or facility) must be secured and protected at all times. The Contractor and its personnel shall be held liable in the event a breach of confidentiality occurs as a result of the Contractor or its employees. Statement of Work 1. Contractor shall provide hazardous waste and universal waste service to include packaging, transportation and disposal of hazardous waste by means of incineration, fuel blending, and/or reclamation/recycling for John L. McClellan Memorial Veterans Hospital in Little Rock, AR and the Eugene Towbin Medical Center in North Little Rock, AR, together known as Central Arkansas Veterans Healthcare System (CAVHS). The contractor shall adhere to these requirements in accordance with (IAW) all terms, conditions, provisions, schedules, and specifications of this SOW, state, federal and local regulations. Note* Offerors are to provide price per pack charges only. This price must be INCLUSIVE of ALL other costs, including but not limited to items as listed per statement of work, i.e., chemist fees, incineration fees, recovery fees, transporter fees, packaging, labor for preparation and packaging, administrative costs to provide required documentation, etc. 2. DESCRIPTION/ SOW A. INTRODUCTION: John L McClellan Memorial Hospital, Little Rock, and the VA Medical Center, North Little Rock, Arkansas facilities produce hazardous wastes, pharmaceutical wastes and universal wastes as defined by the U.S. Environmental Protection Agency. Both facilities require services for removal, transportation and disposal by an EPA approved Hazardous Waste Contractor. Waste will be picked up at two separate locations; 4300 West 7th St., Little Rock, AR 72205 and 2200 Fort Roots Drive, North Little Rock, AR 72114. B. Disposal includes the preparation and packaging on site, shipping and disposal in compliance with all existing laws and regulations of the United States including, but not limited to , EPA Hazardous Waste Regulations in 40 CFR 260 et seq; EPA storage and disposal regulations in 40 CFR 761 et seq.: Arkansas Hazardous Waste Management Code (latest edition); Hazardous Material Transportation Regulations in 49 CFR 100 et seq.; and laws and regulations of any state, country, township or municipal subdivision thereof or other governmental agency which may be applicable to the removal, transportation and disposal of the waste. C. The contractor shall obtain all permits, licenses, manifests and other forms of documentation required in order to comply with the above laws and regulations. Prior to commencement of contract performance Contractor shall provide Hazardous Waste Management Permit, Hazardous Waste Transportation Permit and information on the disposal Site. All manifests and permits shall be obtained and processed to all necessary agencies within the required notification period by the contractor. Upon contact from the Contracting Officers Representative (COR), the contractor shall pick up waste no less than two (2) times per year for each facility, unless otherwise approved by the contracting officer. Exact dates will be agreed upon by the COR and the Contractor subject to approval by the Contracting Officer. Work shall be performed during normal working hours for this facility (i.e.; 8:00 AM - 4:30 PM, Monday through Friday excluding Federal Holidays). In the event that work must be performed during other than regular working hours, the contractor must coordinate with the COR to make necessary arrangements. D. OBJECTIVE: The objective of this contract is for the removal and disposal of hazardous, pharmaceutical and universal wastes in the most environmentally preferred method, (i.e. means of incineration, fuel blending, and/or reclamation/recycling) in a timely manner in accordance with all Federal, State and local regulations. E. QUANTITY AND DESCRIPTION: The facility generates approximately 12,000 lbs of hazardous waste per year as well as disposal sites: The contractor shall provide information to the VA to judge whether the site is not only approved by Federal, state, and local governments, but also that they are operated with such integrity that there are no pending administrative or judicial actions, nor to the extent that can be reasonably determined are the site (s) likely to have same in the future non-regulated chemical waste. The waste typically comes from Clinical and Research Laboratories and Engineering Shops. Size and type containers to be placed in lab packs vary. A lab pack is an overpack container, usually steel or fiber drum containing small quantities of chemicals of the same hazardous class in either five (5), fifteen (15), thirty (30) or fifty-five (55) gallon size. Experience has shown that the majority of lab packs are of thirty gallon size or smaller. Estimated quantity: total lab packs - 40 per year of each of following sizes; five (5), fifteen (15) and thirty (30) gallon size. At times, non lab-pack type fifty-five (55) gallon drums or overpacks with drums containing hazardous waste or non-hazardous will require disposal. The non-lab pack fifty-five gallon drums or drums with overpacks will be billed at the fifty-five (55) gallon lab pack price for the appropriate DOT class. The contractor is expected to dispose of all hazardous and non-hazardous waste generated at these facilities in accordance with all provisions set forth in this contract. Any waste stream that cannot be handled by the contractor must be indicated in the proposal. NOTES: EPA Waste Codes D001, D002, D003, D005, D006, D007, D008, D009, D011, P087, U012, U017, U117, U122, U123, U133, U188, U239 and U246 are typical wastes generated by the medical center. Due to renovation work disposal of PCB containing ballasts may be required. This list of the bid items may not be all inclusive for future waste disposals. F. SAFETY: The contractor must perform all operations in a prudent, conscientious, safe, and professional manner. At a minimum, contractor personnel and equipment shall comply with all safety requirements set forth in applicable state, Federal, and local laws and regulations and shall ensure that its agents and employees perform the work in a safe manner. The contractor shall ensure that all personnel involved in handling and packaging hazardous waste be trained for the level of expertise required for the proper performance of the task and, in particular, in the areas of chemical incompatibility, general first aid procedures, and spills. Handling and personnel protective equipment shall be provided by the contractor and be appropriate to ensure safe handling of the hazardous waste. All employees present at the work site shall be trained to use all protective equipment. Prior to commencement of contract performance, Contractor shall provide references and record of required training. G. MEDICAL SURVELLANCE: The contractor shall have a medical surveillance program for personnel involved in the direct handling and /or exposure to the chemical waste or to the chemical's primary containers to detect and correct job-related injuries or conditions. Medical surveillance programs typically involve a medical history, an annual generated physical to assess an individual's capability to work using respiratory-protective equipment, blood and urine tests to assess the status of an individual's kidneys, liver, and nervous system and other laboratory tests for contaminants to which the person may be exposed; e.g.: heavy metals, organophosphate pesticides, etc. H. TRANSPORTATION: The contractor shall have required EPA and state registry for hazardous waste transport and shall also have verifiable records of good shipping practices which may be checked through local DOT authorities. The Environmental Protection Agency Uniform Hazardous Waste Manifest shall be used unless superseded by other requirements. a. The contractor shall, where possible, minimize interlining or intermediate stopping before reaching the disposal site. "Nose Loading" on less than full truckload (LTL) shipments shall be required by the contractor. I. DISPOSAL: Hazardous waste shall be disposed of by means of incineration, fuel blending, or reclamation/recycling utilizing currently available technology. WITHOUT EXCEPTION - NO MATERIAL IN THE FORM OF BULK LIQUIDS, SEMI SOLIDS, SOLIDS, AND/OR SLUDGES MAY BE DISPOSED OF IN A LANDFILL WITHOUT PRIOR WRITTEN APPROVAL FROM THE CONTRACTING OFFICER. a. The contractor shall submit a list of the items that will be disposed of by other means as listed in this section and will include the method and location for disposal for approval by the COR. If the landfill is owned and/or operated by a subcontractor or privately owned entity, guidelines, regulations, and records in this contract shall apply. It is the prime contractor's responsibility to comply with this specification. b. Acceptance of the hazardous waste at a properly permitted treatment or disposal facility does not meet the definition of disposal under this contract. It is the Contractor's responsibility to obtain all necessary documentation, including the completed uniform manifest, to verify that both the delivery and the disposal of all items have been accomplished. A uniform manifest signed by the disposal site will show that the waste has been received but only a letter from the site operator or other certification will show actual disposal. c. Disposal Site - The contractor shall provide documentation that the site is approved by Federal, state, and local governments, and that it is operated such that there are no pending administrative or judicial actions, nor to the extent that can be reasonably determined are the site (s) likely to have same in the future J. CERTIFICATE OF DISPOSAL: The letter or Certificate of Disposal from the site verifying disposal will generally lag the manifest. A twenty percent (20%) retainage shall be withheld pending receipt of proof of disposal. The contractor shall provide Certificate of Disposal within six (6) months of material pick up or will provide a written statement of status to the COR. K. SPILL REPORTING REQUIREMENTS: The contractor shall report all spills and personnel exposures during waste preparation, packaging or shipping to the COR. The contractor shall be responsible for, and bear the cost of, cleanup. The contractor shall be responsible for all spills and shall provide all labor, equipment, and personal protective equipment required or needed for the clean up of hazardous waste. Clean up shall be considered complete only upon the final inspection and clearance by the COR. Such incidents shall first be reported by telephone to the Safety Office immediately following discovery and followed in writing to the Safety Office not later than five (5) days after initial telephone report. a. When reporting a spill the following minimum information is required: Item spilled (identification, quantity , and manifest numbers); whether amount spilled is Federal/State/Local reportable, if reported, a copy of the report; personnel injury involved; exact location of spill; containment procedures initiated; anticipated clean up and disposal procedures; disposal location of spill residue; assistance required and a narrative summarizing all communication with Local, State, and Federal officials and media contacts with their names, telephone numbers, and addresses. L. INSPECTIONS: The contractor and subcontractor(s) are subject to announced or unannounced inspections of their operations and records by the VA Contracting Officer and/or his designated representative to verify contract compliance. This does not relieve the prime contractor of his responsibility to ensure proper contract compliance by his own inspections or by other means. Upon request the contractor shall submit complete copies of any Federal, State, or Local government inspections to the Contracting Officer. M. SAVE HARMLESS AND INDEMNITY AGREEMENT: The contractor shall save harmless and indemnify the VA with respect to any and all liability, claims, costs of what so ever kind and nature for injury to or death of any person or persons and for loss or damage to any property of the VA or of others occurring in connection with or in any way incident to or arising out of the occupancy, use, service operation or performance of work in connection with this contract resulting in whole or in part from the negligent or non-negligent acts or omissions of the contractor, any subcontractor or any employee, agent or representative of the contractor or of any subcontractor. N. REQUIRED INSURANCE: During the entire period of performance under this contract the contractor shall procure and maintain not less than the following minimum insurance and shall provide proof of insurance prior to commencing contract performance: 1. Workmen's Compensation and Occupational Disease - in the amounts to satisfy applicable state law. a. Employers Liability - Minimum amount of $100,000 per occurrence b. Comprehensive General Liability - Minimum limits of $1,000,000 per occurrence for bodily injury or death but a limit of $2,000,000 total; and $1,000,000 per occurrence for damage to property of a third person (s) c. Comprehensive Automobile Liability - Minimum limits of $200,000 per person and $500,000 per occurrence for bodily injury and $20,000 per occurrence for property damage; higher minimum limits if required by applicable state laws d. Contractors Pollution Liability-Minimum amount of $1,000,000 per occurrence The contractor assumes all liability and responsibility for the hazardous waste produced by the VA once performance of work begins. Prior to the commencement of work the contractor shall furnish to the Contracting Officer a certificate or written statement of all required insurance. The policies evidencing required insurance shall contain an endorsement that cancellation or any material change in the policies adversely affecting the interests of the VA shall not be effective for a period prescribed by the laws of the state in which the contract is performed and in no event less than thirty (30) days after written notice to the Contracting Officer. The contractor agrees to insert the substance of this clause in all sub-contracts hereunder. O. PACKAGING: The contractor shall provide necessary personnel and all required materials to inventory, classify, sample, manifest, package, mark, label, and load the waste for transport. When repackaging is necessary the contractor shall be responsible for disposal of the original containers. a. When regulations permit a choice of packaging material, extra packaging integrity shall be utilized. The contractor shall submit a list of packaging by waste type for approval by the Contracting Officer and/or COR. For example, the contractor shall use a steel container instead of a fiberboard container where DOT regulations permit either. Each item of hazardous material will be at least double containerized. For example, waste sulfuric acid will not be shipped in "poly carboy" alone; the carboy will be placed inside a steel drum and the containers shall be separated by non-reactive, non-combustible packaging material; e.g. vermiculite b. Incompatible waste shall not be packaged in the same outermost container. Once the contractor begins work, all processes of packaging and pick-up shall continue until all waste is transported off site to the disposal facility. P. DELIVERIES OR PERFORMANCE a. PICK-UP: The contractor shall provide a minimum of two (2) performances each contract period consisting of a pick-up at each of the two facilities. The Government will provide twenty one (21) days advance notice to the contractor prior to the requested pick up date. The pick-up quantity will be at least the equivalent of five (5) fifty-five (55) gallon size lab packs per performance with an estimated quantity of 40 per contract period. The contract period is expected to be one year. All packaged waste shall be removed at one time between the hours of 8:30 AM and 4:30 PM, Monday through Friday, excluding Federal Holidays. Waste will not be stored at the VA Medical Center after all packaging is completed. The Contractor is required to contact the COR seven (7) days prior to coming to either facility. The central locations for pick-up will be made available at the time of award. Contractor is required to supply the COR with the following: (1) NAME AND ADDRESS OF CARRIER: (2) DISPOSAL SITE (S) b. Payment shall be made in arrears upon receipt and certification of a proper invoice at the designated payment office. Note that a 20% retainage will be held until receipt of a certificate of disposal. Invoice (1) The Contractor shall submit an electronic invoice, to the address designated in the contract to receive invoices. An invoice shall include -- (i) Name and address of the Contractor; (ii) Invoice date and number; (iii) Contract number, purchase order number, contract line item number and, if applicable, the order number; (iv) Detailed description of quantity, unit of measure, unit price and extended price of the items delivered; (v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading; (vi) Terms of any discount for prompt payment offered; (vii) Name and address of official to whom payment is to be sent; (viii) Name, title, and phone number of person to notify in event of defective invoice; and (ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract. Item Information ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 VENDOR TO PROVIDE HAZARDOUS WASTE AND UNIVERSAL WASTE REMOVAL FOR BOTH LR AND NLR CAVHS CAMPUSES. PURCHASE REQUEST IS FOR BASE YEAR PLUS 4 OPTIONAL YEAR EXTENSIONS WITH AT 5% INCREASE IN COST PER OPT Contract Period: Base POP Begin: 10-01-2015 POP End: 09-30-2016 4.00 QU __________________ __________________ 0002 VENDOR TO PROVIDE HAZARDOUS WASTE AND UNIVERSAL WASTE REMOVAL FOR BOTH LR AND NLR CAVHS CAMPUSES. PURCHASE REQUEST IS FOR BASE YEAR PLUS 4 OPTIONAL YEAR EXTENSIONS WITH AT 5% INCREASE IN COST PER OPT Contract Period: Option 1 POP Begin: 10-01-2016 POP End: 09-30-2017 4.00 QU __________________ __________________ 0003 VENDOR TO PROVIDE HAZARDOUS WASTE AND UNIVERSAL WASTE REMOVAL FOR BOTH LR AND NLR CAVHS CAMPUSES. PURCHASE REQUEST IS FOR BASE YEAR PLUS 4 OPTIONAL YEAR EXTENSIONS WITH AT 5% INCREASE IN COST PER OPT Contract Period: Option 2 POP Begin: 10-01-2017 POP End: 09-30-2018 4.00 QU __________________ __________________ 0004 VENDOR TO PROVIDE HAZARDOUS WASTE AND UNIVERSAL WASTE REMOVAL FOR BOTH LR AND NLR CAVHS CAMPUSES. PURCHASE REQUEST IS FOR BASE YEAR PLUS 4 OPTIONAL YEAR EXTENSIONS WITH AT 5% INCREASE IN COST PER OPT Contract Period: Option 3 POP Begin: 10-01-2018 POP End: 09-30-2019 4.00 QU __________________ __________________ 0005 VENDOR TO PROVIDE HAZARDOUS WASTE AND UNIVERSAL WASTE REMOVAL FOR BOTH LR AND NLR CAVHS CAMPUSES. PURCHASE REQUEST IS FOR BASE YEAR PLUS 4 OPTIONAL YEAR EXTENSIONS WITH AT 5% INCREASE IN COST PER OPT Contract Period: Option 4 POP Begin: 10-01-2019 POP End: 09-30-2020 4.00 QU __________________ __________________ GRAND TOTAL __________________ B.5 Delivery Schedule ITEM NUMBER QUANTITY DELIVERY DATE 0001 4.00 0002 4.00 0003 4.00 0004 4.00 0005 4.00 I. Basis of Award The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation meets or exceeds the requirement at the lowest price, Lowest Price Technically Acceptable (LPTA). Technical and past performance, when combined, are more important than price. The proposals will be evaluated on the basis of the evaluation factors listed below. The technical area will be evaluated on an "acceptable" or "unacceptable" basis. Only those contractors determined to be technically acceptable will be evaluated on price. The following areas will be evaluated: 1. Technical Acceptability (acceptable/unacceptable) 2. Past Performance (pass/fail) 3. Price Factor 1: Technical Acceptability - The contractor shall provide each of the following. Written descriptions should consist of enough detail for the government to ascertain the contractor's minimum qualifications. 1. Written description of cradle to grave hazardous waste disposal processes. 2. Written description of waste types accepted for disposal and transportation. 3. Written description of disposal methods. 4. Written Statement that the contractor understands and can comply with all aspects outlined in the Statement of Work. 5. Proof of Licensing/Certification for hazardous waste disposal and transport. Include licensing/certifications from Federal, State, and Local authorities (see 1.2.6. Licenses and Permits). Factor 2: Past Performance - The contractor shall provide a listing of relevant references. Including the company/firm name, address, telephone number, and e-mail address. The Contracting Officer may also use information available in the Past Performance Retrieval System (PPIRS) when evaluating contractor past performance. Factor 3: Price - Contractor shall complete B.2 Price/Cost Schedule and include it with their offer.