S--"Regulated Medical Waste"

Solicitation Number: VA-241-12-Q-0242 Notice Type: Combined Synopsis/Solicitation Synopsis: This is a COMBINED SYNOPSIS/SOLICITATION for commercial items prepared in accordance with the format in subpart 12.6, in conjunction with the policies and procedures for solicitation, evaluation, and award as prescribed under FAR 13.1, and as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. (ii) The solicitation number is VA-241-12-Q-0242 and is issued as a Request For Quotation (RFQ) (iii) The provisions and clauses incorporated into this solicitation document are those in effect through Federal Acquisition Circular 2005-54, December 2, 2011. Provisions and clauses incorporated by reference have the same force and effect as if they were given in full text. The full text of the Federal Acquisition Regulations (FAR) and Veterans Affairs Acquisition Regulations supplement (VAAR) can be accessed on the Internet at http://www.arnet.gov/far (FAR) and http://vaww.appc1.va.gov/oamm/vaar (VAAR) (iv) This solicitation is issued as a service disabled veteran owned business set aside. A firm fixed price contract with four (4) option years is anticipated and shall be awarded. The North American Industry Classification System (NAICS) code is 562119, and the size standard is $12.5 million annual revenue. (v) This requirement consists of one (5) line items: CLIN (1) Provide all labor, supervision, materials, equipment, and supplies for a “Regulated Medical Waste Contract.? The contractor will be fully licensed and will provide a full service program including federal and state required packaging supplies, transportation, treatment/disposal, tracking forms/documentation of destruction for Edith Nourse Rogers Memorial VA Hospital, 200 Springs Road, Bedford, MA 01730 and Outpatient clinics located in Massachusetts. All manifest will be sent to the VA Hospital, Attention FMS (185). The contractor will send monthly invoices to FMS-VA-518, PO Box 149971, Austin, Texas 78714. This contract covers all regulated medical waste including pathological and chemotherapeutic waste. The contractor will be required to check in with FMS upon arrival. A certificate of insurance will be required. This contract is from the period of award through September 30, 2012. CLIN (2) First Option Year – period of performance is October 1, 2012 to September 30, 2013. Same duties as listed in CLIN (1) and Statement of Work (SOW). CLIN (3) Second Option Year – period of performance is October 1, 2013 to September 30, 2014. Same duties as listed in CLIN (1) and Statement of Work (SOW). CLIN (4) Third Option Year – period of performance is October 1, 2014 to September 30, 2015. Same duties as listed in CLIN (1) and Statement of Work (SOW). CLIN (5) Fourth Option Year – period of performance is October 1, 2015 to September 30, 2016. Same duties as listed in CLIN (1) and Statement of Work (SOW). (vi) The following STATEMENT OF WORK is a detailed description of the requirements for this solicitation: SCOPE OF WORK - MEDICAL/INFECTIOUS WASTE a. Contractor is to supply all bags, tags, waste carts and associated materials for packaging, transport and incineration of all regulated medical wastes to include; " Pathological waste, " Trace chemotherapy waste, " Research waste, " Other potentially infectious material, and " General waste items that contain patient information. The items must meet all federal, state, OSHA and DOT standards for collection, storage and transport of medical waste. Bins must be in good repair at all times. Bins must be labeled as Medical Waste. b. Contractor is responsible for providing a detailed manifest of all medical waste transported from the VA Bedford Medical Center, and associated Community Based Outpatient Clinics (CBOCs) to include the date, location and proof of destruction. All medical waste collected from the VABMC will be recorded on site and a copy of the manifest stating the date collected, volume of medical waste per Bin and the number of Bins must be left with the Contracting Officer Technical Representative (COTR) or his designee on the day of collection. The contractor is required to provide a signed and legible manifest attesting to the destruction of the medical waste to the Chief, Environmental Management Service or designee within 30 days of the destruction of the medical waste. c. Waste pick-up will be provided bi-weekly from the VA and CBOC’s designed wastes holding area, once monthly from the Lynn, Fitchburg, Haverhill and Gloucester CBOCs... • The days for pick-up will be Thursdays between 9 a.m. and 2:30 p.m. d. Contractor is to provide a documented back-up plan in the event circumstances disrupt his ability to provide pick-up services. Service will be provided within 24 hours of a failure to meet scheduled pick-up times. e. Pricing - All services are to be based on a price per year that includes all bags, tags, waste carts, transportation, and disposal, manifesting and tracking of the medical waste. f. The estimated annual poundage of medical waste produced by the medical center is between 10,000 and 12,000 pounds. This is subject to unexpected change (+/- 10-15%) due to changes in the medical center's scope of work. 2. The Community Based Outpatient Clinics are located at: Fitchburg, MA – 275 Nichols Road MA 01420 Gloucester MA – 298 Washington St Gloucester MA 01930 Haverhill MA – 108 Merrimack St Haverhill 01830 Lynn MA – 225 Boston St. Lynn MA 01904 3. SUPERVISION BY CONTRACTOR The contractor shall appoint a project manager who will have responsibility for performance of medical waste removal services. The project manager or designee shall be competent to supervise all aspects of medical waste removal services and shall be available on-site within four (4) hours after notification when problems arise with contractor's work or in the event that emergencies arise at this facility, which pertains to the contractor's responsibilities or duties. The project manager shall, in the absence of the contractor act for the contractor as contractor's representative. 4. PERSONNEL QUALIFICATION AND REQUIREMENTS a. Uniforms and Employee Identification: all of the contractor's personnel assigned to the performance of this contract are to wear a uniform that is clearly distinguishable from all VA uniforms. They are also to wear a name badge to clearly identify the company name and the employee name. b. Exposure to Hazardous Working Conditions: Contractor's personnel may be required to perform work under potentially hazardous conditions. Contractor’s personnel shall be informed of potentially hazardous situations by contractor trained by contractor in techniques required to recognize and deal with potentially hazardous situations in a manner which will minimize personal risk, and required to adhere to standard techniques for personal protection. c. Other Requirements: All contract personnel to be instructed that smoking is prohibited in the buildings and is only allowed in designated outside smoking areas that are identified by signage. d. Contractor must ensure their personnel working this contract possess basic proficiency in spoken and written English. e. All conduct of contract personnel should be respectable and sensitive to patients, visitors and VA personnel. 5. QUALITY CONTROL/QUALITY ASSURANCE a. Quality Control: the contractor shall have a Quality Control Program to ensure the requirements of this contract are provided as specified. The program shall include, but will not be limited to, the following: 1) an inspection system covering the services listed in the Scope of Work. It must specify areas of work to be inspected on a scheduled basis. 2) A method of identifying deficiencies in the quality of services performed before the level of performance becomes unacceptable. 3) A record of all inspections conducted by the contractor and corrective action taken. These documents shall be made available to the Government during the term of the contract. b. Quality Assurance: The Government will monitor the contractor's performance monthly using a Quality Assurance Work Performance Form shown in Exhibit 1. A copy of the Monthly Evaluations will be provided to the VA Contracting Officer. The contractor can request copies through the Contracting Officer. The Maintenance and Operations foreman will maintain a master file of all evaluations within this office. c. Reporting Repairs: The contractor is to report all repairs or maintenance required by VA associated with work performed and VA responsibilities. d. Federal and State Regulatory Requirements: When hauling both non-infectious waste and infectious/contaminated medical waste from VA property to the appropriate collection site of the waste hauler, the contractor is to comply with all related federal and state waste handling requirements. 6. SAFETY AND FIRE PREVENTION a. Contractor shall provide all safety equipment for their employees in the performance of this contract while on government property and shall abide by safe working standards. b. In the performance of this contract, the contractor shall take such safety precautions as necessary to protect the lives and health of occupants of the building. c. The contractor shall immediately correct any fire and safety deficiencies caused by his/her employee. If the contractor fails or refuses to correct deficiencies promptly, the Contracting Officer may issue an order stopping all or any part of the work and hold the contractor in default of the contract. d. The contractor shall comply with applicable federal, state and local safety and fire regulations and codes that are in effect at the beginning of the contract period. The contractor shall keep abreast of and comply with changes in these regulations and codes applicable to the contract. e. The contractor is to provide copies of all Material Safety Data Sheets (MSDS) forms to the Facility Management Service for all chemical products used by the contractor. EPA must approve of all chemicals used. f. While at the Bedford VA Medical Center and CBOC’s all contractors, their supervisors and their employees shall comply with the Hospital and Safety Regulations and with the Occupational Safety and Health Act of 1970. The following is a list of the most common violations of Hospital and Safety Regulations and OSHA Standards, which will be most closely monitored and enforced as part of this contract. 1) Occupation Injuries: All injuries sustained by workmen while on the VA Medical Center property must be reported to the Safety Manager. 2) Safety inspections: The Medical Center Safety Manager and Project Inspectors will conduct periodic inspections of work areas for compliance with hospital regulations and OSHA standards. Failure to comply with the hospital regulations and/or OSHA standards may result in immediate work stoppage. Injuries to patients, employees and visitors resulting from unsafe conditions or negligent acts created by workers may result in legal action on the part of the injured. 3) Enforcement: The COTR on this project is designated as the person responsible for ensuring that the Fire and Safety Program is carried out to the completion of the work. The COTR has the authority to enforce the provisions of these specifications and other applicable fire protection standards. 7. DAMAGE AND EQUIPMENT LOSS a. All tasks accomplished by contractor personnel will be performed to avoid any damage or disfigurement of government-owned furnishings, fixtures, equipment and architectural or building structures. The contractor will report any damage or disfigurement to these items when caused by the contractor's personnel. This report will be given to the COTR and a copy given to the quality assurance evaluator. All damage to facilities and fixtures caused by the contractor during the performance of their required duties according to this contract will be reported to the quality assurance evaluator. The Government is not held responsible for contractor's equipment or belongings that are lost, stolen or damaged during the course of performing their required duties as stated in this contract. b. The contractor will perform repairs or replace government-owned equipment, fixtures, furnishings, grounds and architectural or building structures to their previously existing condition and, at their own expense, when the quality assurance evaluation determines damage to be caused by the contractor. 8. INTERFERENCE TO NORMAL FUNCTION Contractor's personnel are required to interrupt their work as stated in the contract, at any time to avoid interference with patient care procedures and the normal functioning of the facility, including utility services, fire protection services and passage of facility patents, personnel, equipment and carts. 9. CLEAN UP The contractor will remove all residual dirt and soil or other substances that may be left over or caused by the contractor's work. 10. CONTRACT DURATION This contract will be awarded for one (1) base year and four (4) option years. It is the sole prerogative of the VA to exercise the options. Receiving the initial award does not guarantee that the VA will exercise the options. Posted Date: Contracting Office Address: Boston Healthcare Network Point of Contact(s): Clark C. Crandall, Contract Specialist Brockton, VA Hospital 940 Belmont Street Brockton Ma, 02301 +1 (555) 000-0000 COTR- John W. Howarth VA Hospital Bedford MA Station 518 200 Springs Road- Mail Rt. 137 Bedford, MA 01730 +1 (555) 000-0000 (vii) Delivery FOB Destination to VA Medical Center, Bedford, MA (viii) 52.212-1 Instructions to Offerors - commercial Items, apply to this solicitation with the following addenda, VAAR 852.237-70 Contractor Responsibilities; VAAR 852.270-1 Representatives of Contracting Officers. (ix) 52.212-2, Evaluation - Commercial Items: FAR provision 52.212-2 applies to this solicitation. The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: (i) Technical capability, knowledge, and experience to meet the Government requirement (ii) Price (iii) Past Performance All evaluation factors other than cost or price, when combined, are more important than cost or price (x) 52.212-3 Offeror Representations and Certifications - Commercial Items- Offeror's are to include a COMPLETED COPY OF PROVISION 52.212-3 WITH THE QUOTE, a copy of the provision may be attained from http://www.arnet.gov/far; (xi) 52.212-4 Contract Terms and Conditions - Commercial Items: apply to this solicitation with the following addenda; FAR 52.217-8 Option to Extend Services; FAR 52.217-9, Option to Extend the Term of the Contract; FAR 52.232-18, Availability of Funds; FAR 52.232-19 Availability of Funds for the Next Fiscal Year, VAAR 852.203-70 Commercial Advertising; VAAR 852.237-70, Contractor Responsibilities; VAAR 852.237-76 Electronic Invoice Submission. (xii) 52.212-5 Contracts Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items; The following FAR clauses identified at paragraph b of FAR 52.212.5 are considered checked and are applicable to this acquisition: 52.204-10, 52.209-6, 52.219-4, 52.219-28, 52.222-19, 52.222.21, 52.222-26, 52.222-39, 52.222-41, 52.223-18, 52.225-3, 52.225-13, 52.222-42, 52.232-34, 852.215-70, 852.215-71. (xiii) Quality Assurance Plan and Quality Assurance Worksheet shall be attached to the awarded contract. (xiv) The Defense Priorities and Allocations System (DPAS) is not Applicable to this acquisition (xv) RESPONSES ARE DUE January 17, 2010, by 3:00 p.m. eastern standard time (est). (xvi) Electronic offers will be accepted; submit quotation to – Clark Crandall, VA Boston Contracting Office, 940 Belmont Street, Brockton, Ma 02301, FAX +1 (555) 000-0000, or e-mail contact@example.gov (xvii) Contact information Contracting Office Address: Department of Veterans Affairs VA Boston Healthcare System 940 Belmont Street Brockton, Ma 02301 Place of Performance: VAMC Bedford 200 Springs Road Bedford, MA 01730 And the outpatient clinics listed in the Statement of Work.