S205--Medical Waste Removal - Detroit VA Base Year + 4 Option Years

The purpose of this Pre-Solicitation Notice is to inform the public that an RFQ (Request for Quote) Solicitation will be posted NLT 01/31/2020. This is a Pre-Solicitation Notice Only. Quotes will not be accepted at this time. No questions shall be answered. No phone calls shall be received. The Department of Veterans Affairs, Network Contracting Office 10, 24 Frank Lloyd Wright Drive, Lobby M, Suite 2200, Ann Arbor, MI 48105, intends to post a solicitation for Removal and Disposal Services of Regulated Medical Waste for the Detroit VA Medical Center located at 4646 John R Street in Detroit, MI 48201 NLT 01/31/2020. The period of performance shall be Base Year 04/01/2020-03/31/2021 and for Four (4) One (1) Year Options 04/01/2021-03/31/2025 in strict accordance with terms, conditions and provisions of the contract solicitation, NAICS Code 562112. STATEMENT OF WORK JOHN D. DINGELL VA MEDICAL CENTER REGULATED WASTE DISPOSAL The Contractor shall provide all supplies, materials, equipment, transportation, safety equipment, manpower, and supervision to perform all tasks related to the removal and disposal of regulated medical waste for the Detroit VA Medical Center and its supporting area for a base plus four (4) one (1) year option periods: John D. Dingell VAMC, 4646 John R. Street, Detroit MI 48201. Pontiac CBOC, 44200 Woodward Avenue, Suite 208, Pontiac, MI 48341. Detroit VA Domiciliary, 4777 Outer Drive E. Detroit Michigan 48234. Contractor shall also include any new or leased spaces which may be developed in the Detroit VA Medical Center and its supporting area. REGULATED WASTE The Contractor shall provide fifty (50) red, plastic containers weekly for the removal of regulated medical waste and pathological waste at the John D. Dingell VAMC site and two (2) red plastic containers each at the Pontiac CBOC and the Detroit VA Domiciliary. The size/volume of these containers shall be approximately 24 x24 x15 and no more than 28 gallons for bulk packaging and shipment. Bulk shipment containers shall meet DOT and State requirements for the packaging and shipment of medical, pathological and Cytotoxic waste. The contractor shall provide corrugated cardboard boxes with shipping labels that meet DOT requirements for shipping of biohazardous waste. These boxes shall meet federal and state regulations and shall not allow for more than fifty (50) pounds of packaged material. In order to avoid confusion among VA employees, the containers and boxes for pathological and chemo waste shall be differentiated, in accordance with DOT regulations, from those for regular medical waste. The Contractor shall provide one (1) temperature-controlled trailer, approximately forty-eight feet (48 ) for storage of medical waste at the Detroit VA Medical Center. The VA will monitor and control the temperature in the trailer. The trailers storage area shall be lockable, and the keys shall be left with the Contracting Officer s Representative (COR). Trailers shall be in operational order upon delivery. Trailers shall be clean, pest free, odor free, with no obvious signs of damage or rust. Offsite Regulated Medical Waste will be held on-site at the Pontiac CBOC and the Detroit VA Domiciliary for pick-up by the Contractor. The Contractor shall ensure that employees providing service are trained and contractor shall provide proof of training upon request. Contractor personnel shall wear vendor identification badges that are visible for identification purposes. The collection containers provided by the Contractor for sharps, antineoplastic, cytotoxic, and trace chemotherapy waste, shall be compliant with OSHA Bloodborne Pathogen Standards (39CFR 1910.130) The Contractor shall also provide additional collection containers upon request for use in an emergency by the COR. All containers shall have an appropriate lid to their waste stream that meets VA, Federal and State regulations. The lids will also provide a visual and audible feature (lid makes a click sound when secured) to ensure that staff have properly secured the lid to the container. The lid shall also have tamper resistant and secure features to meet federal regulations. The Contractor shall comply with all Local, State and Federal regulations for the disposal of all regulated medical waste materials. Regular medical waste can be autoclaved, and land filled. However, all pathological waste shall be incinerated. Weather In the event of winter storms, severe weather, severe wind occurrences, the contractor shall schedule pickup at the Detroit VA Medical Center before severe weather occurs. Weather related emergency pickups will reduce the chances of the regulated waste trailer from becoming compromised and spreading infectious waste into the environment. An empty refrigerated trailer shall be replaced to ensure waste will not be held inside the Detroit VA Medical Center. VA Employee Training The contractor shall provide on-site quarterly training to VA employees at the Detroit VA Medical Center. The training shall consist of eight (8) hours of OSHA and DOT training and will include. proper handling of medical/special waste, interim storage requirements, proper identification and labeling of wastes, manifests. Each employee shall receive an OSHA certification at the end of training. In addition, an eight (8) hour refresher course will be conducted annually for those employees who are certified. Shipping Documents For each pick-up, the Contractor shall provide a complete copy of the shipping documents for the transportation and disposal of regulated medical waste to the (COR). The shipping documents shall contain, at the minimum, the Generator Copy of the manifest at the time when the medical waste is picked up. The Contractor shall then provide the COR a Generator Copy of the manifest signed by the disposal facility operator(s) within two (2) weeks after the medical waste is delivered to the waste disposal facility. The Contractor shall submit this paperwork to the COR within the established two (2) week timeline 95% of the time. Monthly Summary Reports VHA Waste Tracing System updates are due monthly. Access to the VHA waste tracking system will be granted by the COR in EMS. The VHA system must be updated by the last working day of each month. If additional updates are required after the initial reporting, these can be done as they are received for the previous month. Quarterly Summary Reports Contractor shall provide a Quarterly summary report of all waste activities utilizing the Veterans Health Administration (VHA) waste tracking system and a spreadsheet provided by the COR. The quarterly report spreadsheet is due on the last working day of the last month of each quarter, QTR 1 December, QTR 2 March, QTR 3June, QRT 4 September. The details of the quarterly report due on the last working day of the month shall provide the analytics concerning the medical waste stream. This report, at a minimum, shall include the following information: State of Michigan License/registration number Breakdown of each waste stream including amounts transported for the quarter, trainings conducted for the medical center with the total number of students. Each waste streams total pounds destroyed. Waste streams are as follows: a. Sharps b. Pathological c. Cytotoxic d. Trace Chemotherapy Waste VAMC Detroit Waste Tracking Report October 2018-September 2019 Main Facility Date # Pounds # of Containers # Chemo Lbs. # Chemo Containers October, 2018 13799.30 746 322.30 18 November, 2018 9447.80 636 296.60 15 December, 2018 13250.40 870 899.60 45 January, 2019 9881.40 566 635.60 34 February, 2019 10343.50 642 508.40 23 March, 2019 10281.60 538 808.00 41 April, 2019 11980.70 593 525.00 27 May, 2019 10283.40 489 395.40 18 June, 2019 9709.50 511 438.40 23 July, 2019 12267.10 727 412.00 20 97445.40 6318 5241.3 264