Bid Opportunity: S205--Medical Waste Disposal Services for VA Palo Alto SDVOSB set-aside

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S205--Medical Waste Disposal Services for VA Palo Alto SDVOSB set-aside

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Bid Details

Type:   Bid
Agency Type:   Federal
State:   California
Date Entered:   03/25/2023
Due Date:   03/27/2023
Description:   Performance Work StatementVAPAHCS Regulated Medical Waste Services1. Scope of WorkThe Contractor shall furnish all labor, equipment, containers appropriately sanitized, containers properly labeled, disinfected and labeled (except for Government-furnished Sharps needle containers), supplies, materials, transportation and supervision required to provide pick-up, transport, treatment/incineration and/or acceptable disposition of biomedical infectious waste, pathological wastes , non-hazardous pharmaceutical waste, and chemotherapy wastes for the VA Palo Alto Health Care System (VAPAHCS) located at 3801 Miranda Avenue, Palo Alto, CA 94304-1290, remote facilities and associated Community Based Outpatient Clinics (CBOC) identified in requirements attached. The contractor shall provide a certifiable weighing system to enable proper billing for tare weight waste poundage disposed, i.e., if the disposal container weighs 10 pounds and the Contractor is to dispose of 10 containers, each container shall be weighed, and container total weight (100) pounds is subtracted from the gross container weight to determine the total waste poundage to be paid.2. Background informationThe VA Palo Alto Health Care System generated 335,784 lbs. of combined of all the above listed wastes during calendar year (CY) 2022. Pick up locations for waste are San Jose, Monterey, Capitola, Fremont Community Based Outpatient Clinics (CBOC). Palo Alto Division, Menlo Park Division and Livermore Division.NOTE: * The above amount of 335,784 lbs. was an estimate for 2022 medical waste. This number does not represent the actual amount of medical waste that will accumulate on station for this requirement. 3. Performance period3.1 The contractor shall pick up biomedical infectious waste per the Pickup Schedule and Locations asstated herein.3.2 VA observed Federal Holidays are:New Year s Day January 1Martin Luther King s Birthday 3rd Monday in JanuaryPresident s Day 3rd Monday in FebruaryMemorial Day Last Monday in MayJuneteenth June 19Independence Day July 4Labor Day 1st Monday in SeptemberDiscoverers Day 2nd Monday in OctoberVeterans Day November 11Thanksgiving Day 4th Thursday in NovemberChristmas Day December 25Any other day designated by the President as a national holiday.4. Definition4.1 MEDICAL WASTE: Contaminated dressings, tissues, gloves, masks, hair covers, etc. from isolationrooms, packed and tied in RED BAGS (red plastic leak-proof bags).4.2 BIOLOGICAL AND PATHOLOGICAL WASTE: Human anatomical parts, waste tissue, blood,microbial cultures, stool samples, etc., packed in tied and leak-proof RED BAGS .4.3 VETERINARY WASTE AND ANIMAL BODIES: Animal parts, carcasses, waste tissue and otherveterinary waste packed in tied and leak-proof RED BAGS .4.4 NON-HAZARDOUS PHARMACEUTICAL WASTE: Any pharmaceutical waste that is not definedas Biohazard-regulated medical waste, Controlled Substance, or RCRA hazardous waste.4.5 CANCER CHEMOTHERAPY WASTE: Discarded items which have been contaminated bychemotherapeutic drugs or antineoplastic agents, provided that such items, including trace drugs usedagainst malignant cells in treatment of cancerous tumors, vials and syringes, gauze and gloves, infusionbags, etc., shall be empty or contain only such trace amounts of chemotherapeutic drugs as are allowable under applicable Federal, state, county or municipal laws, regulations, and guidelines so as to be considered waste.4.6 INFECTIOUS WASTES Laboratory wastes, including cultures of etiologic agents, which pose a substantial threat to health dueto their volume and virulence. Pathologic specimens, including human or animal tissues, blood elements, excreta, and secretionswhich contain etiologic agents, and attendant disposable fomites. Surgical specimens, including human or animal parts and tissues removed surgically or at autopsywhich contain etiologic agents, and attendant disposable fomites. Equipment, instruments, utensils, and other disposable materials which are likely to transmit etiologicagents from the room of humans, or the enclosures of animals, which have been isolated because ofsuspected or diagnosed communicable disease. Human dialysis waste materials including arterial lines and dialysate membranes. Carcasses of animals infected with etiologic agents which may present a substance hazard to publichealth if improperly managed. Any other material which, in the determination of the facility infection control staff, presents asignificant danger of infection because it is contaminated with, or may reasonably be expected to becontaminated with, etiologic agents.4.7 ETIOLOGIC AGENTS: A type of microorganism, helminth, or virus which causes, or significantlycontributes to the cause of, increased morbidity or mortality of human beings.4.8 INCINERATED INFECTIOUS WASTES: Infectious wastes that have been incinerated, steamsterilized or otherwise treated so as to be non-infectious, may be handled as noninfectious, nonhazardous, regular solid waste unless the material is defined as a hazardous waste or hazardous material according to section 66084, 66088, or 66680, title 22, C.A.C.4.9 HAZARDOUS MATERIAL (Section 66084 title 22, CAC): Hazardous material means any substanceor mixture of substance, which is toxic corrosive, flammable, an irritant, a strong sensitizer or whichgenerates pressure through decomposition, heat or other means, if such a substance or mixture of substances may cause substantial injury, serious illness or harm to human, domestic livestock or wildlife. Hazardous material includes extremely hazardous material.4.10 HAZARDOUS WASTE (Section 66088 title 22, CAC): Hazardous waste means any waste materialor mixture of wastes which is toxic, corrosive, flammable, an irritant, a strong sensitizer or which generates pressure through decomposition, heat or other means, if such a waste or mixture of wastes may cause substantial injury, serious illness or harm to humans, domestic livestock or wildlife. Hazardous waste includes extremely hazardous waste.4.11 LISTS OF CHEMICAL NAMES AND COMMON NAMES (Section 66680 title 22, CAC): The comprehensive lists of Chemical names and common names are kept in each Environmental Health office as reference material.5. Contractor Specific Tasks5.1 Biomedical Hazardous Waste5.1.1 Contractor shall pick up biomedical hazardous waste weekly with adequate coordination and approval of the Contracting Officer Representative (COR).5.1.2 The contractor shall provide COR with an invoice at least monthly that identifies the date(s), number of, types and sizes of all containers removed for treatment/disposal, providing the VA with the data to adequately track and manage wastes removed.5.1.3 The contractor shall weigh the biomedical hazardous waste on a contractor provided scale prior todeparture from the VA facility and record the weights for each pickup and include such weights in eachweekly manifest. Contractor scales shall be calibrated and certified annually. Contractor shall providecalibration records to the COR. The size of the containers to be furnished shall be 44 gallon +/- 15% forbiohazard waste. Contract shall make contact with COR upon arrival to facility and before taking weightsof containers. COR will designate employee to witness weighing and verify weights.5.2 Chemotherapy wastes5.2.1 Contractor shall pick up chemotherapy wastes weekly, and the contractor shall provide containercounts and actual weight at pickup. The size of the containers to be furnished shall be 8 gallons for biohazard waste.5.2.2 The contractor shall weigh the chemotherapy waste on a contractor provided scale and record theweight for each container prior to removal from VA property in the presence of COR designated VAemployee.5.2.3 Invoices will include accurate weights and tracking documents to certify proper disposal.5.2.4 Chemo wastes will be picked up in the secure caged area on the dock of Building 100. Thecontractor shall provide the COR with the necessary data to properly track and manage the waste (viamanifests) to ultimate disposal, containing accurate container numbers, weights and certificates ofdisposal.5.3 Pathological/infectious wastes5.3.1 Contractor shall pick up Pathological/infectious wastes at on the dock of Building 100 for disposal.5.3.2 Invoices shall include tracking documents to certify proper disposal.5.3.3 Pathological wastes shall be picked up not to exceed 30 days and or as required. Invoices/manifests will include all tracking documents to certify proper disposal. Contractor shall coordinate pick up pathological wastes with VA.5.4 .The Contractor shall treat and/or dispose of bio-hazardous medical waste in accordance with Stateand Federal (U.S. Environmental Protection Agency - EPA) guidelines, VAPAHCS infectious medicalwaste requirements located in the following local directives (138-36, Pollution Prevention WasteMinimization Program) , and all other Federal, State and local regulations.5.5 Contractor shall maintain all necessary medical waste permits and licenses for the disposal of andtreatment of such waste.5.6 Contractor shall also have an assigned U.S. Environmental Protection Agency (EPA) authorizationand identification number, necessary Department of Transportation permits, insurance prior to transport and/or disposal of subject waste. If contractor requires additional information, they may contact U.S. EPA regional office. Copy of all licenses shall be provided to Contracting Officer upon contract award. In addition, contractor shall supply an organization chart, listing of key personnel and competency training documentation that demonstrates staff ability to process various waste streams.5.7 Pharmaceutical WasteNon-hazardous pharmaceutical waste will be disposed of in the BLUE and WHITE pharmaceutical wastecontainer. Any solid or liquid pharmaceutical which is discarded or accumulated, stored, or treated priorto being discarded. Pharmaceutical waste will be removed from the health care system by approvedcontractors, in accordance with all applicable laws and regulations.6. Contractor Qualifications for Transportation within the State of California / Disposal and Sanitation requirements6.1 Contractor is required to be certified and licensed in the State of California and actively listed on theCalifornia Department of Public Health (CDPH) Medical Waste Management listing as being licensed andcertified for the transportation of Hazardous Medical Waste.6.2 Contractor shall employ the best environmentally sound methods of treating and destruction of wastes such as incineration and recycling or any other acceptable methods, in accordance with EPA and industry standards.6.3 Disposal shall be performed in such a manner as not to create conditions detrimental to public health or to constitute a public nuisance.6.4 The pick-up area where rental containers are placed shall be maintained in a clean, orderly, sanitarycondition. Particular attention shall be paid to the prompt cleanup of oil and/or grease spills, eithergenerated from the vehicles used to haul containers or because of container leakage.6.5 Contractor furnished containers shall be kept neat, in clean and sanitary appearances, repaired orreplaced as necessary.7. Containers7.1 The Contractor shall provide containers which are in good condition, have tight fitting lids, aredurable, rigid, puncture resistant, do not leak, and which are labeled, color-coded, clearly marked (ormark-able).7.2 Inspection for leaks and corrosion shall be performed routinely by the Contractor prior to furnishingcontainers to VA. Containers shall be lined with plastic bags. VA medical facility employees maydistribute containers throughout the using facility and will return them to the waste pick-up area.8. Documentation8.1 The manifest is an Environmental Protection Agency (EPS) form entitled EPA Form 8700-22 (Rev. 3-05) which is used to track the subject waste from the point of generation to the designated disposal location. Once the material has reached the disposal facility, a copy of the manifest and certificate shall beprovided to the Contracting Officer s Technical Representative (COR), confirming that the material hasbeen properly handled and disposed of.8.3 The Contractor shall provide a manifest for each pick-up, certifying the number of containers andtypes of waste picked up and removed and transported from the facility, and, upon destruction of thewaste, shall provide appropriate copies of the manifest form to indicate date, place, and manner ofdestruction and/or disposal. The COR will keep its copy on file in accordance with agency guidelines.9. Monthly Report9.1 The Contractor shall also provide, in accordance with applicable regulation, a detailed daily activitystatement which shows in columnar form information including, but not limited to, the service date,container/tub number, weight (in pounds), pick-up location and other important data. Data shall be supplied and accessible in real-time via a website used for such reporting. The COR shall be issued login credentials for 24-hour access of information.9.2 This tracking document shall be provided to the COR and VA Industrial Hygienist of the facility on amonthly basis, along with invoice. The Industrial Hygienist s name, telephone number and address will be provided to Contractor at the time of award by the COR.10. Weighing System10.1 The contractor shall provide a certifiable weighing system to enable proper billing for tare weight waste poundage disposed, i.e., if the disposal container weighs 10 pounds and the Contractor is to dispose of 10 containers, each container shall be weighed, and container total weight (100) pounds is subtracted from the gross container weight to determine the total waste poundage to be paid.11. Safety Training11.1 Contractor shall provide a yearly/as needed in-service training to VA employees; training shall becoordinated with the COR. Training shall include methods on how to identify and handles infectiouswaste with special emphasis on Right to Know compliance.11.2 Contractor shall comply with the Nevada Division of Occupational Safety and Health Agencyregulations, these regulations can be accessed at on workers safety standards and related training.11.3 All Contractors personnel involved in the performance of this contract shall have received trainingregarding the handling of infectious materials, and emergency procedures to be followed in case of a spill. Certification of such training shall be provided within fifteen days of receiving notice of award ofthe contract. Certification for any new employees shall be provided to the COR within thirty (30) daysof receipt of said training.12. Interference to normal functionContractor s personnel are required to interrupt their work at any time to avoid interference with patient care procedures and the normal function of the facility, including utility services, fire protection systems, and passage of facility patients, personnel, equipment, and carts.PICKUP SCHEDULE/LOCATIONS AND ANNUAL QTY ESTIMATESVA Palo Alto Health Care System Requirements: Services shall be provided at seven facilities; and frequency of pick-ups is identified below. The size of containers to be furnished shall be 44 gallon +/- 10 percent for biohazardous waste and 30 gallon for chemotherapy waste.DAILY PICK-UP: Line Est. Item Description Qty UnitB.6.1. VA Palo Alto 265,689 lbs3801 Miranda Ave.Palo Alto, Ca 94304Est. Weight: 265,689 lbs/yrPick-up Locations: Building 100 (back-dock), including cold storage areaBuilding 710 (VMU) (back-dock)Building 520 (Caged area behind building)Building 7 (Back Dock)TWICE-WEEKLY PICK-UP: Line Est. Item Description Qty UnitB.6.2. VA Menlo Park 4,000 lbs795 Willow RoadMenlo Park, CA 94025Est. Weight: 4,000 lbs/yearPick-up Location: Building 334 (back-dock), Bldg. 360 (back dock)B.6.3. VA Livermore 8,000 lbs4951 Arroyo RoadLivermore, Ca 94550Est. Weight: 8,000 lbs/yearPick-up Location: Building 64Building 90ONCE A WEEK PICK-UP: Line Est. Item Description Qty UnitB.6.5. VA Clinic Monterey 1,300 lbs201 9th StreetMarina CA 93933Est. Weight: 1,300 lbs/yearPick up location: Biohazardous storage area back of clinicB.6.6. VA San Jose Clinic 2,000 lbs58855 Silver CreekSan Jose, CA 95138Est. Weight: 2,000 lbs/yearPick-up Location: Behind the Bldg.B.6.7. VA Fremont Clinic 2,000 lbs39199Liberty StreetFremont, CA 94538Est. Weight: 2,000 lbs/yearPick-up Location: Behind the Bldg.Point of Contact: Jennifer ZhangTelephone: 650-493-5000 ext. 67378QUARTERLY PICK-UP: Line Est. Item Description Qty UnitB.6.7. VA Medical Clinic Capitola 100 lbs1350 41st Ave. STE 102Capitola CA 95010Est. Weight: 100 lbs/yearPick up location: Check-In DeskAttachment AQuality Assurance Surveillance PlanRegulated Medical Waste Removal and Treatment ServicesPURPOSEThis Quality Assurance Surveillance Plan (QASP) is a government developed andapplied document used to make sure that systematic quality assurance methods are usedin the administration of the Performance Based Service Contract (PBSC) standardsincluded in this contract. The intent is to ensure that the Contractor performs in accordance with performance metrics set forth in the contract documents, that the Government receives the quality of services called for in the contract and that the Government only pays for the acceptable level of services received. SCOPETo fully understand the roles and the responsibilities of the parties, it is important to firstdefine the distinction in terminology between the Quality Control Plan and the QualityAssurance Surveillance Plan. The Contractor, and not the Government, is responsible formanagement and quality control actions necessary to meet the quality standards set forthin the contract. The Contractor develops and submits his/her Quality Control Plan (QCP) for Government approval in compliance with his contract deliverables. Once accepted, the Contractor then uses the QCP to guide and to rigorously document the implementation of the required management and quality control actions to achieve the specified results. The QASP on the other hand, is put in place to provide Government surveillance oversight of the Contractor s quality control efforts to assure that they are timely, effective and are delivering the results specified in the contract. The QASP is not a part of the contract, nor is it intended to duplicate the Contractor s QCP. The Government may provide the Contractor an information copy of the QASP as an Attachment to the solicitation to support the Contractor s efforts in developing a QCP that will interrelate with the Government s QASP.GOVERNMENT RESOURCES/RESPONSIBILITIES The following personnel shall oversee and coordinate surveillance activities. a. CONTRACTING OFFICER: The Contracting Officer (C.O.), ensures performance of all necessary actions for effective contracting, ensures compliance with the terms of the contract and safeguards the interests of the United States in the contractual relationship. It is the Contracting Officer that assures the Contractor receives impartial, fair, and equitable treatment under the contract. The Contracting Officer is ultimately responsible for the final determination of the adequacy of the Contractor s performance.Assigned CO: John Da SilvaOrganization or Agency: Department of Veterans Affairs, NCO 21b. Contracting Officer s Representative (COR) - The COR provides detailed technical oversight of the Contractor s performance and reports his or her findings to the C.O. in a timely, complete and impartial fashion The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government s behalf. Any changes that the Contractor deems may affect contract, price, terms, or conditions shall be referred to the Contracting Officer for action.Assigned COR: Jennifer ZhangMETHODS OF QA SURVEILLANCEThe below listed methods of surveillance shall be used in the administration of the QASP. In addition to specific instructions that may be mentioned, the appropriate and standardized form that is to be used for documentation of QA surveillance is the Surveillance Activity Checklist, included as Attachment A. Customer Feedback Customer feedback may be obtained either from the results offormal customer satisfaction surveys or from random customer complaints. Customercomplaints, to be considered valid, must set forth clearly and in writing the detailednature of the complaint, must be signed and forwarded to the COR. The COR shall maintain a summary log of all formally received customer complaints as well as a copy of each complaint in a documentation file. The COR shall also keep the tabulated results of all customer satisfaction surveys on file and shall enter the summary results into the Surveillance Activity Checklist. (Copies of all records shall be submitted to the CO upon receipt for placement in the official contract file, and when necessary, determination of actions.)100% Inspection The COR shall monitor each patient delivery and enter performance results into the Surveillance Activity Checklist.Periodic Inspection - Periodic inspections shall be conducted when specified in the contract/PWS. For the potential tasks that have been identified so far andincluded in this QASP, the COR performs the periodic inspection on a monthly basis.Random Monitoring - Random monitoring shall be conducted if and when specified inthe contract. For the potential tasks that have been identified so far and included in this QASP, the random monitoring shall be performed by the COR.5. PERFORMANCE STANDARDSThe Performance Requirements Summary in the Performance Work Statement (PWS) includes performance standards. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL) and determine incentives. Performance Requirements Table Quality Assurance Surveillance Plan:Required ServiceStandardPerformanceRequirement(PR)Method ofSurveillanceFactors to consider for Option Year RenewalSafety Requirements in accordance with paragraph D.14 of the Performance Work StatementAll requirements as listed under this paragraph must be followed.Contractor is required to respond for complianceCOR Complaint that a contractor-caused incident occurred which compromised the safety of individuals. YesMaintaining separation of types of waste, Red Bag, Pathology and Chemotherapy.See Procedures under D.16, Infectious Medical Waste Require-ments MemoAdherence to procedures under D.16COR Complaint that these procedures were not followed. YesAdherence to Pick Up schedules in Section B, Line Item Pricing ScheduleAll Pick Up Schedules adhered to. See Schedule B, Line Item Pick Up and Pricing ScheduleCOR Complaint that Pick Ups were missed. Yes6. INCENTIVESThe Government shall use payment deduction as incentives for Contractors to maintain acceptable performance level. Incentives shall be based on meeting, or not meeting performance standards. The CO and COR shall monthly progress meetings to assess performance and shall provide a written assessment. Should the CO experience marginal or sub-standard performance, they should consider more frequent progress meetings.
261-NETWORK CONTRACT OFFICE 21 (36C261) Department of Veterans Affairs No. California Health Care System System 95655 10535 HOSPITAL WAY MATHER CA 95655 JOHN D. DA SILVA, Contract Officer, Phone 925-372-2000, Email
RFP Number:   36C26123Q0512
Bid Documents:   Download Document
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