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FBO DAILY - FEDBIZOPPS ISSUE OF FEBRUARY 02, 2018 FBO #5915
DOCUMENT

S -- Re-usable Sharp Waste Container Exchange System - Attachment

Notice Date

1/31/2018
 

Notice Type

Attachment
 

NAICS

562112 — Hazardous Waste Collection
 

Contracting Office

Department of Veterans Affairs;VISN 7 Network Contracting Activity;501 Greene Street;Hatcher Building - Suite 2;Augusta GA 30901
 

ZIP Code

30901
 

Solicitation Number

36C24718R0088
 

Archive Date

4/1/2018
 

Point of Contact

Jacquetta O White
 

E-Mail Address

3-0188
 

Small Business Set-Aside

N/A
 

Description

Please return this source sought information if you are interested and capable of performing the requirement to jacquetta.white09@va.gov by 12 pm EST, 12 February 2018. SOURCES SOUGHT SYNOPSIS ONLY Re-usable Sharp Waste Container Exchange System for Charlie Norwood VA Medical Center, (Uptown and Downtown and outlying locations), Augusta GA This is a source sought announcement ONLY and is NOT a request for proposals or quotes. This notice is neither a request for competitive proposal or solicitation of offerors. This notice is to assist the VA in determining sources, reviewing commercial terms and conditions and ensuring a best value to the Government. The attached Statement of Work is draft format and utilized for market research purposes only and seeking possible contractors that can perform the requirement. The purpose of this notice is to gain knowledge of potential qualified sources and their business size classification (hubzone, 8(a), small, small disadvantaged, small veteran owned or service disabled veteran owned small business) relative to NAICS 562112 (size standard is currently $38.5 Million). Consistent with Public Law 109-461 VA's Veterans First Contracting Program, priority would be given to SDVOSB and VOSB concerns, should there be sufficient firms available to compete under a set aside if the requirement goes to solicitation. If insufficient service disabled veteran owned and small business response is received to establish the basis for setting this action aside for other than large business participation, then the action will be advertised as full and open competition, in which case, all interested parties responding shall be eligible to bid. This notice shall not be construed as a commitment by the Government to ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. All information submitted in response to this announcement is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government. All information submitted in response to this Sources Sought notice become property of the Government. The Department of Veterans Affair, Network Contracting Office (NCO7), is seeking sources for Re-Usable Sharp Waste Container Exchange System for the Charlie Norwood VA Medical Center, Augusta GA (Uptown and Downtown and outlying locations). Place of Performance: Charlie Norwood VA Medical Center; 1 Freedom Way, Augusta, GA 30904 Charlie Norwood VA Medical Center; 800 Baillie Avenue, Augusta, GA 30901 VAMC Augusta (Athens CBOC), 9249 HWY. 29S - Suite A, Athens, Ga, 30601 VAMC Augusta (Aiken CBOC), 951 Millbrook Ave, Aiken SC, 29803 In response to this announcement, please provide the information below: Company Name: DUNS Number: Address: Contact Name: Phone No: Email: Business size information Select all that applies: o Small Business o Emerging Small Business o Small Disadvantaged Business o Certified under Section 8(a) of the Small Business Act o HubZone o Woman Owned o Certified Service-Disabled Veteran Owned Small Business (registered in VetBiz.gov) o Veteran Owned Small Business (registered in VetBiz.gov) FSS/ GSA Contract Holder Yes No FSS/ GSA Contract Number Effective Date / Expiration Date Please indicate if you would utilize a subcontractor in performing the requirement and supply the information below. Yes No The results of this market research will assist in the determination if a set-aside is in the best interest. Please complete this information for EACH sub-contractor. What duties will they perform under this requirement? What percentage of the contract requirement will they perform? Company Name: DUNS Number: Address: Contact Name: Phone No: Email: Business size information Select all that applies: o Small Business o Emerging Small Business o Small Disadvantaged Business o Certified under Section 8(a) of the Small Business Act o HubZone o Woman Owned o Certified Service-Disabled Veteran Owned Small Business (registered in VetBiz.gov) o Veteran Owned Small Business (registered in VetBiz.gov) If a solicitation is issued it will be announced at a later date, and all interested parties must respond to that solicitation announcement separately from this response. Responses to this source sought is not a request to be added to a prospective bidders list or to receive a copy of the solicitation. Information received as a result of this notice will normally be considered solely for the purpose of determining whether to conduct a competitive procurement. This notice does not represent a commitment by the Government to pay for costs incurred in the preparation and submission of information or any other costs incurred as a response to this announcement. Please return this source sought information if you are interested and capable of performing the requirement to jacquetta.white09@va.gov by 12 pm EST, 12 February 2018. Statement of Work Charlie Norwood VA Medical Center (Uptown & Downtown Campuses) Augusta Georgia Reusable Sharps Container 1. General 1.1. Services: Contractor to furnish all supplies & labor to operate and manage a sharps waste container exchange system.   This is a total turn key service where contractor staff will order, deliver, handle, change out, transport, treat and dispose of all sharp related waste streams in strict accordance with all Federal, State and local regulations. Service is to be provided at the Augusta VAMC on a regularly scheduled basis. Includes distribution, collection and disposal system at the Augusta VAMC (Downtown Facility), 800 Bailie Street, Augusta Ga, 30904; VAMC Augusta (Uptown Facility), 1 Freedom Way, Augusta Ga,  30904; VAMC Augusta (Athens CBOC), 9249 HWY. 29S - Suite A, Athens, Ga,  30601 and the VAMC Augusta (Aiken CBOC), 951 Millbrook Ave, Aiken SC. This service agreement is for approximately 990 sharps container locations which shall be provided and serviced by Contractor. Containers must be approved by Infection Control prior to contract award. This program shall not include chemotherapy waste sharps containers, as this waste stream should be managed as hazardous waste versus medical waste. 1.2. Period of Performance: The term of this agreement shall be (1) base year with (4) option years.   Base Year April 1, 2018 through March 31, 2019 Option Year 1 April 1, 2019 through March 31, 2020 Option Year 2 April 1, 2020 through March 31, 2021 Option Year 3 April 1, 2021 through March 31, 2022 Option Year 4 April 1, 2022 through March 31, 2023 1.3 Place of Performance: Augusta VAMC (Downtown Facility), 800 Bailie Street, Augusta Ga, 30904; Tuesdays 8am 4:30 pm VAMC Augusta (Uptown Facility), 1 Freedom Way, Augusta Ga,  30904; Wednesdays 8am 4:30 pm VAMC Augusta (Athens CBOC), 9249 HWY. 29S - Suite A, Athens, Ga,  30601 (on-call basis only) VAMC Augusta (Aiken CBOC), 951 Millbrook Ave, Aiken SC, 29803 (on-call basis only) Contractor shall schedule services Monday through Friday, 8am 4:30pm, excluding Federal Holidays, unless other arrangements are made in advance with the COR. Contractor shall report to the EMS Office (or information booth at the CBOC locations) upon arrival and departure at the respective VAMC facility. They will be issued a contractor name badge that must be properly worn for identification while performing the work under this contract and returned to the VA Police upon departure. 1.4 Background: The CNVAMC currently has a requirement for reusable sharps container services.   Determination was made in 2008 that the use of a reusable sharps service would reduce supply costs, divert plastic waste from depositories, and would result in a reduction of labor.   Contractor shall provide service to collect each individual sharp container at the Medical Center/Clinic and replace with reusable sterilized container. This service will be accomplished each week. This will require the collectors to gown up, check in, discreetly enter and move about the various locations, and service every room and crash cart equipped with a sharps container. Contaminated sharps containers shall be cleaned, sterilized and reused. All sharps shall be properly disposed of in accordance with all local state and federal regulations. 1.5 Acronyms and Definition: 1.5.1.1. CBOC Community Based Outpatient Clinic 1.5.1.2. CDL Commercial Driver s License 1.5.1.2. CNVAMC Charlie Norwood Veterans Affairs Medical Center 1.5.1.3. COR Contracting Officer s Representative 1.5.1.4. EMS Environmental Management Service 1.5.1.5. ISO Information Security Officer 1.5.1.6. PII Personally Identifiable Information 1.5.1.7. PIV Personal Identification Verification 1.5.1.8. QASP Quality Assurance Surveillance Plan 1.5.1.9. TSD Treatment, Storage and Disposal 1.5.1.10. UN United Nations 1.5.1.11. USDOT United States Department of Transportation 1.5.1.12. VA Veterans Affairs or Department of Veterans Affairs 1.5.1.13. VAMC Veterans Affairs Medical Center 1.5.1.14. VHA Veterans Health Administration 1.5.2. Publications: 1.5.2.1. VA Handbook 6500.1 - https://www.va.gov/vapubs/ 1.5.2.2. VA Handbook 6500.2 - https://www.va.gov/vapubs/ 1.5.2.3. VA Handbook 6500.6 - https://www.va.gov/vapubs/ 2. Personnel 2.1. Key Personnel: Name Position License / Certification /Experience Percentage of Work Under Contract 3. Hours of Operation: 3.1. Business Hours 8:00am 4:30pm, Monday Friday, excluding Federal Holidays. Federal Holidays New Year s Day January 1st Martin Luther King s Birthday 3rd Monday in January President s Day 3rd Monday in February Memorial Day Last Monday in May Independence Day July 4th Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veteran s Day November 11th Thanksgiving Day Last Thursday in November Christmas Day December 25th 3.1.2. Work schedule The Contractor shall be available to perform services during the normal business hours of 8:00am 3:30pm, Monday Friday, excluding Federal Holidays. 4. Government Responsibilities: 4.1. A Contracting Officer Representative (COR) shall be designated, and is responsible for local contract administration issues such as ordering and providing specific delivery instructions. A letter of delegation that outlines the COR s specific responsibilities shall be provided to the contractor at the time of contract award. 5. Contractor Performance Requirements and Responsibilities: 5.1. Contractor shall provide sharp containers that are puncture resistant, leak proof, tamper proof, UN and USDOT approved, appropriately labeled and compliant with all federal, state and local regulations. All mobile carts and bulk transport carts must have wheels and be clean and in good repair at all times. Minimum requirements for the reusable sharps containers are as follows: Reusable Puncture Proof Must arrive at the medical center fully assembled Leak proof in all orientations One hand/one step disposal mechanism Overfill protection design feature built into container (i.e., container must close off automatically once fill point has been reached) Secure/Tamper-Proof to include temporary and permanent locking design features Sight/View port that shows when the container is full 12 Large access Horizontal Drop opening with safety tray restricting hand access for public access areas and open top unrestricted access for secure areas such as lab and OR Available in various sizes dependent upon need (2, 4, 8 & 16 Gallon) Must have a barcode tracking feature on each container for safety and accountability Able to be sanitized using a six-stage wash process to include environmentally-friendly cleaning agents to ensure a high level of microbiological efficacy Must meet U.S. Department of Transportation regulations Must be certified to United Nations PG2 specifications for transport of dangerous goods Must be labeled in accordance with Federal, State, Local regulations All containers and/or outer cabinets shall be clearly labeled with the biohazard symbol and the word biohazard as required by local, state and federal regulations. An estimated 5,575 annual turns are expected to occur based upon historical workload. A turn represents each time a container is determined to be full and is physically changed out and replaced by a clean container. Total annual pounds are estimated at 32,131. Contractor shall supply at no additional charge, all necessary locking mounting wall brackets and floor dollies where needed. Where containers are fastened to the wall or cart, contractor shall provide lockable hardware for security purposes. Collection services shall be scheduled at least once per week, unless otherwise specified. Contractor shall check, collect and replace all containers to avoid overfilling on a regularly scheduled basis. At a minimum, services are to include: Replacing containers on a set frequency avoiding overfilling and disruption to healthcare providers Delivering carts and container replacements on the day of service. Transporting all waste off the VA premises at the completion of that day's container exchange. Any rooms or areas inaccessible to service must be reported to the COR or designee before moving to next area. Contractor shall schedule services Monday through Friday, 8am 4:30pm, excluding Federal Holidays, unless other arrangements are made in advance with the COR. Contractor shall report to the EMS Office upon arrival and departure at the respective VAMC facility. They will be issued a contractor name badge that must be properly worn for identification while performing the work under this contract and returned to the VA Police upon departure. Sharps containers must be changed every week in high generation areas to such as emergency departments, blood drawing rooms, Operating Rooms, and intensive care units to avoid overfilling, Containers in all other lower generation areas are changed prior to filling up (never more than 3/4 full). All reusable sharp containers must be delivered to the VAMC clean and disinfected after each use in accordance with local, state and federal regulations.   Contractor shall provide in-service training on the use, handling, and care of the reusable sharps containers and proper segregation of medical sharps waste from other medical waste, at no additional cost to the Government. Training shall be documented and shall be provided 24 7 during initial installation to ensure that training is available to all employees. Contractor shall provide in service training videos or DVDs for staff not available at the time of training at no additional cost to the Government. All contractor personnel entering into the VA to perform any part of the service must be employees of Contractor and trained in accordance with all Federal, State and local laws and regulations in the handling of Medical Waste and Sharps.  All personnel must be familiar with the medical center's procedures and etiquette and adhere to Medical Center Infection Control requirements. Contractor must have experience servicing similar hospitals with sharps containers for an extended period of time. Contractor shall have infrastructure to handle all applicable issues related to sharps waste disposal and service. Contractor must arrive on collection days with a fully permitted vehicle for use in collecting and transporting waste. All containers shall be labeled and packaged for shipping and transport by Contractor as required, in accordance with all federal, state and local laws and regulations. Contractor shall provide a copy of the following to the Contracting Officer not later than ten (10) calendar days prior to the start of this contract: Copy of Hazardous Material CDL for each employee who will be driving transport trucks Proof of employee training, including Bloodborne Pathogen Training and Waste Handling, within last year. Location of the TSD Facility and any subcontractors Contingency Plan for Emergency Response and Clean up. Vendor shall provide a list of all TSD facilities used (final proof/documentation may be required). These facilities are subject to inspection by the VA at any time. Advanced notification will be given by the COR. Contractor shall provide evidence of insurability. The minimum limits of the insurance policy shall be 1 million (1,000,000.00) dollars for the transport of Regulated Medical Waste. Compliance with insurance provisions General Liability, Workman s Compensation and Evidence of Coverage is required. Contractor is responsible for providing and completing the Medical Waste Manifest shipping documents, with all required information annotated, for the medical center. No regulated medical waste is permitted to leave the VAMC until the manifest is signed by an authorized medical center person (Environmental Management Service Supervisor, or designee) and a copy of this manifest provided to this VA official. This Manifest shall contain the VAMC location name and address, designation of the treatment site and certification that untreated medical waste has been properly handled, packaged and labeled by the contractor in accordance with all applicable regulations. Contractor is responsible for ensuring copy #1 (generator copy) of medical waste manifest document is received within thirty (30) days of the date was accepted by the vendor. Additionally, Contractor shall provide a monthly poundage summary report detailing the quantity of sharps disposed of during the reporting month. These documents shall be mailed to the Chief, EMS, (contact information available upon award). Contractors are urged and expected to inspect the site and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to inspect the site constitute grounds for a claim after the contract has been awarded. All site visits must be arranged with the COR. Quality Assurance Specifications and Requirements: Task ID Indicator Standard Acceptable Quality Level Method of Surveillance Rating Monthly Reports 2 Vendor to provide monthly poundage summary of Sharps disposed of. (para 5.18) Vendor to provide report of how much sharps in pounds was disposed of within monthly timeframe Shall be provided at least 30 days after last work day of month. Periodic Inspection Satisfactory = reports received on time Unsatisfactory = not received on time or not at all Monthly Invoices 3 Vendor to provide accurate and timely monthly invoices (para 7.1.1) Vendor to provide accurate and timely invoices clearly stating all dates, quantities, weights and rates of services received monthly Shall be provided at least 30 days after last work day of month. Periodic Inspection Satisfactory = reports received on time Unsatisfactory = not received on time or not at all Daily Reports 4 All waste containers properly serviced as indicated in contract SOW (para 5.1, 5.2, 5.6, 5.8 and 5.9) Waste containers shall be serviced as outlined in SOW schedule 100% compliance Validated User/Customer Complaint Satisfactory = 95% or greater effectiveness level Unsatisfactory = >%95 effectiveness level Professional Customer Service 5 Professional customer service received by VA (para 5.11) Professional and courteous customer service provided by contractor at all times. Professional customer service received by VA 100% of the time. Customer satisfaction surveys, quarterly Per Quarter: Excellent =0 complaints. Satisfactory=3 complaints. 7. Invoicing: 7.1.1. Payment shall be made monthly in arrears upon receipt of a properly prepared detailed invoice and validated by the COR. Invoices must be sent electronically through OB10 Payment System in Austin, Texas. 7.1.2. A properly prepared invoice shall contain: Invoice Number and Date services were provided Contractor s Name and Address Accurate Purchase Order Number Description of Supply or Service provided Total amount due 8. Special Contract Requirements PER REVIEW OF VA HANDBOOK 6500.6, CONTRACT SECURITY, APPENDIX A- INFORMATION SECURITY AND PRIVACY CHECKLIST: The C&A requirements do not apply and a Security Accreditation Package is not required. Acquisition of this service does not involve the storage, generating, transmitting, or exchanging of VA sensitive information to the vendor There may exist exposure to VA sensitive information, in particular to sensitive personal information (SPI) while implementing contractual services Minimum Statutory Requirements Prohibition on unauthorized disclosure: Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1). See VA Handbook 6500.6, Appendix C, paragraph 3.a. Requirement for data breach notification: Upon discovery of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access, the contractor/subcontractor shall immediately and simultaneously notify the COR, the designated ISO, and Privacy Officer for the contract. The term security incident means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. See VA Handbook 6500.6, Appendix C, paragraph 6.a Requirement to pay liquidated damages in the event of a data breach: Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract. The contractor/subcontractor shall provide notice to VA of a security incident as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination. Each risk analysis shall address all relevant information concerning the data breach, including the following: (1) Nature of the event (loss, theft, unauthorized access); (2) Description of the event, including: (a) date of occurrence; (b) data elements involved, including any PII, such as full name, social security number, date of birth, home address, account number, disability code; (3) Number of individuals affected or potentially affected; (4) Names of individuals or groups affected or potentially affected; (5) Ease of logical data access to the lost, stolen or improperly accessed data in light of the degree of protection for the data, e.g., unencrypted, plain text; (6) Amount of time the data has been out of VA control; (7) The likelihood that the sensitive personal information will or has been compromised (made accessible to and usable by unauthorized persons); (8) Known misuses of data containing sensitive personal information, if any; (9) Assessment of the potential harm to the affected individuals; (10) Data breach analysis as outlined in 6500.2 Handbook, Management of Security and Privacy Incidents, as appropriate; and (11) Whether credit protection services may assist record subjects in avoiding or mitigating the results of identity theft based on the sensitive personal information that may have been compromised. Based on the determinations of the independent risk analysis, the contractor shall be responsible for paying to the VA liquidated damages in the amount of $37.50 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following: (1) Notification; (2) One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports; (3) Data breach analysis; (4) Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution; (5) One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and (6) Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs (see VA handbook 6500.6, appendix c, paragraph 7.a, 7.d)
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/AuVAMC/VAMCCO80220/36C24718R0088/listing.html)
 

Document(s)

Attachment
 

File Name: 36C24718R0088 36C24718R0088_2.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4055078&FileName=36C24718R0088-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4055078&FileName=36C24718R0088-000.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Record

SN04805495-W 20180202/180131231257-eccaa297da4ef11d6471d7a49f01575f (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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