SUBJECT: Solid Waste Removal & Disposal DISCLAIMER: This Sources Sought is issued solely for information and planning purposes and does not constitute a solicitation. Neither unsolicited proposals nor any other kind of offers will be considered in response to this Sources Sought. Responses to this notice are not offers and will not be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this Sources Sought. All information received in response to this RFI that is marked Proprietary will be handled accordingly. Responses to the Sources Sought will not be returned. At this time, questions concerning the composition and requirements for a future Request for Quote (RFQ ) will not be entertained. SUBJECT: The Department of Veterans Affairs is conducting market research in order to provide Solid Waste / Recyclables Removal & Disposal Services for the Clarksburg WV VA Medical Center. The government anticipates awarding a contract that will provide the support services listed within the below Statement of Work (SOW) / Performance Work Statement (PWS) attachment. OBJECTIVE: See attachment. RESPONSE INSTRUCTIONS: Name and Address of Company SDVOSB business designation (IF APPLICABLE) as certified by the Small Business Administration A thorough description of experience in managing support requirements of this nature. CONTACT INFORMATION: Any questions related to this Sources Sought shall be directed to Craig Armagost at craig.armagost@va.gov. All information regarding Capabilities Statements or any other proprietary information relative to this Sources Sought shall be submitted via email to craig.armagost@va.gov no later than 1 PM am EST on 5/2/2025. PERFORMANCE WORK STATEMENT MUNICIPAL SOLID WASTE (MSW) & RECYCLING SERVICES 1. BACKGROUND The Louis A. Johnson VA Medical Center (LAJVAMC) in Clarksburg, WV located throughout West Virginia. 2. LAJVAMC provides ambulatory care, primary care, and secondary care in acute medicine and surgery, specialized tertiary care, transplant services, spinal cord injury, outpatient care, and a full range of extended care and mental health services. LAJVAMC provides a full range of specialized medical services. SOLID WASTE & RECYCLABLES REMOVAL The Contractor shall furnish all labor, materials, equipment, and expertise necessary to perform waste removal and recycling services consisting of municipal solid waste (MSW) and recycling of numerous materials including but not limited to metal and wood, typical of healthcare, institutional, and office occupancy excluding regulated medical waste, pathological, anti-neoplastic (chemotherapeutic) waste, and hazardous wastes for LAJVAMC. There is always a potential for inappropriate hazardous waste in any solid waste stream. Training and programs implemented by the contractor and the VA should prevent or reduce any such potential. The Contractor shall provide all equipment to include roll-offs, tip dumpsters, compactor units, guide rails, collection units, etc. to accomplish proper MSW and recycling removal. 4. Service Location Solid Waste and recycling removal are required at the following site: Louis A. Johnson VA Medical Center 1 Med Center Drive Clarksburg, WV 26301 5. Service Schedule & Container Locations The contractor shall arrange the compactors and self-contained unit at Building No. 1 so that the LAJVAMC may fill the compactor from the dock area. LAJVAMC will furnish the necessary power cable for the compactors. The open top metal container will be located behind building 7 next to the Boiler Plant and the open top wood container is located next to building 6. Compact rental. Hauling and Disposal of Solid Waste. Compactor Disposal (Hauling). One 30-Yard Dumpster for Metals/Scraps. One 30-Yard Solid Waste Dumpster Rental Removal. GENERAL SPECIFICATIONS Period of Performance: One Base Year with the possibility of (4) four one-year option periods. Days and frequency of service shall be set forth by this document. The contractor shall not vary from the established schedule without prior approval form the COR except for Federal Holidays, which are: New Year s Day Birthday of Martin Luther King, Jr. Washington s Birthday Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day Juneteenth The VA reserves the right to require waste removal on days other than or in addition to those indicated in the pricing schedule, on Sundays, and holidays at the rates determined by the contractor. The contractor shall remove and dispose of waste in a manner that shall not create or cause conditions detrimental to public health or that constitute a public nuisance. The contractor maintains full responsibility for compliance with all federal, state and local laws governing removal of waste materials. Special emphasis needs to be placed on ensuring that the loads removed are covered and secured in such a manner as to prevent accidental spillage during transport. LAJVAMC is aggressively targeting the reduction of waste generated by the healthcare system. It is preferred that any waste that cannot be recycled, diverted or donated be sent in whole or in part for waste-to-fuel, cogeneration, or incineration. The contractor shall dispose of metal, wood, and all such other waste that is capable of being recycled in such a manner that the items are in fact recycled. Noise Ordinance. No pickups will be made at any campus during noise reduction periods as set for the by the town/city in which the facility is being serviced. The Contractor is responsible for researching this requirement for each municipality it provides services to LAJVAMC and adhering to the established ordinances. At the time of the service the contractor shall recover and remove any debris, trash, or waste on VA grounds around container regardless of how it got there. The contractor shall also pick up and dispose of any visible waste material after pulling the containers away from the building before leaving the property. Any equipment provided by the Contractor shall be compatible with existing LAJVAMC equipment and electrical connections. LAJVAMC shall provide AC current to the equipment. Some containers may be designated to receive On Call services. This refers to waste containers that are used intermittently and not filled on a regular basis. For example, a recycling container used for metal and wood waste will be serviced only as needed. During summer and fall months there may be increased usage of this container. At any time during the year, there may be damage that is caused by weather that may require increased usage of this container (e.g. after storm cleanup). The COR or other authorized representatives of LAJVAMC will contact the vendor to request emptying of these containers. COMPACTOR REQUIREMENTS A. Maintenance. The contractor shall maintain all compactors in proper operating condition according to the manufacturer s specifications. 1. In the event of failure, the contractor shall respond to the maintenance request within 24 hours from the time the contractor is notified of any failure. Contractor will provide a 24-hour emergency number for LAJVAMC to call in the event of an emergency. If the contractor cannot repair the compactor(s) within 24 hours of notification, the contractor shall replace the self-contained unit associated with the inoperative compactor with a comparable size open-top container. In this event, unless the self-contained unit is full, the contractor shall not charge LAJVAMC for removal of the waste within the self-contained unit. 2. Only the contractor s experienced and qualified personnel shall repair and maintain the equipment. There will be no charge to the VA for any repairs or maintenance on Contractor s equipment unless such damage is determined to be due to negligence or vandalism of LAJVAMC. 3. The contractor shall use compactors that are fully enclosed, vermin-proof, leak-proof, fire-retardant, clean, and sanitized. LAJVAMC reserves the right to request containers be cleaned due to foul odors or other contaminants. Requests to clean containers will be fulfilled within 24 hours of notification and at no additional charge to LAJVAMC. B. The contractor shall provide self-contained units with permanent hose couplings compatible with the city or town fire department s equipment in which the unit is located. C. Hydraulic Fluid. All hydraulic equipment shall utilize vegetable or other non-toxic environmentally friendly fluid that will minimize impact to the environment. Contractor must use all reasonable efforts to mitigate any leaks and all incidents of leaking equipment will be reported to the COR without delay and without failure regardless of the size of the leak. The Contractor shall submit a cutsheet of the proposed equipment as part of their submittal so it may be reviewed by LAJVAMC.
