S207--Integrated Pest Management Services

This is a Sources Sought Notice (a) The Government does not intend to award a contract on the basis of this Sources Sought or to otherwise pay for the information solicited. (b) Although "proposal," "offeror," contractor , and "offeror" may be used in this Sources Sought Notice, any response will be treated as information only. It shall not be used as a proposal. (c) Any information received from a contractor in response to this Sources Sought may be used in creating a solicitation. Any information received which is marked with a statement, such as "proprietary" or "confidential," intended to restrict distribution will not be distributed outside of the Government, except as required by law. (d) This Sources Sought is issued by VISN 2 Fingerlakes Contracting Office in Bath, NY for the purpose of collecting information about Integrated Pest Management services for the VA Hudson Valley Health Care System two campuses. Castle Point Campus: 41 Castle Point Road, Wappinger Falls, NY 12590,

and Montrose Campus: 2094 Albany Post Road, Montrose, NY 10548. The VA is seeking to provide for this requirement as of 10/01/2022 to establish a new service. The NAICS code identified for this requirement is 561710 Pest Control. The requirement is detailed in the Performance Work Statement section of this document. (e) Cursory market research has identified several small businesses that may be able to provide for this requirement. Contractors that are able to meet the requirements in the attachment are encouraged to email a capability statement and full information to Nicholas Simons at Nicholas.Simons@va.gov by 3PM, March 11, 2022. - Part of the purpose of this sources sought notice is to determine the viability of set aside to a specific socio-economic category. Contractors shall identify the NAICS code for the services being offered as well as their size status under said NAICS. If contractor is a Service-Disabled Veteran Owned Small Business (SDVOSB), a Veteran Owned Small Business (VOSB), or any other special category of contractors, then contractor is responsible for providing documentation in support of this. This information will be used to determine the viability of a set aside for this requirement. If any of the requested information is not supplied with the package, this may result in the contractor not being considered in the Government s Procurement Strategy. - Contractors shall also identify any Federal Supply Schedules that may carry the desired services. - Contractors shall identify pertinent point of contact for company, contractor DUNS number for size standard and socioeconomic verification in SAM and VIP, as well as for any intended subcontractors. - Contractor shall provide 2 to 3 instances of past experience which demonstrate that they are a firm regularly engaged in this type of work, to include subcontractors for those jobs. - Contractor shall provide a listing of any teaming agreements they intend to employ in the performance of this requirement if awarded. - Contractor shall supply proof of any applicable certification or training required to meet the regulatory requirements, if applicable. - Contractors shall include any relevant comments about the Attachment(s) if applicable. PERFORMANCE WORK STATEMENT INTEGRATED PEST MANAGEMENT SERVICES 1. BACKGROUND 1.1. The Department of Veterans Affairs is seeking Integrated Pest Management (IPM) Services for the Hudson Valley Healthcare System at its two (2) campuses (Montrose and Castle Point Integrated Pest Management Services involve the implementation of an Integrated Pest Management (IPM) plan which will achieve long term environmental sound pest suppression using a wide variety of technological mechanisms and management practices. The IPM shall properly mitigate and address the pest infestations that are occurring (or that are expected to occur) at the facility. 2. SCOPE OF WORK 2.1. The contractor shall provide all supervision, management, laboratory testing, tools, supplies, equipment, transportation, and labor to develop and implement an Integrated Pest Management (IPM) plan for the interior and exterior of the Hudson Valley Healthcare System two campuses, (Montrose and Castle Point). Both campuses will be serviced three (3) times per week. Contractor shall ensure the three (3) times per week service for Integrated Pest Management addresses the following: Training staff on avoiding enticing pests into an area such as now eating at one s desk and leaving the crumbs. Inspection and identifying issues allowing pests into an area such as loose baseboards, missing ceiling tiles etc. Identifying and treating for the identified pests. Follow-up with re-inspection to verify the effectiveness of the treatment. The implementation of an IPM shall be done in a manner that ensures the health and general well-being of patients, staff, and visitors. Such a plan must also include structural and procedural variations that reduce the food, water, harborage, and access used by pests. Contractor s IPM shall also offer surveillance, trapping, pesticide application, pest removal components, and applicable reporting along with detailed, site-specific recommendations for structural and technical alterations, for pest control indoor and outdoor, within the property boundaries of the buildings. All infestations will be addressed until complete elimination of pests. 3.0 INTEGRATED PEST MANAGEMENT (IPM) PLAN Contractor s Integrated Pest Management (IPM) Plan shall address and mitigate pest control issues for the facility within the scope described herein. The IPM consists of the following deliverables described below. Contractor s IPM is also subject to the following conditions and stipulations that are referenced in this section. In addition to Section 3.0, Contractor personnel who are executing the IPM and performing services under the IPM must meet or exceed the requirements as contained in Section 4 of this PWS. An Integrated Pest Management Plan (IPM) is not just routine application of pesticides, but rather a process of initializing a program that determines the best method of application after a thorough inspection, monitoring, and reviewing the data collected regarding the pest, so as to put in place control measures for environmentally safe treatment. Therefore, it is the government s expectation that a contractor has knowledge and expertise regarding the methodologies of an IPM and how to best execute such an IPM in a medical center/hospital environment. 3.1 INTEGRATED PEST MANAGEMENT (IPM) PLAN COVERAGE AREAS The Integrated Pest Management Plan (IPM) will cover/encompass the buildings, levels/floors, and rooms that are annotated in the attachments to this PWS Attachment 1: Individual Building Coverage Areas for IPM Castle Point and Montrose , respectively. As well, refer to Attachment 2: Campus Maps of Castle Point and Montrose respectively. When developing their Integrated Pest Management Plan for the serviced campuses contractors shall refer to Attachment 1 AND Attachment 2 to ensure that their plan provides the appropriate and necessary pest management, controls, and prevention that is required for these areas. 3.2 DEFINITION AND SCOPE OF INTEGRATED PEST MANAGEMENT (IPM) PLAN PESTS INCLUDED: General structural arthropod pests (i.e., cockroaches, ants, carpet beetles, spiders, carpenter ants, carpenter bees, and any other arthropod pests not specifically excluded from this contract). Flying insect pests (i.e., housefly, stable fly, blow flies, etc.). Predatory pests (i.e., lice, bedbugs, fleas, mites, ticks, bees, wasps, mosquitoes, scorpions, etc.) See additional comments below regarding bedbugs Stored product pests (i.e., saw tooth grain beetle, red confused flour beetle, dermestidae beetles, grain moths etc.) Mice and Rats (i.e., house mouse, field mouse, roof rat, Norway rats, etc.) Pest birds (i.e., pigeons, sparrows, blackbirds, etc.) Other vertebrate pests (i.e., dogs, cats, bats, squirrels, gophers, moles, skunks, snakes, rabbits, raccoons, etc.). Aquatic pests (i.e., mosquito larva/pupae, algae etc.). Wood destroying organisms (i.e. Winged termite warmers, subterranean termites, dry wood termites, fungi, wood boring beetles, etc.) See additional comments below regarding termites Bedbugs are included in the contractor s IPM for this requirement. See contractor requirement for bedbugs below. Bed Bugs The Contractor shall employ the latest technology to eradicate bed bug infestation applicable to medical care facilities. Treatment will occur on a needed basis. Upon notice of a treatment, Contractor shall be able to provide treatment within four (4) hours of notification. Reasonable exceptions will be made for cases such as adverse weather or restriction of accessed by the Medical Center that are beyond a Contractor s direct control. See Section 3.4. EMERGENCY CALLS (CALL BACKS). Bed bug treatment shall include treatment for the eggs as per the pest control association. The lack of treatment of adult bed bugs and the eggs at the same time will impact patient care by having to go through the process multiple times to clear a room of bed bugs. It would also require at minimum of 24 hours in a hospital setting and addressing the six (6) steps process below to correct the action which can be detrimental to staff and the patients. A possible bed bug is sighted, the room is closed and sealed. Bed bug possibility is reported to the contract pest control company. After a pre-determined time to respond a pest controller arrives and confirms there are bed bugs. Pest controller treats the room. Room is still sealed for a pre-determined amount of time. The room is terminally cleaned and staff and patients are allowed back in the room. Termites are included in the contractor s IPM for this requirement. See contractor requirements for termites below. Contractor shall perform yearly inspection for termite infestation, treatment and must have appropriate certifications and licenses to perform such work. Upon initial service requirement the contractor shall make an assessment to determine if a particular location needs a weekly inspection services to address or mitigate issues relating to termites. **Portable vacuums are the preferred method used for initial cleanouts of cockroach infestations, for swarming (winged) ants and termites, and for control of spiders in webs wherever appropriate. PESTS EXCLUDED: 1). Pests that primarily damage outdoor vegetation 3.3 GENERAL CONSTRAINTS (which apply during execution of IPM) Listed below are operation, service performance, bait, and pesticide constraints that apply to all locations being serviced under the contractor s Integrated Pest Management Plan (IPM). a. Operation Constraints: As described in Section 3.3 and 3.4 of this PWS work is to be performed during normal business hours (excluding federal holidays) unless specifically authorized/approved in advance. b. Service Performance Constraints The Contractor shall observe all safety precautions throughout the performance of this contract All work shall comply with the applicable requirements of Title 29 Code of Federal Regulations (CFR) 1910, 29 CFR 1926, and 40 CFR The Contractor shall provide routine pest control services that do not adversely affect patients and employee health or productivity during the regular hours of operation in buildings. All work shall comply with applicable Federal, State, and municipal safety and health requirements. Where there is a conflict between applicable regulations, the most stringent will apply. Adhere to the requirements for entering restricted areas. Contractor shall contract COR prior to going into these areas. The contractor shall determine the need for and provide any personal protective items required for the safe performance of work. Protective clothing, equipment, and devices shall, as a minimum, conform to United States (U.S.) Occupational Safety and Health Administration (OSHA) standards for the products being used. Contractor shall adhere to all isolation precaution requirements, when need arise to perform service in patient care areas. Contractor shall not store or mix pesticides on Veterans Administration (VA) property c. Bait and Pesticides Constraints When applicable, an eco-sensitive approach to pest control is applied. All pesticides used by the Contractor shall be registered with the U.S. Environmental Protection Agency (EPA). Transport, handling and use of all pesticides shall be in strict accordance with the manufacturer s label instructions and all applicable Federal, State, and local laws and regulations. Adherence to Federal Insecticide, Fungicide, and rodenticide Act (FIFRA). The Contractor shall not apply any pesticide product that has not been approved in writing by the COR. Pesticide application shall be used/applied according to need. Contractor shall employ the least hazardous material, most precise application technique, and minimum quantity of pesticide that is necessary to achieve desired results. USE OF THE HERBICIDE 2, 4-D IS PROHIBITED ON VA PROPERTY BY NATIONAL VA POLICY Non-chemical methods (spraying) shall be used to the maximum extent practicable. Contractor shall notify COR of affected areas prior to spraying Application of insecticides to exposed surfaces or as space sprays (including fogs, mists, fumigation, and ultra-low volume applications) shall be restricted to unique situations where no alternative measures are practical. The Contractor shall obtain the approval of the COR prior to any application of insecticide to an exposed surface or any space spray treatment. No surface application or space spray shall be made while tenant personnel are present. The Contractor shall take all necessary precautions to ensure patient and employee safety, and all necessary steps to ensure the containment of the pesticide to the site of application. Spraying shall occur when areas are unoccupied (with COR approval) When or if applicable; all bait boxes shall be maintained in accordance with EPA regulations, with an emphasis on the safety of non-targeted organisms Application of insecticide shall not be visible to a bystander during or after the application processes. Bait Boxes All bait boxes shall be placed out of the general view, in locations where they will not be disturbed by routine operations. The lids of all bait boxes shall be securely locked or fastened shut. All bait boxes shall be securely attached or anchored to the floor, ground, wall, or other immovable surface, so that the box cannot be picked up or moved. Bait shall always be placed in the baffle-protected feeding chamber of the box and never in the runway of the box. All bait boxes shall be labeled on the inside with the Contractor s business name and address and dated by the contractor s technician at the time of installation and each servicing. Trapping devices rather that pesticide sprays shall be used for indoor fly control wherever appropriate. d. Rodent Control Constraints Rodent control inside occupied buildings shall be accomplished with trapping devices only. Contractor shall obtain the approval of the COR prior to making any interior rodenticide treatment. All Rodenticides shall be placed either in locations not accessible to children, pets, wildlife, and domestic animals, or in EPA approved tamper- resistant bait boxes. Liability: The Contractor shall assume full responsibility and liability for compliance with all applicable regulations pertaining to the health and safety of personnel during the execution of work. Government Responsibilities The COR, with the assistance of the (Green Environment Management System) GEMS Coordinator or Chief, Environmental Management Services (EMS) ensure the contractor compliance with VHA Directive 1850.02 Pest Management Operations (Dated 2017). Any action required for correction as specified in Section 5 (b). The COR shall take the needed action to correct the problem. Provide escort in restricted areas or when applicable. Any trapping devices employed, shall be checked by COR, between the contractor s visits. COR will document all unscheduled services within scope of the contract performance (Emergency and Non-Emergency calls). 3.4 EMERGENCY CALLS (CALL BACKS): The contractor shall provide same day emergency service (for areas occupied by or accessible to patients) when notified by the government on or before 12:00 Noon on that day. Emergency calls that are received after 12:00 Noon shall be serviced the following day (including weekends and holidays). Contractor shall report to the facility within four (4) hours after notification for same day service calls. During the performance period of the contract the contractor or his/her designee/alternate must be accessible/reachable by the government in the event that an emergent condition needs to be addressed at the facility. *ALL Emergency services within scope of the final contract shall have prior approval by the COR. Any services performed that were not previously approved by the COR may result in NO Payment by the government to the contractor. 3.5 ADMINISTRATIVE DUTY REQUIREMENTS (ADR) AND CONTRACTOR REPORTING The Contractor shall develop a recording system or plan to address the following in a hardcover format, at the location listed above. These records shall be kept on-site at each location and maintained on each visit by the Contractor: The Contractor shall provide current labels and Safety Data Sheets (MSDS/SDS) of all pesticides to be used and their application, along with equipment used to apply. Additional SDS shall be provided anytime a new pesticide is used or an updated SDS is provided to the Pest Control Operator Information Mandated by Federal Insecticide, Fungicide, and Rodenticide Act (FIFRA) Updating information of any pesticides used or discontinued Service Log signed and dated each time an action is performed Service schedule for each building, room, etc. that includes: IPM Plan of Action Noting areas of restriction if any that needs COR approval prior to entry Emergency work Routine service requests Copies of Bill of Lading or Manifest generated for waste disposal of pesticides used at the Medical Centers including disposal of burned out bug lights Plan action for chemical spills Fiscal year report of each pesticides used (in pounds) Certification document for each contractor personnel applying and/or treatment of pesticides Updated as needed (e.g., new personnel, certification/license renewal, etc.) The Contractor shall receive the concurrence of the COR prior to implementing any subsequent changes to the system, including additional or replacement pesticides and on-site personnel. 3.6 ONGOING SERVICE REQUIREMENTS A non-certified applicator or Technician who reports to a certification applicator who remains at the contractor s office is not allowed. Non-certified technicians may only work under the supervision of a certified applicator that is ON-SITE during pest control servicing and personally directing all pest control activities occurring. Contractor must advise Medical Center of any non-pest control actions that need to be taken such as sealing cracks, pickup of spilled food, etc. The Contractor shall be responsible for disposing of all trapped rodents and all rodent carcasses off-site, in accordance with local, country, or state regulations. While on Veterans Affairs (VA) premises, all contractor personnel shall comply with the rules, regulations, and procedures governing the conduct of personnel and the operation of the facility. 3.7 EXTERIOR AND INTERIOR FLY PROGRAM In addition to the insect control requirements contained within the IPM, a separate Exterior and Interior Fly Program is needed at the facility. Table 1 (below) specifies the coverage areas for this program. Locations 1 through 7 specify where fly light units/kits are currently located. Location 7 specifies where fly light units/kits could be needed in the future at the facility. TABLE 1 EXTERIOR AND INTERIOR FLY LIGHT COVERAGE AREAS LOCATION NUMBER OF FLY LIGHTS Building 5 - Montrose 3 Building 12 - Montrose 2 Building 15 - CP 4 Building 18 - CP 1 Building 19 - CP 3 Building 21 - CP 4 Other areas not specified or known Approximately 8-10 3.8 CONTRACTOR REQUIREMENTS FOR EXTERIOR AND INTERIOR FLY PROGRAM For the areas listed in Table 1 the contractor shall remove the fly light units/kits that are currently in these areas and it will be the contractor s responsibility to do the following: Install new exterior and interior fly light units/kits in the areas specified in Table 1. (For the areas not known or specified the contractor shall install new units/kits in these areas when these areas have been identified). Once installation of new fly light units/kits are complete, the contractor shall monitor performance to ensure continual and uninterrupted operation (i.e., replacing bulbs and other accessories). Contractor will clean/empty catch basins and tray areas of the units as well as dispose of any replaced bulbs offsite. (Fly lights are hazardous waste and must be disposed of by the contractor). 4. CONTRACTOR STAFF/PERSONNEL QUALFICATIONS, EXPERIENCE, AND OTHER REQUIREMENTS 4.1. All personnel performing work and executing services/deliverables shall possess the necessary capabilities, qualifications, and experience necessary to execute the specific tasks in this Performance Work Statement (PWS). No unqualified individuals shall perform work which is covered under the scope of the finalized contract at any time during the performance period. The following requirements/stipulations are mandatory for contractors/contractor personnel (i.e., Inspectors, Chemical Applicators, and/or Technicians) Contractor shall be appropriately licensed and permitted in the State of New York to perform pest control services, including wood destroying insect evaluation and control. (Only EPA and State of New York Department of Agriculture approved pesticides and equipment shall be used during the performance of services). The contractor and personnel assigned to this contract shall be certified, licensed, and permitted to use pesticides for each given State (to include having current knowledge and recent experience in the commercial application of pest control treatments and execution of pest control services). Appropriate certifications and licenses to perform yearly inspection for termite infestation and treatment if required by the facility Basic proficiency in speaking and writing English. While on VA premises, all contractor personnel shall comply with the rules, regulations, and procedures governing the conduct of personnel and the operation of the facility. This includes but is not limited to wearing/displaying identification badges and identifiable uniforms which specifies the company they are working for. Contractor will ensure that employees assigned to this service contract have had a general background check. Employees that cannot meet security and clearance requirements shall not be allowed to perform work under this contract. It is the responsibility of the contractor to park in the appropriate designated parking areas while on site. Parking arrangements shall be coordinated between the government and contractor at the beginning of the performance period before work begins. (The medical facility/government will not/does not validate or make reimbursement for parking violations for contractor personnel under any circumstances). 4.2. SITE SPECIFIC REQUIRMENTS (ADDITIONAL CONTRACTOR QUALIFICATIONS) Certification required for all applicators is Industrial, Institutional, Structural, and Health Related certificate acceptable to the New York State Department of Environmental Conservation. The vendor firm must hold a General Pest and Rodent Control License issue by the New York State Department of Environmental Conservation. Technicians used who are not certified will have the appropriate Technician's Card issued by the New York State Department of Environmental Conservation. Evidence of such card for technicians will be provided. Comply with the pest control operations for the State of New York. 5. GENERAL INFORMATION 5.1 TYPE OF CONTRACT: The Government contemplates the award of a Firm Fixed Price contract for this requirement. 5.3 WORK HOURS (FOR EXECUTION OF SERVICES): The service schedule will be developed between the contractor and the Contractor Officer Representative (COR) (or other authorized designee/representative) at the beginning of the performance period. Normal, routine services will occur three (3) times per week at each campus. It is expected that the contractor be on site and perform work on these days. While on site it is required that the contractor check in with facility representatives to discuss the status/progress of the IPM and other pest management issues if needed. Services shall be performed during the VA normal business hours, 7:00 a.m. through 3:30 p.m., Monday through Friday, excluding Federal holidays. Any work that needs to take place outside of the scope of normal business hours shall be approved by the Contracting Officer s Representative (COR) (or other authorized designee/representative) prior to the commencement of work. At least one (1) day advanced notice is required for work that is to be performed outside of normal business hours. On each visit, the applicator(s) shall report to the manager, environmental management service, prior to performing any work. The Point of Contact at the various performance locations are: Montrose Campus: Melvin Mosley - Building 12 room 14 Castle Point Campus: Lenise Hill - Building 17 room G008A 5.4 FEDERAL HOLIDAYS: As stated in Section 3.3 the Federal Holidays which are observed by the federal government are annotated below. New Year s Day Martin Luther King s Birthday President s Day Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day Any other day specifically declared by the President of the United States to be a national holiday 5.5 INTERFERENCE TO NORMAL FUNCTION: Contractor may be required to interrupt their work at any time so as not to interfere with the normal functioning of the facility, including utility services, fire protection systems, and passage of facility patients, personnel, equipment and carts. In the event of an emergency, contractor services may be stopped and rescheduled at no additional cost to the government. 5.6 SCOPE OF CONTRACT AND CONTRACT MODIFICATIONS The final contract will stipulate the responsibilities of the contractor and/or the government. The contractor and the government are required to adhere to the scope of the finalized contract. Any and all modifications shall be initiated and approved by the contracting officer. The contractor shall not receive payment for any work/services/deliverables that are/were not specifically authorized under the contract (as written or as modified). 5.7 PERIOD OF PERFORMANCE: The Period of Performance will be 10/01/2022 to 09/30/2023 with the provision of four (4) Option Years. 5.8 PLACE OF PERFORMANCE: The Integrated Pest Management services will be provided for the Hudson Valley Health Care System two campuses, Montrose and Castle Point (listed below) MONTROSE CAMPUS 2094 ALBANY POST ROAD MONTROSE, NY 10548 CASTLE POINT CAMPUS 41 CASTLE POINT ROAD WAPPINGER FALLS, NY 12590 6. VHA SUPPLEMENTAL CONTRACT REQUIREMENTS FOR COMBATTING COVID-19 6.1 Contractor employees who work in or travel to VHA locations must comply with the following: Documentation requirements: If fully vaccinated, contractors shall show proof of vaccination. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination. If unvaccinated, contractors shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor s order or an FDA approved over-the-counter test that includes an affiliated telehealth service. Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel. Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information. 6.2 Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information. 6.3 Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities. 6.4 For indefinite delivery contracts: Contractor agrees to comply with VHA Supplemental Contract Requirements for any task or delivery orders issued prior to this modification when performance has already commenced.