SUBJECT: Pest Management 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 will not be entertained. SUBJECT: The Department of Veterans Affairs is conducting market research in order to provide Pest Management Services at the Martinsburg, WV Veterans Affairs Medical Center. The government anticipates awarding a Firm Fixed Price contract that will provide the support services listed within the below attachment. OBJECTIVE: See attachment. RESPONSE INSTRUCTIONS: Name and Address of Company Any small business designation as certified by the Small Business Administration A through description of experience in managing support requirements of this nature. CONTACT INFORMATION: Any questions related to this Sources Sought shall be directed to Caitlin Hippensteel at
[email protected]. All information regarding Capabilities Statements or any other proprietary information relative to this Sources Sought shall be submitted via email to
[email protected] no later than 3:00 pm EST on 1/2/2019 ATTACHMENT 1 . STATEMENT OF WORK Qualification: Vendor must be licensed/ permitted in the State of West Virginia for Integrated Pest Management (IPM). 1. GENERAL REQUIREMENTS 1.1 The contractor shall furnish all labor, equipment, supplies, transportation, developing and implementing an integrated pest management plan consistent of the integrated pest management guide (IPM)1850.2, including both the interior and exterior of the Veterans Affairs Medical Center (henceforth referred to as the VA) medical facilities during the period of for the Martinsburg VAMC, 510 Butler Avenue, Martinsburg, WV 25405. 1.2 Work Hours: The Environmental Management Service (EMS) reserves the right to set normal work hours, including on call scheduling with the contractor and CO/ COR prior to any services provided. National Holidays: The Federal Government has observed the ten following holidays: New Years Martin Luther King President s day, Memorial Day Independence Day Labor Day Columbus Day Veteran s Day Thanksgiving Day Christmas Day Note: Other days specifically declared by the President of the United States to be a national holiday. 2. SPECIFICATION 2.1 The contractor shall conform to all federal, state, and local regulations governing examining and licensing of pest control operators, performance of pest control, use of approved pest control chemicals and equipment, and proper disposal methods for all products/containers, which may be in effect for the area where the work under the contract will be performed. 2. SPECIFICATION (Continued) The IPM plan requires approval by the CO/ COR prior to implementation. 2.3 Contractors IPM plan requires following tasks: Must be able to furnish and operate Heat Unit(s) and fan(s) equipment s to raise room temperature above 120 degree Fahrenheit and hold temperatures at that rate for minimum of five hours. Inspect to determine pest management measures are appropriate and required. Recommend and communicate to the CO/ COR environmental sanitation practices that restrict or eliminate food, water or harborage for pests and recommend engineering practices that limit entry of pests. Selection and utilization of non-chemical control methods, which eliminate, exclude or repel pests, i.e. insect electrocution devices, traps, caulking, air screens, etc. Collection and disposal of all pests. Selection and use of the most environmentally sound pesticide(s) to affect control when chemical control methods are necessary. Control general structural arthropod pests (i.e., cockroaches, ants, carpet beetles, spiders, carpenter ants, carpenter bees, etc.). Control flying insect pests (i.e., housefly, stable fly, blow flies, etc.). Control predatory pests (i.e., lice, bedbugs, fleas, mites, ticks, bees, wasps, mosquitoes, scorpions, etc.) Control stored product pests (i.e., saw tooth grain beetle, red confused flour beetle, trogoderma beetles, grain moths etc.) Control mice and rats (i.e., house mouse, field mouse, roof rat, Norway rats, etc.) Control pest birds (i.e., pigeons, sparrows, blackbirds, etc.) Control other vertebrate pests (i.e., dogs, cats, bats, squirrels, gophers, moles, skunks, snakes, rabbits, raccoons, etc.). Control wood destroying organisms (i.e., subterranean termites, dry wood termites, fungi, wood boring beetles, etc.). Control aquatic pests (i.e., mosquito larva/pupae, algae etc.). 3. CALL BACKS 3.1 EMERGENCY CALL BACK: The Contractor shall within two hours after receipt of notification by the CO/ COR or designee, perform Integrated Pest Management (IPM) Services to correct the emergent condition. This call back service shall be accomplished at no additional charge to the Government. Bed bug inspection by Pest Technician or K-9. K-9 services will be utilized on a as need basis. Other pest emergencies as identified by COR 3.2 NON-EMERGENT CALLS: Contractor shall report within mutually agreed upon time with CO/ COR for non-scheduled services without additional charge to the Government. 4. REPORTING FOR SCHEDULED SERVICES 4.1 The Contractor shall report to GA-137 D in building 500 of the Martinsburg VHA facility, on scheduled days or on demand, for any instructions for location of infestation. The contractor will maintain daily log/ written reports of type activities and visits. 5. COMPLIANCE/ REGULATIONS Contractor must obey all Environmental Protection Agency (EPA) regulations. Every pesticide bought, sold, or used in the United States must, by law, be registered by the U.S. EPA and in each of the sates. EPA approves not only the product itself, but also each separate use for which it is intended, and the product label. Contractor is responsible for applying only those pesticides that are registered. Contractor must obey all Department of Transportation (DOT) regulations. Shipment of pesticides and other dangerous substances across state lines is regulated by the federal DOT. Contractor must obey all Occupational Safety and Health Administration (OSHA) regulations. 6. SAFETY FACTORS 5.1 All rodenticides or traps shall be placed only at times and in areas approved by the CO/ COR or his/her designee. Rodenticides and/ or traps shall be placed as necessary and per manufacturer recommendations. No pest control material or trap shall be placed where it may be recovered by patients, nor shall such material be allowed to contact food or cooking utensils. 7. STORAGE OF PEST CONTROL MATERIALS 6.1 Storage of pest control materials or equipment is prohibited without the written approval of the CO/ COR. 6.2 Guidelines within the integrated pest management plan IPM 1850.2 of the VHA program guide will be maintained during any approval of the CO/COR. 8. QUALITY ASSURANCE 7.1 Emergency complaints will be addressed and corrected within twenty four hours or less. Non-emergent complaints will be addressed and corrected within seventy two hours. 7.2 Failure to meet prescribed timeframes shall not exceed two times per month. 9. REPORTS 9.1 After each service (scheduled or non-scheduled) contractor personnel will submit documentation including but not limited to: The name and address of the individual who applied the pesticide. The location, by building and room number where each pesticide was applied. The pest or pests against which the pesticide was applied. The date and time of application. The brand name of the pesticide applied. The name of the pesticide manufacturer, or the federal environmental protection agency registration number of the pesticide. The rate of application or amount of the pesticide applied, and the total area treated. 9.2 The contractor is responsible for supplying, completing and submitting all reports required or requested by Federal, State or local ordinances, which pertain to any duties contained in the contract. 9.3 The Contractor will furnish the COR office, prior to initial application the trade names (if any), and the chemical names of all approved pesticides/chemicals along with appropriate antidote information and current Safety Data Sheet (SDS). The Contractor shall supply this information as new products are submitted for approval to the CO/COR 10. VENDORS PERSONNEL BADGES AND PARKING 10.1 The vendor shall provide the CO/ COR with a list of employees expected to enter the buildings to pick up confidential documents. 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. 10.2 An access badge will be given to the vendor s employee upon entrance into VA buildings. The contractor employee must safeguard the access badge and immediately report any lost, stolen, or destroyed badges to the CO/ COR. All contract personnel must properly display their access badges. Access badges must be worn at or above the waist (facing forward.). The contractor s employees must return the access badge(s) to the COTR or designee at the end of each pick up process. 10.3 The contractor shall be required to comply with all security policies/requirements of (your facility). All security policies/requirements must be met and employees cleared prior to the contractor performing work under this contract. Employees that cannot meet the security and clearance requirements shall not be allowed to perform work under this contract. 10.4 It is the responsibility of the contractor s personnel to park in the appropriate designated parking areas. Parking information shall be coordinated with each facility COTR. 10.5 Martinsburg VAMC does not validate or make reimbursement for parking violations of the contractor s personnel under any circumstance. 11. INTERFERENCE TO NORMAL FUNCTION 11.1 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. 11.2 In the event of an emergency, contractor services may be stopped and rescheduled at no additional cost to the government. 12. INTERFERENCE TO NORMAL FUNCTION (Continued)Contractor personnel shall inform the CO/ COR or the designee of the need to gain access to secured areas. If access is required to secure areas, prearranged scheduling will be made with CO/ COR or designee. ATTACHMENT-LIST OF AREA/ BUILDINGS TO BE SERVICED