This Sources Sought Notice is for planning purposes only and shall not be considered as an invitation for bid, request for quotation, request for proposal, or as an obligation on the part of the Government to acquire any products or services. Your response to this Sources Sought Notice will be treated as information only. No entitlement to payment of direct or indirect costs or charges by the Government will arise as a result of contractor submission of responses to this announcement or the Government use of such information. This request does not constitute a solicitation for proposals or the authority to enter into negotiations to award a contract. No funds have been authorized, appropriated, or received for this effort. The information provided may be used by the Department of Veterans Affairs in developing its acquisition approach, statement of work/statement of objectives and performance specifications. Interested parties are responsible for adequately marking proprietary or competition sensitive information contained in their response. The Government does not intend to award a contract on the basis of this Sources Sought Notice or to otherwise pay for the information submitted in response to this Sources Sought Notice. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) DUNS number (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g. Services Disabled Veteran Owned small Business, Veteran-owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below. The VA Heartland Network 15, Contracting Office located at 3450 South 4th Street, Leavenworth, KS, 66048-5055 is seeking a potential qualified contractor to provide all supplies, materials, equipment, labor, supervision, management and transportation to perform all tasks as identified below and in the attached Area Treatment/Frequency Chart (See Exhibit 1). All work will be performed in accordance with the guidelines established by Federal, State and local ordinances and as shown in the National Pest Control Association's Good Practice Statements at the Dwight D. Eisenhower Leavenworth VA Medical Center, 4101 S. 4th St, Leavenworth, Kansas 66048. NAICS Code: 561710 (Exterminating and Pest Control Services) $10 Million. Important information: The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. Currently a total set-aside for Service Disabled Veteran Owned Small Business firms is anticipated based on the Veterans Administration requirement with Public Law 109-461, Section 8127 Veterans Benefit Act. However, if response by Service Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open competition may be determined. No sub-contracting opportunity is anticipated. This contract shall include a base year and four one-year options. The North American Classification System (NAICS) code for this acquisition is 561710 (Exterminating and Pest Control Services), the Product and Service Code is S207 (Insect & Rodent Control Services.) The small business size standard is $10 Million. Notice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM located on the web at www.sam.gov). Additionally, all Service Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the Department of Veterans Affairs Center for Veterans Enterprise VetBiz Registry located at http://vip.vetbiz.gov. All interested Offerors should submit information by e-mail: to
[email protected]. All information submissions should be received no later than 3:00 pm CST on December 31, 2018. PHONE CALLS WILL NOT BE ACCEPTED. Services are required in accordance with the attached statement of work (SOW). Please note this is not a request for proposal, but is only seeking information to determine availability for a set-aside. After review of the responses to this announcement, the Government intends to proceed with the acquisition and a subsequent solicitation will be published. It is expected that a solicitation will be issued via GSA ebuy and/or fbo.gov. PEST CONTROL DESCRIPTION/WORK STATEMENT VA Eastern Kansas Health Care System (VAEKHCS) Dwight D. Eisenhower VA Medical Center Leavenworth, KS 66048 GENERAL The Contractor shall provide all supplies, materials, equipment, labor, supervision, management and transportation to perform all tasks as identified below and in the attached Area Treatment/Frequency Chart (See Exhibit 1). All work will be performed in accordance with the guidelines established by Federal, State and local ordinances and as shown in the National Pest Control Association's Good Practice Statements. The contractor's filed service employee shall wear visible identification at all times while on the premises of the VA Medical Center. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police. The VA Medical Center will not invalidate or make reimbursement for parking violations of the contractor under any conditions. Smoking is prohibited inside any buildings of the VA Medical Center. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the Unites States (Federal) District Court, not a local district, state, or municipal court. SCHEDULING: a. The Area Treatment/Frequency Chart (Exhibit 1) and the indicated time frames shall be the minimum basis for the scheduling of pest management tasks. The Contractor shall provide the work scheduling of when services will be performed based on information contained in Exhibit 1 and submit schedule to the Environmental Management Service designee, who will be functioning as the Contracting Officers Technical Representative (COR), no later than the contract start date. Service shall be scheduled so that each building and area of the Medical Center complex will receive pest control service a minimum of once per month or as indicated by Exhibit 1. Areas such as Nutrition & Food, Domiciliary and Canteen may require treatment and/or special treatment as often as once per week. Community Living Center will receive inspection/treatment of lockers twice per year in conjunction with cyclic cleaning of units (April/October). The contractor will coordinate this function with the bed cleaner and nurse manager. NOTE: Service includes roach kill applications to inner walls, and in new construction or renovated areas. b. Pest management tasks shall be scheduled so as to be performed on definite appointed dates and in no event, shall the Contractor carry on work outside regular agreed upon working hours without prior approval of the Contracting Officer's Technical Representative. c. In the event climate or weather conditions become unsuitable for work or may induce an environmental hazard, the entire work shall be rescheduled to a date and time satisfactory to the Contractor and the Contracting Officer's Technical Representative. Postponement will not reflect any penalties assessed to the Contractor, nor should there be any additional cost to the Government. STANDARDS: All Integrated Pest Management (IPM) tasks shall meet the guidelines as shown in National Pest Control Association's good practice statements. TASKS: (All work pertains to the interior and exterior of designated buildings) a. Inspection to determine which pest management measures is appropriate and required. b. Recommending environmental sanitation practices that restrict or eliminate food, water, or harborage for pests. c. Selection and utilization of non-chemical control methods that eliminate exclude or repels pests (i.e., insect electrocution devices, insect traps, caulking, air screens, etc.). Bug lights are to be emptied as needed. d. Selection and use of the most environmentally sound pesticides(s) to affect control when chemical control methods are necessary. e. Control of general structural anthropoid pests (i.e., cockroaches, ants, carpet beetles, spiders, carpenter bees, etc.). f. Control of flying insect pests (i.e., housefly, stable fly, blowflies, etc.) Electric Fly Lights maintenance and bulb replacement cost are not to be included in bid. The VA will purchase and install the light bulbs. g. Control of predatory pests (i.e., fleas, mites, ticks, bees, wasps, mosquitoes, scorpions, chiggers, etc.). Includes small picnic areas where tables are located. h. Control of stored product pests (i.e., saw tooth grain beetle, red/confused flour beetles, trogoderma beetles, grain moth, etc.). i. Control of mice and rats (i.e., house mouse, field mouse, roof rat, Norway rat, etc.). j. Evaluation of control measures through follow-up inspections. k. The Contractor will be required to inspect for all wood destroying organisms during scheduled inspections. When wood destroying organisms are found (termites, carpenter ants), the contractor will report the finding to the Contracting Officer's Technical Representative, who will take other actions, including separate contract action as warranted, to treat the infestation. COR reserves the right to accept bids from other vendors in these cases. l. Control of other vertebra pests (i.e., squirrels, gophers, moles, skunks, snakes, rabbits, raccoons, etc.). Trapping and removal shall be price out in a separate Line Items and done on an as needed basis. This establishes a competitive firm fix price for COR consideration when taking other actions, including separate contract action, as warranted, to trap and remove vermin. m. Control of pigeons, starlings, sparrows, and bats will be priced out on case by case basis. These measures are outside the scope of the FSS Contract. However, the COR can request the Vendor to submit an estimate to address a bird or bat problem on facility grounds. A separate PO will be generated to cover this action. COR reserves the right to accept bids from other vendors in these cases. n. Room treatments for Bedbugs will be listed as a separate Line Item price and done on an as needed basis. This will establish a competitive firm fixed price for COR consideration when taking action on the infestations, including separate Contract action, as warranted, for Bedbug treatment. VISITS: a. Normal inspection and treatment of most buildings are to be made during regular Medical Center work hours of 8:00 am to 4:30 pm. However, there will be no application of insecticides during normal working hours for specific areas as outlined in Exhibit 1. Contractor will coordinate treatment of areas with appropriate personnel in advance so that individuals with special health needs can be reasonably accommodated. Whenever pesticides are used in a large-scale application, the Health and Safety Officer as well as employees will receive advance notice about the spraying. b. Inspection and treatment of food areas, and specialized areas (i.e. Surgery, Nutrition and Food, Canteen, etc.) will be done during other than normal working hours as designated by the Contracting Officer's Technical Representative and outlined in Exhibit 1. c. The Government estimates the Contractor will be required on station 3 times per week for a total of approximately 8 hours per week to perform routine inspections, maintain and perform the required services. If the contractor can provide the quality services utilizing fewer personnel hours, and accomplish all contract requirements, the contractor may utilize professional judgment in determining the personnel hours required to perform the contract functions. The contractor is still required to accomplish all work in accordance with the specifications. d. Contractor personnel are 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. CALL BACK REQUIREMENT: Routine: The Contractor shall within 12 hours after receipt of notification by the Contracting Officer or his/her representative, and at no additional charge to the Government, retreat previously treated areas when inadequate control (as per specifications) was obtained. Emergency: The Contractor shall within 4 hours after receipt of notification by the Contracting Officer or his/her representative, and at no additional charge to the Government, performs IPM Services to correct the emergent condition. RESIDUAL TREATMENT: a. During regular scheduled visits the Contractor shall apply a residual treatment for control of roaches in such a manner as to ensure all areas of the hospital complex are properly treated. b. The Contractor will properly treat those areas from which complaints have been received. c. Crack and crevice residual treatment technique of pesticides will be used in food preparation areas according to label instructions. d. Formulations of pesticides and methods of application must be approved by the Contracting Officer's Technical Representative and comply with all Federal, State and local laws and regulations. e. Contractor personnel shall utilize pesticides with as low volatility and as odor free as possible in patient occupied areas in order to keep odor levels from affecting patients. RESTRICTION OF PEST CONTROL MATERIALS: a. All rodenticides and/or traps shall be placed only at times and in areas approved by the Contracting Officer's Technical Representative and unused portions shall be recovered at the latest by a time limit approved by the Contracting Officer's Technical Representative. Contractor will provide Contracting Officer's Technical Representative with a map identifying the location of baits and traps. All traps/bait stations shall be dated. b. The use of rodenticides shall be restricted to locations approved by the Contracting Officer's Technical Representative. c. The Contractor will be required to furnish the Department of Veterans Affairs, prior to initial application of pesticides and rodent control chemicals, labels of chemicals to be used, trade Material Safety Data Sheets, and the antidote therefore. Contractor will furnish the same information each time (s)he changes chemicals or products used in the performance of this contract. The Medical Center for emergency treatment in the event of ingestion of and/or contact requires this information d. No pesticide will be disposed of on VA Medical Center property. e. The following are examples of pesticides not to be used at this station: (1) Phosphorus Paste (2) Thallium Sulfate (3) Parathion (4) Sodium Fluoride (5) Dindane in Vaporizers (6) DDT (7) Products containing binyl chloride f. Residual pesticides will be used per label instructions in food preparation and food distributing areas. g. The Contractor will not prepare chemicals within the Medical Center buildings. h. The Contractor's trucks will be kept locked. i. Pest management operations and use and types of pesticides will meet all federal, state and local regulations. REMOVAL OF DEAD ANIMALS, DROPPINGS: All trapped and/or dead or dying animals (i.e. geese, rodents, raccoons, opossums, skunks, squirrels, bats, birds, pigeons, etc.) shall be recovered and disposed of by the Contractor daily or whenever reported, as established by the Contracting Officer's Technical Representative. Contractor is responsible for cleaning guano, droppings, etc. in a timeframe approved by the Contracting Officer's Technical Representative. STORAGE OF PEST CONTROL MATERIALS: No pest control materials or equipment shall be stored or kept at the VA Medical Center when the operator is not working, without the express written approval of the Contracting Officer's Technical Representative. DISPOSAL OF HAZARDOUS WASTE: The Contractor shall not dispose of any excess pesticide containers or any other materials contaminated by pesticides at any location on the medical facility premises except as specified by Facilities Management Manager. REQUIRED CONTRACTOR REPORTING: a. Contractor personnel will sign in at the beginning of the scheduled work shift and out at the end of the work shift. This will be done at the Contracting Officer's Technical Representative's office. Upon signing in at the office, a tentative itinerary for the tour of duty will be provided to the Contracting Officer's Technical Representative. b. 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. c. Quality pest control will be accomplished by tracking specific pest control problems by area and generation of an automatic need for the possibility of additional inspections and/or control methods. All Pest control measures will require no less than one follow-up inspection to insure pest problems have been eliminated. d. The Contractor shall develop and submit, for approval, to the Contracting Officer's Technical Representative, a schedule of internal monitoring for implementation by the Contractor for quality assurance. At a minimum, the report should track specific pest control problems by area and generate an automatic need for the possibility of additional inspections and/or control methods. A monthly report of findings will be submitted to the Environmental Management Service designee at the end of each month in writing. SPECIAL PROVISIONS: The Contractor personnel in performing pesticide applications of the areas specified below shall adhere to the following provisions: a. Food Handling Areas: Treatment of these areas is limited to only times when food is not being held, processed, prepared, served, and while not occupied by facility employees. The Contractor personnel shall at no time enter facility elevators, which are occupied by food service equipment while in the possession of pesticides or application equipment. b. Critical Areas: The Contractor shall submit a list of pesticides for intended use in areas listed below for approval by the Contracting Officer's Technical Representative prior to any application. The planned use of pesticides in these areas requires recognition of the attendant hazards to occupants' supplies, equipment and surfaces. No substitution can be made at any time without written approval from the Contracting Officer's Technical Representative. Intensive Care Unit Respiratory Care Units Operating Rooms SPD c. When space treatment is required in these areas, the Ultra-Low Volume (ULV) method of pesticide application shall be utilized with approved equipment capable of delivering a particle size range of .5 to 15 microns. AUTHORITY OF APPLICATOR(S): Certified applicators are required in the performance of the work under the contract. Each applicator designated by the Contractor to perform work under the contract will furnish a copy of his/her certification (showing categories) to the Contracting Officer's Technical Representative prior to reporting work. Applicator(s) must be certified in Category 7 and Category 3 to meet contract requirements. In cases where the contractor has two or more persons reporting to work under the contract, one of these should be designated as the supervisor and should be fully certified in all pest management categories in which work is to be performed. Non-certified employees may assist the supervisor in the performance of the work as long as they are in immediate contact with and visible to the supervisor. Orientation to the facility layout and functions to complete requirement of the contract will be accomplished initially with a VA representative along with the contractor. In the case of back-up applicators and/or replacement applicators, it will be the responsibility of the Contractor to orientate new employees to the layout and functions of individual areas. In no case will an applicator perform a pest control function without first being orientated to the facility. INSPECTION AND ACCEPTANCE: Environmental Management Service designee is designated the Contracting Officer's Technical Representative for inspection and acceptance of services under the contract. The foregoing is not to be construed as authorization to interpret or furnish advice and information to the contract or relative to the financial or legal specs. IDENTIFICATION: The contractor's field service employee shall wear visible identification at all times while on the premises of the VA Medical Center. Smoking is only allowed in designated areas. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of the VA regulations may result in citation answerable in the United States (Federal) District Court. VEHICLES: All vehicles will be locked and the keys removed while performing service on the Medical Center's property. This is intended to protect the contractor's property and provide for the safety of the Medical Center's personnel. Vehicle(s) shall be identified. Parking in the appropriate designated parking areas is expected. Information on parking is available from the VA Police. The VA Medical Center will not invalidate or make reimbursement for parking violations of the contractor for any conditions. SAFETY REQUIRMENTS: In the performance of this contract, the contractor shall take such safety precautions as the Contracting Officer or designee may determine to be reasonably necessary to protect the lives and health of the occupants of any building. The Contracting Officer or designee will notify the contractor of any noncompliance with the foregoing provisions and action to be taken. After receipt of such notice, the contractor shall immediately correct the conditions to which attention has been directed. Such notice, when served on the contractor, or the representative at the site of the work, all is deemed sufficient for the purpose aforesaid. Contract Administration Data All contract administration functions will be retained by the Department of Veterans Affairs. The Contracting Officer will be the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer will be authorized to make commitments or issue changes that affect price, quantity, or quality of performance of this contract. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered unauthorized and no adjustment will be made in the contract price to cover any increase in costs incurred because of the change. Acronyms and Definitions CDR: Contract Discrepancy Report. Report issued by the Government to the contractor to document a supply or service found to be unacceptable during contract performance. CLIN: Contract Line Item Number. Unit of work (or service) to be performed (or delivered) by the contractor as a pay item. CO: Contracting Officer. A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. COR: Contracting Officer s Representative. An individual, including a Contracting Officer s Representative (COR), designated and authorized in writing by the contracting officer to perform specific technical or administrative functions. QA: Quality Assurance. Actions taken by the government to assure contracted services meet SOW requirements. QASP: Quality Assurance Surveillance Plan. A written document specifying the method used for surveillance of contractor performance. Personnel a. Non-Personal Services. This is a non-personal services contract. Personnel rendering services under this contract are not subject either by the contract s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the government and its employees. The Government shall not exercise any supervision or control over the contract service providers performing services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn, is responsible to the Government. b. Contractor Compliance with the Immigration and Nationality Act of 1952. The Contractor shall comply with all legal provisions contained in the Immigration and Nationality Act of 1952, As Amended; its related laws and regulations that are enforced by Homeland Security, Immigration and Customs Enforcement and the U.S Department of Labor as these may relate to non-immigrant foreign nationals working under contract or subcontract for the Contractor while providing services to Department of Veterans Affairs patient referrals. Hours of Operations a. Business hours: Monday through Friday, 8:00 a.m. - 4:30 p.m. b. Off-duty hours: Friday through Monday, 4:30 pm 8:00am; Monday through Thursday, 4:30 pm 8:00am. c. National Holidays: The 10 holidays observed by the Federal Government are:  New Year s Day;  Martin Luther King s Birthday;  Presidents Day;  Memorial Day;  Independence Day;  Labor Day;  Columbus Day;  Veterans Day;  Thanksgiving;  Christmas; and  any other day specifically declared by the President of the United States to be a national holiday. Quality Control a. CONTRACT PERFORMANCE MONITORING. The COR may perform surveillance of services by any of the methods listed below: 1. Observing actual performance; 2. Inspecting the services to determine whether the performance meets the performance standards; and 3. Review of any other appropriate records. b. When unacceptable performance occurs, the COR shall inform the Contractor and the Contracting Officer. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR shall document the discussion and place it in the COR file. When the COR determines that formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR), and present it to the contractor program manager. The Contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the Contractor is required to prepare a corrective action plan to document how the Contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the Contractor must present this corrective action plan to the COR. The Government shall review the Contractor corrective action plan to determine acceptability. Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the Contracting Officer. c. Pursuant to VAAR Provision 852.270-1, Representatives of Contracting Officer representative(s); The Government shall periodically evaluate the Contractor performance by appointing a Contracting Officers Representative (COR) to monitor performance to ensure services are received. The Government representative(s) shall evaluate the Contractor performance through inspections of observations, inspection of services or any other form of documentation and all complaints from VA personnel. The Government may inspect as each task is completed or increase the number of quality assurance inspections if deemed appropriate because of repeated failures or because of repeated customer complaints. Likewise, the Government may decrease the number of quality assurance inspections if performance dictates. The Government Contracting Officer shall make final determination of the validity of customer complaint(s). d. If any of the services do not conform to contract requirements, the Government may require the Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount. When the defects in services cannot be corrected by re-performance, the Government may require the Contractor to take necessary action to ensure that future performance conforms to contract requirements at no additional cost to the Government. e. Require the Contractor to take necessary action to ensure that future performance conforms to contract requirements at no additional cost to the Government. Contract Security The C&A requirements do not apply and a Security Accreditation Package is not required.