Sources Sought Notice Sources Sought Notice Page 3 of 14 Sources Sought Notice *= Required Field Sources Sought Notice Page 1 of 14 Page 14 of 14 STATEMENT OF WORK INTEGRATED PEST MANAGEMENT SIOUX FALLS VA HEALTH CARE SYSTEM A. GENERAL: Description of Program. This specification is part of a comprehensive Integrated Pest Management (IPM) Program for the premises listed herein. IPM is a process for achieving long term, environmentally sound pest suppression by using of a wide variety of technological and management practices. Control strategies in an IPM Program extend beyond the application of pesticides to include structural and procedural modifications that reduce the food, water, harborage, and access used by pests. The IPM program s goal is to ensure a pest-free environment that will focus on significantly minimizing pest sightings and eliminating pest infestations within the confines of each building on the Sioux Falls VA Health Care System s campus located at 2501 W. 22nd St., Sioux Falls, SD 57105 (herein referred to as SFVAHCS), and the Wagner CBOC clinic located at 400 West Hwy 46, Wagner, SD 57380. Infestations that occur must be addressed immediately and persistently until such pests are eliminated. The Integrated Pest Management (IPM) plan is a comprehensive document describing the facilities pest problems, programs and systems required to deliver economical and effective control of pests in accordance with VHA Environmental Program Service guide 1850.2 Integrated Pest Management and the VHA Bed Bug Management Guide. The plan proposed by the Contractor must also comply with VHA guidelines, SFVAHCS Center Circular 137-04 Integrated Pest Control, and approved industry standards. The Contractor shall complete a thorough, initial inspection of each building or site at least five working days prior to the starting date of the contract. The purpose of the initial inspection(s) is for the contractor to evaluate the pest control needs of all premises and to identify problem areas and any equipment, structural features, or management practices that are contributing to pest infestations. Access to building space shall be coordinated with the Contracting Officer s Representative (COR). The contractor shall develop a complete IPM plan for approval by the Contracting Officer s Representative (COR). The contractor s written IPM plan will be provided to the COR within 10 days of contract award. The plan will be presented at a meeting consisting of the Contractor s Pest Control Operator (PCO), the COR, delegated Environmental Management Services (EMS) representatives and the EMS Chief. Any changes needed to the plan shall be agreed upon prior to the commencement of services. Thereafter, quarterly meetings shall be held to review the plan, plan specifications, quality assurance, treatments, pest control methods, improvement opportunities, issues, review of pest control activities presented by contractor, corrective actions, etc. The Contractor shall provide all licenses, supervision, supplies, laboratory testing tools, transportation, labor, and equipment necessary to accomplish the surveillance, trapping, pesticide application, and pest removal components of the IPM Program. The Contractor shall provide detailed, site-specific recommendations for structural and procedural modifications to aid in pest prevention at SFVAHCS. The Contractor shall provide a Pest Sighting Log Book to list items serviced on each date of service. The log book will be kept in Environmental Management Services (EMS) offices, and maintained by EMS staff. The health care setting demands a high level of sensitivity when addressing pest management concerns. The SFVAHCS is not only a health care setting, but one that is housed in older buildings that necessitates a greater importance in the routine/preventative maintenance of an Integrated Pest Management (IPM) program. An IPM program focuses on non-chemical methods of controlling pests and is most conducive to a healthcare setting. Chemical applications are regarded as a secondary method and are avoided whenever possible. All services provided onsite will be performed by a licensed/certified Pest Control Operator (PCO) with experience at a Health Care setting. The PCO will be onsite and allow sufficient time to complete all routine inspections, routine maintenance, treatment, and other services covered in this statement of work. The qualifications, credentials, and licenses of the PCO assigned to the SFVAHCS must be provided to the CO and COR for review and approval. The SFVAHCS includes 567,135 gross square feet of facilities space contained within approximately 22 buildings covering a range of purpose and use to include medical, health care, operating rooms, full service kitchens, restaurants, administrative office spaces, facilities management spaces, mechanical shops, underground utility tunnels, interconnecting facilities, regulated medical waste processing and waste management, linen and laundry distribution, recreational, storage and warehouse, research, government vehicles on premise, portable storage units, etc. The Wagner CBOC clinic includes 3,072 square feet and is contained within 1 building. The total combined gross square footage is 567,135. IPM REQUIREMENTS: Integrated Pest Management Services (IPM) required of the Contractor as follows and will be included in the regular contract pricing: Inspection to determine which pest management measures are appropriate and required. Recommending environmental sanitation practices that restrict or eliminate food, water or harborage for pests. Selection and utilization of non-chemical control methods which eliminate, exclude or repel pests (i.e. inspect electrocution devices, traps, caulking, air, screens, etc.). Selection and use of the most environmentally sound pesticide(s) to affect control when chemical control methods are necessary. Control of general anthropod pests (i.e., cockroaches, ants, carpet beetles, spiders, carpenter ants, carpenter bees, etc.) Control of flying insect pests (i.e., house fly, stable fly, blow flies, etc.). Control of predatory pests (i.e. lice, bedbugs, fleas, mites, ticks, bees, wasps, mosquitoes, scorpions, etc.). Control of stored products (i.e., saw tooth grain beetle, red/confused flour beetles, Trogoderma beetles, grain moths, etc). Consists of all required control methods except fumigation. Control of mice and rats (i.e., house mouse, field mouse, roof fat, Norway rat, etc.) with a snap and trap control system. Indoor Trapping. As a general rule, rodent control inside occupied buildings shall be accomplished with trapping devices only. Trapping devices shall be checked on a schedule approved by the COR. The Contractor shall be responsible for disposing of all trapped rodents and all rodent carcasses off-site, in an appropriate manner. Use of Rodenticides. In exceptional circumstances, when rodenticides are deemed essential for adequate rodent control inside occupied buildings, the contractor shall obtain approval of the COR prior to making any interior rodenticide treatment. All rodenticides, regardless of packaging, shall be placed either in locations not accessible to children, pets, wildlife, and domestic animals, or in EPA approved tamper-resistant bait boxes. As a general rule, rodenticide application outside buildings shall emphasize the direct treatment of rodent burrows wherever feasible. Use of Bait Boxes. Frequency of bait box servicing shall depend upon the level of rodent infestation. All bait boxes shall be maintained in accordance with EPA regulations, with an emphasis on the safety of non-target organisms. The Contractor shall adhere to the following five points: All bait boxes shall be placed out of general view, in locations where they will not be disturbed by routine operations. The lids of 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. The contractor s technician must also record the date on the inside of the bait box at the time of installation and for each servicing. Contractor shall maintain a log of all bait stations/traps in an electronic (preferred) or paper system indicating the location, placement dates, and activities of traps. SFVAHCS will have access to this system upon request. This could be in the form of an excel spreadsheet for example. Control of pest birds (i.e., pigeon, sparrows, blackbirds, etc.). Control of other vertebrate pests (i.e., dogs, cats, bats, squirrels, raccoons, gophers, moles, skunks, snakes, rabbits, etc.). Bat control consists of all required methods including mist machines, which are to be provided as part of the contract cost. Evaluation of control measures through follow-up inspections. Maintenance of all insect trap lights, and sticky traps will be performed by the Contractor. Contractor will also be required to provide insect trap lights and sticky traps. Drains are to be treated with liquid bacteria and enzymes for digesting organic matter build up. Exterior treatment of all buildings 3 times per year with pesticide application 3 feet up and 3 feet out from base of buildings. The IPM plan includes compliance with Federal Law, EPA, OSHA, CDC Regulation and guidelines, Local VHA program guide, station standard procedures and guidelines, State of South Dakota Laws, State of South Dakota Department of Agriculture, City of Sioux Falls ordinance, Minnehaha County Laws and various laws, regulation, instructions and guideline. The IPM approach should use targeted, effective, and environmentally sound methods including habitat/facility modification, biological/genetic/cultural control, mechanical/physical control, and where necessary, the judicious use of least hazardous pesticides. IPM Plan Maintenance - The contractor will receive an annual call letter or notice email from the COR within 10 days of the end of each contract year. The call letter/notice will include EMS leadership and Executive leadership to discuss the IPM and an appropriate critique will become part of the IPM plan. Necessary changes will be incorporated in the plan. A summary list of scheduled treatments by location must be kept current and provided separately to the COR for distribution within the VA. The Contractor must be able to provide same day emergency pest control services within four (4) hours of notification by telephone or email. Notification will be given during normal business hours 7:00am 4:30pm. The contractor shall have the capacity to eradicate bed bug infestation as required by methods approved by the COR and listed in the IPM. The Contractor must be able to provide same day treatment with four (4) hours of notification of positive bed bug sighting and be able to treat a minimum of 2,000 sq. feet at a time at no additional cost to the SFVAHCS. Contractor will provide all insect lamps necessary and will provide service maintenance on all lamps. Contractor will also provide service maintenance on any existing insect lamps that may currently be on campus. Contractor will provide a list of Insect lamps necessary and share the locations of the insect lamps with the COR. HOURS OF OPERATION: Normal Work Hours: 7:00am 4:30pm, Monday through Friday, excluding federal holidays. The following Holidays are observed by the Department of Veteran Affairs: New Year s Day Martin Luther King s Birthday President s Day Memorial Day Juneteenth Day Independence Day Labor Day Columbus Day Veteran s Day Thanksgiving Christmas Any day specifically declared by the President of the United States to be a national holiday. Some contract tasks may require work to be performed after normal business hours. In the event of an emergency, some contract tasks may need to be performed on Federal Holidays at no additional charge to the VA. CALL BACK REQUIREMENTS EMERGENCY CALL BACK: The Contractor shall respond to emergencies within ONE (1) hour after notification by the COR or his/her designee 24/7/365. The Contractor shall report to perform necessary services no more than TWO (2) hours after notification or within mutually agreed upon time between the Contractor and the COR or his/her designee. This call back service shall be accomplished at no additional charge to the government. NON-EMERGENT CALLS: Contractor shall report within the mutually agreed upon time with COR for non-scheduled, non-emergent services with no additional charge to the government. CONTRACTOR PERSONNEL Throughout the term of this contract, all Contractor personnel providing on-site pesticide application must maintain certification as Commercial Pesticide Applicators in the category of Industrial, Institutional, Structural, and Health Related Pest Control. Uncertified individuals working under the supervision of a Certified Applicator will not be permitted to apply pesticides under this contract. No Employee status: The Contractor shall be responsible for protecting Contractor employees furnishing services. To carry out this responsibility, the Contractor shall provide or certify that the following is provided for all their staff providing services under the resultant contract: Workers Compensation Professional liability insurance Health examinations Income tax withholding, and Social security payments SCHEDULE OF IPM Installation Services include set up of Insect Light Traps (ILT), catch all stations, pigeon traps and perimeter residual application to all buildings listed in Attachment A. Site Maps are available upon request. Routine Services for the Sioux Falls VAHCS include minimum of three service days a week to the patient care buildings, surgical suite, ICU s, pharmacy, respirator care, sterile storage and sterile processing areas including SPS, ENT, GU and ASU. These buildings must have all ILT, catch all traps and kitchens serviced during these three days of service. In addition, all documented pest issues in the Pest Log Book will be treated on these three treatment days, which includes all buildings listed on Attachment A. Routine Services for the Sioux Falls VAHCS include minimum of weekly service to soiled linen rooms, Sanipak area, grease storage areas, custodial closets, employee lounges, dumpster s areas, restrooms, basement areas, kitchens, dining rooms, food storage, warehouse, and villas. Routine Services for the Wagner CBOC Clinic include a minimum of weekly service to the facility. On Demand Services will be requested by COR or delegate during normal business hours. On demand services are estimated to be between 15 and 25 work order requests submitted each month. On demand services will be accomplished at no additional charge to the Government. Occupied buildings shall include minimum of weekly service. The vacant buildings and grounds shall be inspected at least quarterly. Treatment to the vacant buildings and grounds will be limited to only pests which pose potential threat to the safety and health of remaining VA staff or to the neighboring community. An example of this potential threat could be dogs, raccoons, etc. residing on the property with ability to exit VA grounds. G. SAFETY FACTORS: All treatments must be approved by the COR and shall be placed only at times and in the areas approved by the COR. No pest control material or trap shall be placed where it can be recovered by patients, nor shall any such material be allowed to contact food or cooking utensils. A Safety Data Sheet (SDS) for any chemical treatment must be provided to the COR before initial application. If chemical treatment is used, the following will be documented: The name of the PCO who applied the chemical treatment. The location, by building and room number where each application occurred. The pest(s) against which the chemical treatment is intended to control. The date and time of treatment. The trade name and/or brand name of the chemical applied. The name of the pesticide manufacturer, or the federal environmental protection agency registration number of the pesticide, and The rate of application or amount of the pesticide applied, and the total area treated. H. STORAGE OF PEST CONTROL MATERIALS: Storage of pest control materials or equipment at the SFVAHCS is prohibited without the written approval of the COR. I. REQUIRED CONTRACTOR REPORTING: 1. The Contractor is responsible for completing and submitting all reports required or requested by Federal, State, and/or local ordinances, which pertain to any duties contained in the contract. 2. The Contractor is responsible for all reports mentioned throughout this statement of work. 3. The Contractor will provide to the COR, 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). Contractor will furnish the same information each time he changes the chemicals or products used in the performance of this contract. This information is required by the Medical Service for emergency treatment in the event of ingestion of and/or contact with the material by humans. 4. After each inspection (scheduled or non-scheduled) contractor personnel will submit documentation including but not limited to: a. Areas inspected. b. Location of traps or devices. c. Observations. d. Recommendations. 5. Summary Monthly Report a. Number of Inspections performed. b. Pests observed by location. c. Control measures taken by location. J. CONTRACTOR PERSONNEL BADGES AND PARKING: 1. The Contractor shall provide the COR with a list of all contractor personnel expected to be on VA premises to provide the services of this contract. 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. 2. A door badge will be given to all contractor personnel before the services of this contract will begin. The contractor personnel must safeguard the door badge and immediately report any lost, stolen, or destroyed badges to the COR. All contract personnel must properly display their door badge. Door badges must be worn at or above the waist (facing forward). The contractor personnel must return the door badge to the COR when the personnel will no longer provide the services. 3. The Contractor shall be required to comply with all security policies/requirements of SFVAHCS. All security policies/requirements must be met, and employees cleared prior to the contractor performing work under this contract. Contractor personnel that cannot meet the security and clearance requirements shall not be allowed to perform work under this contract. 4. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Parking information shall be coordinated with each facility COR. SFVAHCS does not validate or make reimbursement for parking violations of the contractor s personnel under any circumstance. Speed limit is a maximum of 15mph on the road and 10mph in the parking lots on the VA campus. SFVAHCS is a non-smoking facility and smoking is not permitted on campus. K. INTERFERENCE TO NORMAL FUNCTION: The Contractor may be required to interrupt their work at anytime 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, these contracted services may be stopped and rescheduled at no additional cost to the government. The Contractor shall inform the COR of the need to gain access to secured areas. If access is required to secure areas, prearranged scheduling will be made with COR or designee. L. DISPOSAL OF HAZARDOUS WASTES The Contractor shall not dispose of any excess pesticide containers, or any materials contaminated by pesticides at any location on the medical facility premises except as specified by the COR. M. STRUCTURAL MODIFICATIONS AND RECOMMENDATIONS Throughout the term of this contract, the Contractor shall be responsible for advising the COR about any structural, sanitary, or procedural modifications that would reduce pest food, water, harborage, or access. The Contractor shall be responsible for adequately suppressing all pests included in this contract regardless of whether the suggested modifications are implemented. The Contractor will not be held responsible for carrying out structural modifications as part of the pest control effort. However, minor applications of caulk and sealing materials by the Contractor to eliminate pest harborage or access may be approved by the COR on a case-by-case basis. The Contractor shall obtain the approval of the COR prior to any application of sealing. N. SPECIAL PROVISIONS The following provisions shall be adhered to by the Contract Personnel in performing pesticide applications of the areas specified below: Food Handling Areas: Treatment of these areas is limited to only times when food is not being held, processed, prepared, served and not occupied by facility employees. The Contractor personnel shall at no time enter the facility elevators which are occupied by food serve equipment while in the possession of pesticides or application equipment. Patient Occupied Areas: Contractor personnel shall utilize pesticides with as low volatility and odor free as possible in order to keep odor levels from affecting patients in these areas. Critical Areas: The Contractor shall submit a list of pesticides for intended use in areas listed below for approval by the COR prior to any application. The planned use of pesticides in these areas required recognition of the attendant hazards to occupants, supplies, equipment, and surfaces. No substitution can be made at any time without approval from the COR. When space treatment is required in these areas the Ultra-Low volume (ULV) method of pesticide application shall be utilized with approved equipment cable of delivering a particle size range of .5 to .15 microns. Critical Areas (as determined by local medical facility) Pharmacy Research Facilities Operating Rooms Intensive Care Areas Respiratory Care Areas SPS O. PROGRAM EVALUATION The COR will continually evaluate the progress of this contract in terms of effectiveness and safety and will require such changes as are necessary. The Contractor shall take prompt action to correct all identified deficiencies. P. QUALITY CONTROL PROGRAM 1. The Contractor shall establish a complete quality control program to assure the requirements of the contract are provided as specified. Within 5 working days prior to the starting date of the contract, the Contractor shall submit a copy of his program to the CO. The program shall include at least the following items: Inspection System. The Contractor s quality control inspection system shall cover all the services stated in this contract. The purpose of the system is to detect and correct deficiencies in the quality of services before the level or performance becomes unacceptable and/or the COR identified the deficiencies. Checklist. A quality control checklist shall be used in evaluating contract performance during regularly scheduled and unscheduled inspections. The checklist shall include every building or site serviced by the Contractor, as well as every task required to be performed. File. A quality control file shall contain a record of all inspections conducted by the Contractor and any corrective actions taken. The file shall be maintained throughout the term of the contract and made available to the COR upon request. Inspector(s). The Contractor shall state the name(s) of the individual(s) responsible for performing the quality control inspections. Q. BILLS OR INVOICES Bills or invoices are to be submitted monthly. All services for the SFVAHCS/Wagner CBOC are to be on one invoice for the entire month, each type of service may be listed on the invoice for the month by line items. At no time shall the contractor invoice separate invoice in a month for other services such as (Bed Bug treatment, Bed Bug Sniffing Dog, Heat treatment, etc.). It must all be contained in the monthly invoice. Vendor Electronic Invoice Submission Methods: Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods below: VA s Electronic Invoice Presentment and Payment System The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Payment Remittance: Monthly billings will be submitted into the Tungsten Network web link. A completed and accurate invoice and supporting documentation must be uploaded into the Tungsten Network. Once uploaded into the Online Certification System for processing and payment. Email
[email protected] to register for electronic invoicing. Call 1-877-489-6135 for support. Department of Veterans Affairs Financial Services Center PO Box 149971 Austin, TX 78714-8971
[email protected] The Contractor shall establish electronic billing in Tungsten Network which is a method of submitting electronic invoices to the VA Financial Services Center (FSC). Attachment A NOTE: All Square footage is an approximation. It will be up to the Contractor to validate square footage. Building 1 - Admin Net Square Feet Gross Square Feet Basement 14,180 17,323 1st Floor 16,051 19,294 2nd Floor 11,559 14,151 3rd Floor 9,512 11,586 4th Floor 1,514 1,901 Building 1 Total 52,816 64,255 Building 5 Main Hospital Net Square Feet Gross Square Feet Pipe Basement 0 0 Ground Floor 130,031 147,226 1st Floor 64,811 79,405 2nd Floor 51,170 60,745 3rd Floor 34,544 41,994 4th Floor 23,952 28,907 5th Floor 19,804 26,408 6th Floor 6,298 6,880 7th Floor 0 0 8th Floor 0 0 Building 5 Total 330,610 391,565 Building 7 Engineering Shops Net Square Feet Gross Square Feet 1st Floor 3,780 3,780 Building 8 - Laundry Net Square Feet Gross Square Feet Basement 1,296 1,296 1st Floor 5,812 5,812 Building 8 Total 7,108 7,108 Building 9 Garage Net Square Feet Gross Square Feet 1st Floor 4,148 4,148 Building 11 Boiler Plant Net Square Feet Gross Square Feet 1st Floor 6,662 6,662 Building 16 Legal/HBPC Net Square Feet Gross Square Feet Basement 2,074 2,365 1st Floor 2,012 2,381 2nd Floor 1,956 2,365 Building 16 Total 6,104 7,111 Building 17 Engineering Net Square Feet Gross Square Feet 1st Floor 2,014 2,379 2nd Floor 2,080 2,376 Building 17 Total 4,094 4,755 Building 19 Gas Meter House Net Square Feet Gross Square Feet 1st Floor 120 152 Building 22 Recreation Shelter Net Square Feet Gross Square Feet 1st Floor 695 768 Building 24 Aux. Power Unit Net Square Feet Gross Square Feet 1st Floor 226 253 Building 27 Elec. Switchgear Net Square Feet Gross Square Feet 1st Floor 1,198 1,374 Building 28 Research Net Square Feet Gross Square Feet 1st Floor 6,642 6,642 Building 28 Regional Office Net Square Feet Gross Square Feet 1st Floor 24,395 26,168 Building 50 Generator Building Net Square Feet Gross Square Feet 1st Floor 1,662 1,778 Building 51 Emergency Mgmt Net Square Feet Gross Square Feet 1st Floor 1,662 1,778 Building 52 Integrated health Net Square Feet Gross Square Feet 1st Floor 2,897 3,321 Building 53- Outpatient MH Net Square Feet Gross Square Feet 1st Floor 15,918 Mezzanine 1,552 MH Building Total 17,470 Building 54- Hospice Cottage Net Square Feet Gross Square Feet 1st Floor 11115 Building T11 Storage Net Square Feet Gross Square Feet 1st Floor 904 960 Building T12 Storage Net Square Feet Gross Square Feet 1st Floor 1,979 2,073 Building T13 Storage Net Square Feet Gross Square Feet 1st Floor 1,357 1,426 Building T15 Vacant Net Square Feet Gross Square Feet 1st Floor 3,035 3,280 Wagner CBOC Clinic Net Square Feet Gross Square Feet 1st Floor 3,072 Total Gross Square Feet 567,942