Description
The mission of the Fort Thompson Health Center (FTHC) is to provide the highest quality healthcare services to the patients of the Crow Creek Sioux Reservation and surrounding communities in South Dakota. In order to sustain a safe, sanitary, and healing environment for patients, staff, and visitors, effective facility management is essential. A critical component of maintaining this environment is the prevention and control of pests that may pose risks to public health, damage facilities, or compromise the integrity of healthcare services. Pest activity in medical and residential settings can directly impact infection control standards, patient safety, staff working conditions, and compliance with federal and tribal health regulations. To meet this need, the Fort Thompson Health Center requires a one-year, firm-fixed price, non-personal services contract for comprehensive pest control. This contract will encompass three distinct service areas: Fort Thompson Health Clinic (FTHC) – The primary healthcare facility serving the community. Behavioral Health Clinic . Wellness Center building The Contractor shall ensure consistent and thorough pest control services across these facilities, safeguarding the health of patients and staff while protecting federal property. OBJECTIVE The Fort Thompson Health Center requires pest control services to ensure that all clinics, workspaces, and remain safe, sanitary, and free of pests and vermin. A clean and pest-free environment is essential to protect patient health, maintaining compliance with healthcare facility standards, and supporting staff well-being. SCOPE OF SERVICES The Contractor shall provide comprehensive pest control services for the Fort Thompson Health Center Clinic, the Behavioral Health Clinic and the Wellness Center. Services shall include, but are not limited to: Extermination and Control: Treatment for vermin such as rats and mice, and insects including roaches, ants, silverfish, fleas, moths, bedbugs, and other common pests affecting healthcare and residential facilities. Prevention: Implementation of integrated pest management (IPM) strategies designed to minimize chemical use while effectively controlling infestations. Inspection and Monitoring: Routine inspections of clinics, work areas, storage rooms, to detect early signs of pest activity. Treatment Frequency: Scheduled services monthly, with additional treatments required to address specific infestations. Emergency Response: On-call service for urgent pest issues that pose an immediate risk to patient safety. Compliance: Use of EPA-approved pesticides and adherence to federal, state, local, and Indian Health Service safety and environmental requirements. The Contractor shall ensure that pest control services are delivered professionally, consistently, and with minimal disruption to clinical operations. PERIOD OF PERFORMANCE: Base Plus four Option Years. PLACE OF PERFORMANCE: Fort Thompson Health Center, 1323 BIA Route #4 Fort Thompson South Dakota 57339 Behavioral Health Building Wellness Center QUALIFICATION OF BIDDERS: Contractor shall have an adequate staff who possess Commercial Pesticides Applicators certification, in compliance with applicable state and federal laws and regulations. Only certified applicators shall be permitted to apply pest control chemicals in or on federally owned or leased structures or property. A copy of the certifications shall be submitted with the bid proposal. The Contractor shall locate personnel or so arrange their service routes that pest control service personnel are available and prepared to render services as required and necessary to comply fully with these specifications. The Contractor shall submit written certification to the Contracting Officer or his designated representative guaranteeing that the services offered will meet the requirements of these specifications. On request of Contracting Officer or his designated representative, the Contractor shall submit in writing the names and addresses of people or firms for whom he has rendered pest control services of a similar nature. The Contractor shall provide certification of surety bonds. The Contractor shall provide a list of the pesticides he intends to use on the premises and a Material Safety Device Sheet (MSDS) for each substance. The list shall have the brand names of the pesticides and the site where they are to be used. EPA uses 17 different site codes for hospital insecticides. A pesticide listed as unspecified hospitals shall not be used. Pesticides shall be used only against the insect specified on the label and the manner of treatment specified on the label. Only pesticides listed for use in patient treatment rooms shall be used in patient treatment rooms and only if such rooms are unoccupied at the time of treatment. Rodenticides shall not be used unless they are listed for use in health care facilities. Trapping will be an acceptable alternative. SERVICES Required The Contractor shall be responsible for making a complete survey of the premises and buildings on or in which the exterminating services are to be rendered to be thoroughly familiar with the coverage of service requested in this specification. Any misunderstanding arising from not fully meeting the requirements outlined in this specification due to failure in making a survey shall not excuse the Contractor from fully complying with the requirements of the specifications. The Contractor shall applicate the Fort Thompson Health Center Monthly. The Contractor shall applicate the Behavioral Health Building Monthly. The Contractor shall applicate the Wellness Center Monthly. The contractor shall receive a map of exterior areas and floorplans for interior areas of application of pest control services. The Contractor shall provide services at reasonable hours which will be subject to and determined by the normal workload and schedule of the Fort Thompson Health Center. All regular exterminating services shall be performed between the hours of 8:00 AM and 5:00 PM. Services may be performed at other hours with the consent of the Chief Executive Officer or other Officer-In-Charge of the Fort Thompson Health Center. If the extermination of insects and/or rodents as outlined under Scope of Service requires the drilling of holes or otherwise defacing the property, the Contractor shall obtain written permission from the Chief Executive Officer or his designated representative to do so and shall restore the property to its original condition. The Contractor shall provide treatment of the premises to eliminate or control those pests specified under Scope of Services. Exterminating services shall be conducted as specified above unless, in the opinion of the Contracting Officer or Their designated representative, an emergency exists, and more frequent services are necessary. The Contractor shall render a written report to the Chief Executive Officer or his designated representative responsible for the facility which outlines the services rendered. The report shall be completed immediately according to the service and before departure from the premises. The Contractor shall furnish to the Safety Officer or his designated representative, prior to the initial application of the pesticide and/or rodent control chemical, an approved Material Safety Device Sheet (MSDS) for each substance. The Contractor shall furnish the same information each time he changes toxicants or products used in the performance of the exterminating services. Baits shall be used with commercial bait “stations” (containers) and the name of the bait used shall be printed on the outside of the bait station. All pesticides, herbicides and other chemicals used for the control and/or destruction of pests shall be registered for hospital use by the Environmental Protection Agency and shall conform to Federal, State and local law and ordinance. No pesticide or herbicide formulation shall be used in such a way as to constitute a hazard to the health of humans or warm-blooded animals. All chemical dilutions shall be used and applied in accordance with directions stated on the label registered with the Environmental Protection Agency. No pest control chemicals shall be permitted to contact any food or utensil in which food is prepared or contained. Food service areas are restricted to crack and crevice treatment and shall consist of injection of proper dilutions of approved toxicants into wall and floor junctures, baseboard openings, openings, between fixtures and equipment at joint with walls. Hollow legs of equipment shall also fall into this placement category. Fan spray in food service areas are prohibited. Chemicals used for pest control should not stain surfaces such as floors, baseboards, walls, ceilings, tables and other equipment. Chemicals in liquid form shall be handled with special care in areas having asphaltic, mastic or linoleum floor surfaces. Fluid dilutions shall not be used in electrical wall boxes, electrical motors or other areas where insertions may create a fire, shock or explosion hazard. No pest control chemical or equipment shall be stored or kept at any Fort Thompson Health Center when the operator is not working without the express approval of the Chief Executive Officer or his designated representative. Further, the Contractor shall not dispose of any waste or container on federally owned or leased property. The Contractor shall provide in writing a list of any structural conditions in the building(s) by which insects or rodents can gain access or harborage and make written recommendations for correcting the conditions. This report shall be submitted to the Chief Executive Officer or his designated representative. The Contractor shall notify the Chief Executive Officer or their designated representative of at least two (2) days in advance of the service call so that he may accompany the Contractor or make referrals to him. CONTRACTOR QUALITY ASSURANCE: The Contractor shall allow the Government to evaluate the quality of services provided with the technical requirements of this contract. This assessment will include the Commercial Pesticides Applicators certification, in compliance with applicable state and federal laws and regulations, delivery schedule, submitted written reports, and approved Material Safety Device Sheet (MSDS) for each substance used. An assessment spreadsheets will be created monitored by the Optometrist and the Contracting Officers’ Representative (COR). This assessment spreadsheet may be used as a record of contract performance history for the purpose of evaluation in other competitive or non- competitive acquisitions. PRIVACY ACT & HIPAA: The Contractor shall not maintain a system of records on Indian Health Service patients; however, the Contractor is bound by the Privacy Act of 1974 in that no information regarding patient prescription may be released to any unauthorized individual. The Health Insurance Portability and Accountability Act of 1996 (HIPAA) Privacy Rule is also applicable concerning patient prescription information. GOVERNMENT -PROVIDED EQUIPMENT: None ADMINISTRATIVE: Contracting Officer’s Representative Designation The designated COR for this contract is: Mitchell Franklin COR ll The COR is responsible for: Monitoring the Contractor’s technical progress. Interpreting the statement of work. Technical evaluation is required. Technical inspections and acceptance required by this contract; and Assisting the Contractor in the resolution of technical problems encountered during performance of this contract. Subject matter expert for this contract is: Ed Wright, Facilities Manager, Fort Thompson Health Center AUTHORITY: No person other than the Contracting Officer has the authority to bind the Government with respect to this contract. No action or omission of any government employee or representative other than the Contracting Officer shall increase or decrease the scope of this contract or shall otherwise modify the terms and conditions of this contract. In no event shall any of the following be effective or binding on the Government or imputed to the Contracting Officer with respect to this contract: An understanding or agreement between the Contractor and anyone other than the Contracting Officer. A purported modification or change order issued by anyone other than the Contracting Officer; A promise by anyone other than the Contracting Officer to provide additional funding or make payments; or an order, direction, consent, or permission from anyone other than the Contracting Officer to: Incur costs more than a specified estimated cost, allotment of funds, or other ceiling; or Expend hours in excess of a specified level of effort. INVOICE SUBMISSION AND PAYMENT: The Contractor shall submit one invoice, monthly, for incurred charges related to service. Invoice submission and payment: In compliance with the Office of Management and Budget (OMB) M-15-19 memorandum Improving Government Efficiency and Saving Taxpayer Dollars Through Electronic Invoicing, directing Federal agencies to adopt electronic invoicing as the primary means to disburse payment to vendors. Invoices submitted under any award resulting from this solicitation will be required to utilize the Invoice Processing Platform (IPP) in accordance with HHSAR 352.232-71, Electronic Submission and Processing of Payment Requests. IPP is a secure, web-based electronic invoicing system provided by the U.S. Department of the Treasury’s Bureau of the Fiscal Service, in partnership with the Federal Reserve Bank of St. Louis (FRSTL). Respondents to this solicitation are encouraged to register an account with IPP if they have not already done so. If your organization is already registered to use IPP, you will not be required to re-register, however, we encourage you to make sure your organization and designated IPP user accounts are valid and up to date. The IPP website address is: https://www.ipp.gov.