Pest Control Services for Wagner IHS Healthcare Center

Sources Sought: Pest Control Services Sources Sought Notice Number: IHS-WAG-26-1521491 This Sources Sought Notice is for informational and planning purposes only and shall not be construed as a solicitation, an obligation or commitment by the Indian Health Service. This notice is intended strictly for market research to determine the availability of Indian Small Businesses Economic Enterprise (ISBEE), Indian Economic Enterprises (IEE), or Other Small Businesses. Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether an ISBEE set-aside is possible. The anticipated applicable NAICS code for this acquisition is 561710 Exterminating and Pest Control Services. The Government requests interested parties submit a written response to this notice, which includes: a. Company Name b. Company Socioeconomic Status c. Company System for Award Management (SAM) Unique Entity Identifier (UEI) number d. Company point of contact, mailing address, and telephone number(s), and website address e. Name, telephone number, and e-mail address of a company point of contact who has the authority and knowledge to clarify responses from government representatives. f. Cage Code: g. Tax ID h. Date submitted i. Applicable company GSA Schedule number or other available procurement vehicle j. Company’s System for Award Management (SAM) registration status. All respondents must register on SAM located at http://www.sam.gov/. Background The mission of the Wagner Health Center (WHC) is to provide the highest quality healthcare services to the patients of the Yankton 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 Wagner 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: Wagner Health Center (WHC) Clinic – The primary healthcare facility serving the community. Veterans Administration (VA) Clinic – Wagner – A co-located medical facility supporting area veterans. Wagner Health Center (WHC) Quarters Housing Units – Government-provided residential housing for medical staff. 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 Wagner Health Center requires pest control services to ensure that all clinics, workspaces, and residential living units 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. 2.1 Scope The Contractor shall provide comprehensive pest control services for the Wagner Health Center Clinic, the Veterans Administration Clinic in Wagner, and the Wagner Health Center Quarters Housing Units. 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, kitchens, and housing units 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, food storage, or housing conditions. 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 and residential life. 3.0 Work Schedule/Availability WHCC hours of operations are Monday through Sunday 7:00am to 11:00pm. Period of Performance The period of performance shall be from February 1, 2026, to January 31, 2027 5.0 Place of Performance Wagner Health Center, 111 Washington Ave. NW Wagner, South Dakota 57380 Veterans Clinic, 400 SD-46, Wagner, SD 57380 9 Quarters Houses: Lot #1, House 410, Memorial Dr., Wagner, SD 57380 Lot #2, House 413, 3rd Street, Wagner, SD 57380 Lot #3, House 409, 3rd Street, Wagner, SD 57380 Lot #4, House 405, 3rd Street, Wagner, SD 57380 Lot #5, House 401, Hickory Ave., Wagner, SD 57380 Lot #6, House 403, Hickory Ave., Wagner, SD 57380 Lot #7, House 402, Memorial Dr., Wagner, SD 57380 Lot #8, House 404, Memorial Dr., Wagner, SD 57380 Lot #9, House 406, Memorial Dr., Wagner, SD 57380 Triplex (3) Apartments, Units: 303, 403, 503, 119 Washington Ave, Wagner, SD 57380 1 Physician House, No. 001, 121 Washington Avenue NW, Wagner, SD 57380 6.0 Contractor Responsibility 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 Requested 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 9 Employee Houses Monthly The Contractor shall applicate the Wagner Health Center Monthly. The Contractor shall applicate Veterans Administration Building Monthly. The Contractor shall applicate the Triplex Apartments Monthly. The Contractor shall applicate 1 Physician House 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 Wagner Health Center. All regular exterminating services shall be performed between the hours of 8:00 AM and 5:00 PM. Extra services may be performed at other hours with the consent of the Chief Executive Officer or other Officer-In-Charge of the Wagner 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 her designated representative, an emergency exists, and more frequent services are necessary. Request for additional visits shall be fulfilled by the Contractor within one week after receipt of the request. 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 Chief Executive 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 Wagner 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 his 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. 7.0 Contracting Officer’s Representative Designation The designated COR for this contract is: Dwight Janis, COR Level 1 Wagner Health Care Facility 111 Washington Ave. NW Wagner, SD 57380 The COR is responsible for: Monitoring the Contractor’s technical progress; Interpreting the statement of work. Technical evaluation as 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: Chad Zephier, Facilities Manager Wagner IHS Health Center 111 Washington AVE NW Wagner, South Dakota 57380 8.0 Contractor Compliance The Contractor shall adhere to all official coding and billing rules as published by the American Hospital Association (AHA), Centers for Medicaid and Medicare Services (CMS) regulations and guidelines to ensure the highest levels of integrity compliance and ethics. The Contractor shall maintain records of confidentiality in accordance with the Health Insurance Portability and Accountability Act (HIPAA), Privacy Act of 1974, Alcohol and Drug Abuse Patient Records, Freedom of Information Act (FOIA), and other pertinent Federal regulations. 9.0 Administrative Compensation – Billing will be at a fixed rate for all services. Meetings/Conference Calls – The Contractor shall attend meetings or conference calls scheduled by the Contracting Officer’s Representative (COR) to address areas of concern and exchange information to ensure all contract requirements are being met. The COR shall be responsible for scheduling and coordination of all meetings and conference calls. Equipment Failure – Any delays or downtime due to Contractor equipment failure shall be communicated to the COR or their designee as soon as possible via telephone or email. The Contractor shall not be penalized for delays due to Service Unit equipment failure or updates that are beyond the Contractor’s control (e.g., IHS server downtime). 10.0 Government Furnished Property/Equipment/Information No Government furnished property, equipment, or information is provided. 11.0 Closing Statement Point of Contact: John Archambeau, Purchasing Agent, at [email protected] Submission Instructions: Interested parties shall submit capability via email to John Archambeau, Purchasing Agent, at [email protected]. Must include Sources Sought Number IHS1521491 in the Subject line. The due date for receipt of statements is December 31, 2026, 12:00 p.m. Central Time. All responses must be received by the specified due date and time in order to be considered. This notice is for information and planning purposes only and shall not be construed as a solicitation or as an obligation on the part of IHS. IHS does not intend to award a contract on the basis of responses nor otherwise pay for the preparation of any information submitted. As a result of this notice, IHS may issue a Request for Quote (RFQ). THERE IS NO SOLICITATION AVAILABLE AT THIS TIME. However, should such a requirement materialize, no basis for claims against IHS shall arise as a result of a response to this notice or IHS’s use of such information as either part of our evaluation process or in developing specifications for any subsequent requirement. Disclaimer and Important Notes. This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization’s qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in SAM.gov. However, responses to this notice will not be considered adequate responses to a solicitation. Confidentiality . No proprietary, classified, confidential, or sensitive information should be included in your response.