S--Integrated Pest Control Services

Page 1 of 8 The Department of Veterans Affairs Medical Center, NCO 9 Network Contracting Office, on behalf of the Department of Veterans Administration Medical Center Lexington, is conducting market research through this sources sought notice to seek Veteran Owned Small Business (VOSB) sources that can one (1) provide Integrated Pest Control Services , Monday through Friday 8:00 am - 5:00 pm, at both the Coopers Division located at 1101 Veterans Drive, Lexington, KY, 40502 & the Leestown Division, located at 2250 Leestown Rd., Lexington, KY 40511. The North American Industry Classification System (NAICS) Code for this acquisition is 561710. SAM: Interested parties should register in the System for Award Management (SAM) as prescribed in FAR Clause 52.232-33. The SAM can be obtained by accessing the internet at www.sam.gov or by calling 1-866-606-8220. Submission of Information: Companies having capabilities necessary to meet or exceed the stated requirements are invited to provide information to contribute to this market survey/sources sought notice including commercial market information and company information. Companies may respond to this Sources Sought Notice via e-mail to [email protected]. The subject line must read Integrated Pest Control Service Lexington VAMC. Responses must be submitted no later than April 25th, 2014 by 12:00 noon CT. 1. Name of Company, Address and DUNS Number. 2. Point of Contact and Phone Number. 3. Business Size applicable to the NAICS Code: a. HuBZone Small Business Concern; b. Service-Disabled Veteran Owned Small Business Concern (SDVOSB); c. Veteran Owned Small Business Concern (VOSB); d Small Business Concern; e. Large Business Concern 4. Documentation Verifying Small Business Certification: a. If claiming VOSB status, provide documentation that shows the Veteran unconditionally owns 51% of the business, controls the management and daily operation, make long-term decisions for the business, and holds the highest officer position in the company that works at the business fulltime during normal working hours. The documentation should also show the business is small under the NAICS code 561710. STATEMENT OF WORK PEST CONTROL SERVICES DESCRIPTION The Lexington Veterans Affairs Medical Center (VAMC) has a need for Integrated Pest Management Services (IPMS) that are a part of a comprehensive Integrated Pest Management (IPM) program. IPM is a process for achieving long term, environmentally sound pest suppression through the use 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. Contractor provided IPMS will be utilized as stated within Statement of Work. IPMS will be utilized in all grounds and buildings herein the Lexington VAMC. IPMS REQUIREMENTS The Contractor shall furnish all supervision, labor, materials, and equipment necessary to accomplish the surveillance, trapping, treatment, 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. The Contractor shall perform all work in accordance with the guidelines established by Federal, State and local ordinances and in compliance with the contractor s own Procedures and Quality Control Manual. The contractor shall conform to all regulations federal, state, and local governing examining and licensing of pest control service men/women, performance of pest control, use of approved pest control service chemicals and equipment, which may be in effect during the time in which the work under the contract will be performed. The Contractor shall meet the performance expectations of the Government in eradicating and suppressing the following pests: Indoor and Outdoor populations of rats, mice, wasps, cockroaches, ants, flies, spiders, and any other arthropod or common pest including bed bugs. Pests that are located outside of the specified buildings, but within the property boundaries of the buildings including: raccoons, snakes, woodchucks, etc. Contractor must have capacity to eradicate bed bug infestation by industry standards including but not limited to steam, freezing, and pesticide. Must be able to provide same day treatment within twelve (12) hours of notification of positive bed bug sighting. Notification will be given during normal business hours 8:00 a.m. 4:30 p.m., ET, Monday - Friday. Must be able to provide emergency pest control services within twenty-four (24) hours of notification by telephone or email. Notification will be given during normal business hours 8:00 a.m. 4:30 p.m., ET. Same day treatment includes: Bed bug inspection by Pest Technician and/or K-9 Other pest emergencies as identified by COR Provide sound pest control reduction/trapping services for 13 major buildings, 12 minor buildings, 31 auxiliary building, and 1 underground parking garage. Install/Furnish proper Insect Light Traps (ITL) in locations denoted on Attachment A. Light trapping equipment must be offered in different sizes for different applications. All ITL must have COR approval before hanging. Large Dimensions: 53 1/8" x 13 1/8" x 5 5/8" or Equal Medium Dimensions: 28" x 10 1/2" x 5 3/4" or Equal Small Dimensions: 24-1/2"W x 9-1/2"H. Depth 6-1/8" to 1-5/8" or Equal. Contractor Provided Pest Sighting Log Book to have items serviced at each date of service. Log book will be kept in Environmental Management Services (EMS) offices and maintained by EMS staff. Each building must be sprayed with protective outer pesticide around perimeter of building (at minimum of three feet up and three feet out) as indicated in Attachment A. Each facility/building must be equipped with catch-all mouse trapping stations at each entrance, which are meant to capture small pests prior to entry into facilities. Semi-annual K-9 bed bug inspections shall be performed twice a year (November & May). K9 services will only be provided once during the base period. This service shall be provided for patient care areas to include but not limited to patient rooms, clinics, and waiting rooms. This service shall also be provided for support operations to include but not limited to Laboratory, Pharmacy, and Health Administration. Food handling areas: treatment of these areas is limited to normal business hours and only times when food is not being held, processed, prepared, serviced, and while not occupied by facility employees. The contractor personnel shall at no time enter facility elevators which are occupied by food service equipment/food while in the possession of pesticides or application equipment. Patient Occupied Areas: Contractor s personnel shall utilize pesticides, with as low volatility and as odor free as possible in order to keep odor levels from affecting patients in these areas. The contractors personnel shall at no time enter or remain in the facility elevators which are occupied by patients while in possession of pesticide or application equipment. Operating Rooms: The operating rooms shall be inspected on a weekly basis or as requested by the COR and treated, as needed or as requested, using the crack and crevice method. Treatment shall occur on Fridays after 7:00 p.m., or as required to avoid interfering with the surgical schedule. Emergency callbacks to treat problems in the operating room shall be handled after 7:00 p.m. on the day requested. Critical Areas: The following areas are designated Critical Areas: Pharmacy Nutrition and Food Service spaces Intensive/Critical Care Units Respiratory Care Units Sterile Processing Department Contractor personnel shall take extra care to avoid interfering with normal functions while working in these areas. Kitchen, meat & vegetable rooms, the warehouse & store rooms, clothing room, laundry, men s locker room, mailroom, boiler plant, maintenance & operations shops and storage garages, etc., shall be treated weekly using the crack and crevice method. Treatment shall be scheduled no less than one (1) week prior to performance. Also, using the same method, fogging of the boiler rooms, pump house, and under each building shall be accomplished as requested but no more than once a month. Contractor may use other methods in lieu of fogging upon approval from the COR. Contractor shall have the ability to provide fogging upon request but no more than once a month. SCHEDULE OF IPMS See Attachment A Installation Services include set up of ITL, catch all stations, pigeon traps and perimeter residual application to all buildings listed in Attachment A. Routine Services include minimum of five service days a week. must have all ITL; catch all traps and kitchens serviced during these five days of service. In addition, all documented pest issues in the Pest Log Book shall be treated on these five treatment days, which includes all buildings listed on Attachment A. On Demand Services will be requested by COR or delegate during normal business hours. See Attachment A for On Demand Services Normally, inspection and treatment shall be made during the regular work hours, 8:00 a.m. to 4:30 p.m., Monday through Thursday and 7:00 p.m. to 11:00 p.m. on Fridays. Should a government holiday fall on a scheduled day for a pest control application, the contractor may reschedule with the Chief, Environmental Management Service prior to the holiday. Service shall be performed in such a manner as to not interfere with normal procedures of the hospital. Fogging shall only be done between 7:00 p.m. and 11:00 p.m. Environmental Management Service will establish the schedule of areas to be treated and shall orient the contractor to the Medical Center. It shall then be the contractor s responsibility to instruct any employee assigned to this Medical Center. At contract startup, contractor shall be given a list of areas where contractor personnel shall be required to sign in and out, i.e., Pharmacy, Operating Rooms, Nutrition & Food Service, etc. Pesticide Application: TREATMENT: All buildings shall be serviced by the crack and crevice method. Operating rooms shall be treated via the crack and crevice method after 7:00 p.m. Rodent baits shall be placed, where required, in covered, locked or tamper resistant containers. Baits and traps shall be checked and removed as needed. Care shall be used in their placement so as to be safe to both humans and animals. This type of service shall be provided five (5) days per week. All patient care, clinical, and administrative areas are to be serviced. Service shall also include all restrooms, storage rooms, housekeeping aid closets, and corridors. Chemicals used must be approved through the office of Environmental Management Service. Emergency treatment callbacks shall be accomplished within 24 hours of notification. FOGGING: In addition to the above treatment, the kitchen, meat, and vegetable rooms, the warehouse, clothing room, laundry, men s locker room, mailroom, boiler Engineering shops and storage garages shall be treated using the fogging method as requested and must be scheduled at least one week prior to performance. An ultra-low volume applicator shall be used. SPRAYING: Applications of insecticides/pesticides to exposed surfaces or as area sprays shall be restricted to unique situations where no alternative measures are practical. The contractor shall obtain permission from the COR prior to the application of any insecticide/pesticide using this method. It is expected that this method shall be used primarily outdoors and in uninhabited areas (i.e. basements, crawlspaces, etc.) RESTRICTION ON USE OF PEST CONTROL MATERIALS: Chemicals used must be approved by the Chief, Environmental Management Service, Safety and Infection Control Committee prior to any work commencing under this contract. All rodenticides or traps shall be placed only at times and in areas approved by the Chief, Environmental Management Service, and unused portions shall be recovered at the latest by a time limit agreed upon by the contractor and the Chief, Environmental Management Service. No pest control material shall be allowed to contact any food or cooking utensils. REMOVAL OF DEAD RODENTS: All dead or dying rodents shall be recovered by the operator and disposed of to the satisfaction of the officer in charge of pest control. DISPOSAL OF HAZARDOUS WASTES: The contractor shall not dispose of any excess pesticide, pesticide containers or any other materials contaminated by pesticides at any location on the medical center premises. STORAGE OF PEST CONTROL MATERIALS: No pest control materials or equipment shall be stored or kept on the medical center premises when the operator is not working. 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 s employees: Only operators designated in writing by the contractor may perform work under this contract. Such operators must bear the contractor s signed designation. A current State of Kentucky Pest Control Operator s Certification (a registered technician may administer non-regulated pesticides; certified licensed public applicator must administer regulated pesticides) is required by any operator working on this facility. A copy shall be furnished to the contracting officer and the Chief, Environmental Management Service. 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. REQUIRED DOCUMENTATION / REPORTING: During the period of this contract, the contractor shall provide the following documents / reports, as required: A listing of all rodenticides and pesticides shall be furnished to the Chief, Environmental Management Service with corresponding Material Safety Data Sheets (MSDS). EPA registration numbers shall also be furnished. The contractor shall also provide the trade names (if any) and chemical names of the chemicals used and a label showing the contents, the use strength of the chemical as applied, and the antidote thereto. The contractor shall furnish the same information each time he/she changes chemicals or products used in the performance of this contract. This information is required by the Medical Center for emergency treatment in the event of ingestion and/or contact with the material by humans. A copy of the contractor s own Procedures and Quality Control Manual. This manual shall be provided to the Contracting Officer s Representative (COR) prior to start of work under this contract. This manual shall contain procedures including, but not limited to: Pesticide spill clean-up Disposal of unused pesticides Disposal of empty pesticide containers Handling, storage and transportation of pesticides Mixing of pesticides Cleaning and maintenance of pesticide equipment Disposition of trapped animals Trapping animals Bird control MSDS and Hazardous Chemicals training Contractor personnel shall sign in at each division upon arrival, prior to providing any services. They shall receive a listing of any trouble calls for that division, which shall determine the initial itinerary for service that day. Contractor personnel shall, prior to leaving, provide a field service report to the COR, which documents all services provided during that work shift. The document shall include: (1). Name of person applying pesticide. (2). Specific areas of the medical center, by building and room #, where pesticides were applied. (3). The pest or pests being treated. (4). Date and time of application. (5). Brand name of pesticide applied. (6). Rate of application or amount of pesticide applied, and the total area treated. INSPECTION The right is reserved to thoroughly inspect and investigate the contractors vehicles, equipment, business reputation, past performance history and other qualifications, and to reject any offer, irrespective of price, if it shall be administratively determined lacking any of the essential necessary to assure acceptable standards of performance. Attachment A FACILITIES: Sites and buildings covered by the contract include: Site 1 Cooper Drive Division: Approximately 4.8 acres of land, One (1) major building, one (1) minor building and one (1) underground parking garage covering approximately 748,000 square feet. Site 2 Leestown Division: Approximately 134.5 acres of land, containing twelve (12) major buildings (#1, 2, 3, 4, 5, 16, 17, 25, 26, 27, 28, 29), eleven (11) minor buildings (#6, 7, 8, 12, 37, 22, 67, 47, 39, 117) and thirty-one (31) auxiliary buildings (#9, 20, 23, 24, 32, 33, 38, 44, 45, 49, 50, 52, 65, 68, 69, 71, 72, 73, 74, 75, 100, 112, 113, 114, 115, 116, 118, 119, 120, 124, 125) covering approximately 715,000 square feet. SCHEDULE: The following table provides the frequency at which areas within the medical center will be inspected or serviced, and if necessary, the proper pesticide applied to deal with pest control problems. Area/Bldg. Function Frequency Cooper Drive Bldg. 1 Patient care and administrative Weekly Clinical Addition Clinics / administrative Weekly Underground garage Parking Monthly Exterior grounds Monthly or as required Animal removal As required Leestown Bldgs. 1,2,3,4,5,16,17,25,27,28 and 29 Patient care / clinics and administrative Weekly Bldgs. 12,22,37,39,47,67,117 Warehouse / engineering shops Monthly Bldgs. 9,20,23,24,32,33,38,44,45,49,50,52,65,68,69,71,72,73,74,75,100,112,113,114,115,116,118,119,120,124,125 Shelters and assorted outbuildings Quarterly Bldgs. 6,7,8 (Vacant) Quarters Semiannually Exterior grounds Monthly/as required Animal removal As required Disclaimer and Important Notes: This Sources Sought Notice is for market research purposes only and does not constitute a Request for Proposal/Quotation; and, it is not considered to be a commitment by the Government to award a contract nor will the Government pay for any information provided; no basis for claim against the Government shall arise as a result from a response to this Sources Sought Notice or Government use of any information provided. Failure to submit information in sufficient detail may result in considering a company as not a viable source and may influence competition and set-aside decisions. Regardless of the information obtained from this Sources Sought Notice, the Government reserves the right to consider any arrangement as deemed appropriated for this requirement. 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. No proprietary, classified, confidential, or sensitive information should be included in your response to this Sources Sought Notice. The Government reserves the right to use any information provided by respondents for any purpose deemed necessary and legally appropriate, including using technical information provided by respondents in any resultant solicitation. At this time no solicitation exists; therefore, do Not Request a Copy of the Solicitation. After a review of the responses received, a pre-solicitation notice and solicitation may be published on Federal Business Opportunities (FedBizOpps) website. It is the potential offeror's responsibility to monitor FedBizOpps for release of any future solicitation that may result from this Sources Sought Notice. However, responses to this Sources Sought Notice will not be considered adequate responses to any resultant solicitation. Pursuant to FAR Part 10 (Market Research), the purpose of this notice is to: (1) determine if sources capable of satisfying the agency's requirements exists, (2) determine if commercial items suitable to meet the agency's needs are available or could be modified to meet the agency's requirements, and (3) determine the commercial practices of company's engaged in providing the needed service or supply. Pursuant to FAR Part 6 and FAR Part 19, competition and set-aside decisions may be based on the results of this market research. This notice in no way obligates the Government to any further action.