This is a Sources Sought Notice
(a) The Government does not intend to award a contract on the basis of this Sources Sought or to otherwise pay for the information solicited.
(b) Although "proposal," "offeror," contractor, and "offeror" may be used in this sources sought notice, any response will be treated as information only. It shall not be used as a proposal.
(c) Any information received from a contractor in response to this Sources Sought may be used in creating a solicitation. Any information received which is marked with a statement, such as "proprietary" or "confidential," intended to restrict distribution will not be distributed outside of the Government, except as required by law.
(d) This Sources Sought is issued by VISN 2 Contracting Office in New York, NY for the purpose of collecting information for Integrated Pest Management Services for NY Harbor Healthcare System (3 sites: New York Campus 423 E23rd Street, New York, NY 10010; Brooklyn Campus 800 Poly Place, Brooklyn, NY 11209; and St. Albans Community Living Center 179-00 Linden Blvd, Jamaica, NY 11425). The VA is seeking to provide for this requirement as of October 1st, 2020. The NAICS code identified for this requirement is 561710 Exterminating and Pest Control Services. The requirement is detailed in the Statement of Work section of this document.
(e) Cursory market research has identified several small businesses that may be able to provide for this requirement. Contractors that are able to meet the requirements in the attachment are encouraged to email a capability statement and full information to Monique Paltan at Monique.Paltan@va.gov by July 10, 2020 at 3 PM EST.
- Part of the purpose of this sources sought is to determine the viability of set aside to a specific socio-economic category. Contractors shall identify the NAICS code for the services being offered as well as their size status under said NAICS. If contractor is a Service-Disabled Veteran Owned Small Business (SDVOSB), a Veteran Owned Small Business (VOSB), or any other special category of contractors, then contractor is responsible for providing documentation in support of this. This information will be used to determine the viability of a set aside for this requirement.
- Contractors shall also identify any Federal Supply Schedules that may carry the desired services.
- Contractors shall identify pertinent point of contact for company, contractor DUNS number for size standard and socioeconomic verification in SAM and VIP.
- Contractors shall include any relevant comments about the Attachment(s) if applicable.
STATEMENT OF WORK
BACKGROUND: Department of Veterans Affairs, New York Harbor Health Care System
(NYHHS) is seeking Integrated Pest Management (IPM) services for 12 months for each of its 3 campuses (Brooklyn Campus, New York Campus and St Albans Community Living Center).
Integrated Pest Management Services involve the implementation of an Integrated Pest Management (IPM) plan which will achieve long term environmental sound pest suppression using a wide variety of technological mechanisms and management practices. The IPM shall properly mitigate and address the pest infestations that are occurring (or that are expected to occur) at the facility.
The intent of the IPM program is to control and/or eliminate, insects and rodents detrimental to the health and welfare of VA Medical Center patients, employees and visitors.
PLACE OF PERFORMANCE:
1) New York Campus
423 E 23rd Street
New York, NY 10010
2) Brooklyn Campus
800 Poly Place
Brooklyn, NY 11209
3) St. Albans Community Living Center
179-00 Linden Blvd
Jamaica, NY 11425
St. Albans VA
SCOPE: The contractor shall provide all labor, supervision, supplies, materials, equipment
and transportation to develop and implement an integrated pest management (IPM) plan for the interior and exterior of the New York Harbor Healthcare System 3 campuses. All 3 campuses will be serviced 3 times per week. Contractor shall ensure the Integrated Pest Management addresses the following:
Training staff on avoiding enticing pests into an area such as now eating at ones desk and leaving the crumbs.
Inspection and identifying issues allowing pests into an area such as loose baseboards, missing ceiling tiles etc.
Identifying and treating for the identified pests.
Follow-up with reinspection to verify the effectiveness of the treatment.
Services shall be required to be done in a manner that ensures the health and general well-being of patients, staff, and visitors. All infestations will be addressed until complete elimination of pests.
All work is to be performed by qualified/certified applicators in accordance with all requirements and regulations, Federal, State and local, governing the service requested and in accordance with the contractor s Procedures Manual and Quality Control Manual. The contractor shall conform to all federal, state, and local regulations governing examining and licensing of pest control operators, performance of pest control, use of approved pest control chemicals and equipment.
All work associated within this Statement of Work shall be completed during normal business hours, unless otherwise noted by emergency. Normal business hours are typically 7:00 AM to 4:30 PM, Monday through Friday, exclusive of Federal Holidays (or other mutually agreed upon time) on the designated day as agreed upon by the COR and the Contractor.
Contractor shall utilize proper disposal methods for all products/containers which may be in effect for the area where the work under the contract will be performed. Contractor shall provide an Integrated Pest Management (IPM) plan which the contractor will execute in performance of this requirement.
The PM requires approval by the COR prior to implementation. The contractor s IPM plan shall include but is not limited to the following:
Inspections: Contractor shall provide at all properties:
Inspection to determine which pest management measures are appropriate and required.
Recommendation of environmental sanitation practices that restrict or eliminate food, water or harborage for pests and recommended engineering practices that limit entry of pests.
Recommendation of general structural changes to eliminate pests.
Selection and utilization of non-chemical control methods, which eliminate, exclude or repel pests, i.e. insect electrocution devices, traps, caulking, air screens, etc.
Collection and disposal of all pests.
Selection and use of the most environmentally sound pesticide(s) to affect control when chemical control methods are necessary.
Inspect for general structural arthropod pests (i.e., cockroaches, ants, carpet beetles, spiders, carpenter ants, carpenter bees, etc.).
Inspect for flying insect pests (i.e., housefly, stable fly, blow flies, etc.).
Inspect for predatory pests (i.e., lice, bedbugs, fleas, mites, ticks, bees, wasps, mosquitoes, scorpions, ect.).
Inspect for stored product pests (i.e., saw tooth grain beetle, red confused flour beetle, frog, beetle, grain moths etc.).
Inspect for mice and rats (i.e., house mouse, field mouse, roof rat, Norway rats, etc.)
Inspect for pest birds (i.e., pigeons, sparrows, blackbirds, etc.). Non-lethal methods of control and removal are required.
Inspect for other vertebrate pests (i.e., dogs, cats, bats, squirrels, gophers, moles, skunks, snakes, rabbits, raccoons, etc.). Non-lethal methods of control and removal are required.
Inspect for wood destroying organisms (i.e., subterranean termites, dry wood termites, fungi, wood boring beetles etc)
Inspect for aquatic pests (i.e., mosquito larva/pupae, algae etc.).
Contractor shall provide a written inspection report which details the conditions found, including pest types, structural issues and sanitation issues. The contractor shall recommend appropriate actions that are consistent with Federal, State and local Board of Health Departments, JCAHO, OSHA and GEMS.
SPECIFIC AREAS: Contractor shall inspect the below specific areas at all 3 NYHHS
campuses. A detailed service report shall be submitted to the Environmental Management Services Department after each inspection.
employee locker and break rooms,
food service areas (kitchens, storerooms),
Canteen and retail store,
vending machine areas,
food service carts,
intensive care wards,
sinks, and trash dumpsters.
6.1 Cockroach Elimination
The Contractor is required to provide regular recurring treatment to the following areas:
Food service areas (kitchen storerooms), restaurants, snack bars, vending machine areas
housekeeping aid closets
patient bathroom facilities
other areas throughout the facility where conditions exist that are generally considered breeding grounds for roaches.
This does not limit the Contractor to only these specific sites but indicates these must be included in the treatment schedule along with other areas the Contractor determines as sites for regular treatment.
If cockroaches are present, the contractor shall discretely apply the necessary bait, residual, contact, and dust insecticides into cracks and crevices and voids where cockroaches may hide. Residual, dust, or contact insecticide treatments will be limited to application within food service, cafeteria, break rooms, laundry, and common areas.
If cockroaches are present in sensitive areas such as patient rooms and medical units, bait must be placed out of the sight of staff members and patients. All baits must be odorless, non-flammable, non-corrosive, have no inhalation hazard and must be classified as category IV pesticides, the lowest EPA toxicity rating. Only the minimal amount of insecticide required shall be used and all materials will be EPA approved and applied according to the label, laws, and regulations. All insecticide applications must be recorded in the customer service report provided by the contractor.
6.2 Special Provisions: The following provisions shall be adhered to by the Contractor personnel in performing pesticide applications of the areas specified below:
6.2.1 Food Handling Areas: Treatment of these areas is limited to only times when food is not being held, processed, prepared, served and while un-occupied.
6.2.2 Laundry: Treatment of these areas is limited to only times when production is not in progress and linen is covered.
6.2.3 Patient Occupied Areas: Contractor personnel shall utilize pesticides with as low a volatility and as odor free as possible in order to keep odor levels from affecting patients, staff members, and visitors in these areas.
6.2.4 Elevators: The Contractor personnel shall at no time while in the possession of pesticides or application equipment enter facility elevators which are occupied by food service equipment.
6.2.5 Critical Areas: The Contractor shall submit a list of pesticides for intended use in areas listed below for approval by the Manager, Environmental Management Service 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 approval from the Manager, Environmental Management Service. The followings areas are considered Critical Areas:
Nutrition and Food Service
Canteen or Vending Areas
Intensive Care Units
Respiratory Care Areas
Medical Supply Distribution
Sterile Processing Services
All Patient Care areas at all three facilities (as identified by COR)
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.
6.3 Other general structural arthropod pests
Contractor is required to control all general structural arthropod pests (ants, carpet beetles, spiders, carpenter ants, carpenter bees, wasps, etc.). Contractor shall be responsible for mitigating any wasp or bee issues as needed.
6.4 Bed Bug
Contractor shall inspect the Medical Center for Bed Bugs, and if warranted, will provide an integrated Bed Bug service that includes the use of bed bug monitors, baits, and/or the use of liquid extermination. Contractor is required to respond to the VA within one hour of a call for Bed Bugs. In the event that Bed Bugs infiltrate the facility, the contractor and the government COR will coordinate to develop a removal plan.
6.5 Other predatory Pests
Contractor is required to control all predatory pests (i.e., lice, fleas, mites, ticks, mosquitoes, scorpions, etc.)
6.6 Flying Insects
Contractor is required to control all flying insect pests (i.e., house fly, stable fly, blow files, moths, cluster flies, sewage flies, etc.). Contractor shall apply fast acting residual insecticides monthly to fly resting surfaces, including garbage storage areas and building entryways. Fly bait will also be applied in inaccessible areas.
The contractor shall control all pest birds (i.e., pigeons, sparrows, blackbirds, etc.)
In the event that birds become a nuisance around the Medical Center s exterior or are nesting on or within the facility or any entrances, the contractor shall provide the necessary service which shall be comprised of exclusion and repellent techniques. In the event a bird(s) infiltrate facility, the contractor and the government COR will coordinate to develop a removal plan.
Non-lethal methods of control and removal are required.
In the event that wildlife such as raccoons, squirrels, skunks, possum s, bats etc. are a nuisance around the Medical Center property, the contractor shall provide the necessary safe and humane services to alleviate such wildlife. In the event that wildlife infiltrate facility, the contractor and the government COR will coordinate to develop a removal plan.
The contractor shall control all mice and rats (i.e., house mouse, field mouse, roof rat, norway rat, etc.).
Exterior: Contractor shall intercept and control rodents before they enter the facility, to the maximum extent practicable. Should a rodent get into the medical center or other building, contractor will take all necessary measures to eradicate. Contractor shall install and maintain sufficient bait stations and document placement on an equipment diagram. Contractor will service all bait stations monthly.
Interior: Contractor shall place and maintain sufficient interior wind up traps and will document placement on a rodent equipment diagram. Contractor will service these traps monthly. In addition, traps and glue boards will be used as needed and placed discretely.
A rodent diagram must be included in the service log book. All bait stations must be locked and secured. All traps and bait stations shall be dated during monthly inspection and log sheets will note the conditions found during the time of service
All rodenticides or traps shall be placed only at times and in areas approved by the Manager, EMS or COR/s, and unused portions shall be recovered when requested by Manager EMS or COR/s or upon loss of effectiveness. The use of rodenticide shall be restricted to locations specifically approved by Manager EMS or COR/s.
6.10 Other Vertebrate Pests
Contractor shall control all vertebrate pests (i.e., dogs, cats, bats, squirrels, gophers, moles, skunks, snakes, rabbits, raccoons, etc.). Non-lethal methods of control and removal are required.
6.11 All Other Types of Pests
Contractor shall maintain control of the below pests:
Control of stored product pests (i.e., sawtooth grain beetle, red/confused flour beetles, Trogoderma beetles, grain moths, etc.).
Control of lawn and turf pests (i.e., sod webworms, Japanese beetles, larvae, armyworms, cutworms, wireworms, cinch bugs, ants, crickets, wasps, crabgrass, chickweed, broadleaf weeds, molds, blights, rusts, anthracnose, mildews, fungi, etc.).
Control of shade tree and ornamental pests (i.e, aphids, scales, mealybugs, mites, weevils, leaf miners, caterpillars, borers, sawflies, chafers, bacterial diseases, fungi, etc.
Control of wood destroying organisms (i.e., subterranean termites, fungi, wood boring beetles, etc.).
Control of aquatic pests (i.e., mosquito larvae/pupae, algae, etc.)
Contractor is required to use all control methods except fumigation. Evaluation of control measures will be done via follow-up inspections.
Contractor shall provide COR with a copy of all Material Safety Data Sheets (MSDS) and a copy of all specimen labels for all pesticides to be used at this facility. COR will forward all information to Safety.
Material Safety Data Sheets (MSDS) of all chemicals anticipated for use during the life of the contract shall be provided with quote.
Contractor is required to use all control methods except fumigation. Evaluation of control measures will be done via follow-up inspections.
The contractor shall respond verbally within one (1) hour of initial contact from Environmental Services Department and will work with the Medical Center s Environmental Management Staff to negotiate and establish on-site response times based on severity levels of pest situations.
Response time shall be:
one (1) hour for Level 1 Emergency Response (flies in operating room, ants in patient rooms, rodents in Medical Center, and major cockroach infestation or mice or bed bugs).
within 24 hours for Level II Non-Emergency Response (flies in common areas or patient rooms, ant or cockroach sightings).
Contractor shall be available to be on-site within four (4) hours of requested service by the Contracting Officer Representative (COR).
FEDERAL HOLIDAYS: As stated in Section 3, Federal Holidays which are observed by
the federal government are annotated below.
New Year s Day
Martin Luther King s Birthday
President s Day
Independence Day -
AUTHORITY OF APPLICATOR(s): Certified applicators are required in the performance of the work under this contract. Each applicator designated by the Contractor to perform work under the contract will furnish a copy of his/her state certification (showing categories). This copy shall be furnished to the Contracting Officer (CO) and COR for approval and prior to reporting for work.
9.1 NOTE: Certification shall mean a current certificate of competency in pest management in any and all categories or sub-categories as identified by the state in which work is being performed under the contract. All other definitions are as defined in CFR 40 Subchapter E, Parts 162-180.
All applicator s uniforms shall visibly show the individual s name and the company name so as to be easily recognizable at all times. In cases where the Contractor has two or more persons reporting to work under the contract, one of these shall be designated as a supervisor and must 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. The supervisor will assume all responsibility for their work.
SCHEDULING: The Task and Frequency charts of Integrated Pest Management (IPM) as
required on a monthly basis. Contractor shall provide a work schedule to the COR prior to the contract start date. The work schedule must be approved by the COR before work begins.
Pest management tasks shall be scheduled and performed on definite appointed days and in no event shall the Contractor carry on work outside regular agreed-upon working days or hours without prior approval of the COR. This service shall include scheduled treatments as well as treatment required as a result of VA complaint log register.
In the event climate or weather conditions become unsuitable for work or may induce an environmental hazard, then the work shall be rescheduled to a date and time satisfactory to the Contractor and the COR. Postponement will not reflect any penalties assessed to the Contractor, nor should there be any additional cost to the Government.
On each visit, the applicator(s) shall report to the Manager, Environmental Management Service, (EMS) prior to performing any work. The POC in Brooklyn is Debjit Rudra locate in Room 2-222; the POC in New York is Michael Taylor located in room 10139S and in St. Albans the POC is Herbert Jenkins located in room A135.
Contract shall submit a written service report after each visit. Service information will be recorded using an electronic documentation system that is used to generate onsite, easy-to-read reports.
CONTRACTOR COORDINATION OF WORK: The Contractor shall designate a person
or persons who shall have the responsibility for coordination of the contract requirements with the Government s Contracting Officer Representative (COR). The Contractor s Coordinator shall assure that work schedules and written reports are properly transmitted to appropriate personnel to meet contract requirements.
SERVICE CALL BACK REQUIREMENT: Routine Service: The Contractor shall
Respond within 12 hours after receipt of notification by the Manager, EMS or the COR/s; and, at no additional charge to the Government, re-treat previously treated areas when inadequate control (as per specifications) was obtained.
12.1 Unscheduled Service: The Contractor shall, respond within 24 hours after receipt of notification by the Manager, EMS or the COR/s; and, at no additional charge to the Government, perform Integrated Pest Management (IPM) services to correct the condition. Unscheduled visits must be approved by the COR/s.
12.2 Emergency Service: The Contractor shall, within one (1) hour after receipt of notification by the Manager, EMS or COR/s; and, at no additional charge to the Government, perform IPM services to correct the emergent condition. A pest emergency refers to any sighting that may have an immediate harmful impact to patients or staff, which if not treated immediately could jeopardize the health and safety of patients, staff, and visitors.
INTERFERENCE TO NORMAL FUNCTION: 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, visitors, equipment and carts.
STORAGE OF PEST CONTROL MATERIALS: No pest control materials or equipment
shall be stored or kept at the VA Medical Center when the applicator is not working.
DISPOSAL OF HAZARDOUS WASTES: 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.
LOG SERVICES: On each visit, services attended to control IPM complaints by the
Contractor shall be recorded in the station s complaint log book. This is located in the Environmental Management Safety office and shall follow the standard operating procedures identified.
REPORT OF SERVICE: Contractor personnel will sign in at the beginning of their
scheduled work shift and out at the end of their work shift. This will be done at the Manager, Environmental at each of three (3) sites:
Debjit Rudra Brooklyn Campus (Room: 2-222)
Michael Taylor, - New York Campus (Room: 10139S)
Herbert Jenkins St. Albans Campus (Room: A135)
Contractor to provide a tentative Contractor itinerary for the tour of duty. Itinerary to be provided directly to the Manager, Environmental Management Service and COR for approval.
The Contractor personnel will complete and submit to the Manager, Environmental Management Service a medical facility provided Integrated Pest Management Operations Report. All Integrated Pest Management (IPM) services performed during the work shift shall be documented. 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.
The Contractor will be required to furnish the VA Medical Center, prior to initial application of pesticides: Material Safety Data Sheets (MSDS), 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. Contractor will furnish the same information each time he changes chemicals or products used in the performance of this contract. This information is required to be provided no more than one (1) week prior to any treatments to the Medical Service for emergency treatment in the event of ingestion of and/or contact with the material by humans.
RECORDS: The Contractor shall maintain a complete, orderly and chronological files
copies of all reports as required by these specifications. A record of all call backs and treatments shall be kept by the Contractor indicating any difficulty experienced and the corrective measures taken to eliminate these difficulties. The file shall be available for inspection upon request and a copy of this complete file will be furnished to the VA Medical Center during the last month of the contract period.
SAFETY: In the performance of this contract, the Contractor shall take such safety
precautions as the CO or COR may determine to be reasonably necessary to protect the lives and health of occupants of the building. The CO or COR will notify the Contractor of any noncompliance with the foregoing provisions and the action to be taken. The Contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. Such notice, when served on the Contractor or his/her representative at the site of the work, shall be deemed sufficient for the purpose aforesaid. If the Contractor fails or refuses to comply promptly, the CO may issue an order stopping all and any part of the work, and hold the Contractor in default.
LICENSES AND/OR PERMITS: The Contractor must have all necessary licenses and/or
permits required to perform all work under the contract prior to submission of its quote. Contractor must comply with the pest control operations for the State of New York. Licensures and/or permits shall be provided with submission of quote.
20.1 Required Licensures:
- Pesticide Business Registration, NYS DEC
- NYS DEC 3A Ornamentals, Shade Trees & Turf License
- NYS DEC 5B Aquatic Insect & Miscellaneous Aquatic Organisms Control License
Commercial Pesticide Applicator or Technician in New York state.
PERIOD OF PERFORMANCE: The Base Period of Performance (POP) will be for 12
months from10/01/2020 to 09/30/2021 with the provision of 4 Options Years. A Base Contract Period will be set up with the option to renew the contract on a yearly basis for 4 additional years (Options 1 - 4).