Maine Pest Control
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Department of Veteran Affairs (VA)
Sources Sought Notice Obtain Pest Control Services for the Maine (04330) VA Medical Center
This is a Sources Sought notice and not a request for quotes. This request is solely for the purpose of conducting market research to enhance VHA s understanding of your company s offered services and capabilities. The Government will not pay any costs for responses submitted in response to this Source Sought Notice.
This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the service requirement described below. Vendors are being invited to submit information relative to their potential to fulfill this requirement, in the form of a capability response that addresses the specific requirement identified in this Sources Sought.
Refer to the General Requirements section below for the requested service description (requirements are subject to change). This Sources Sought is to facilitate the Contracting Officer s review of the market base, for acquisition planning, size determination, and procurement strategy.
PURPOSE:
The purpose of this contract is to establish an environmentally sound and effective Integrated Pest Management (IPM) program to prevent general arthropod, invertebrate, vertebrate pests and wildlife from adversely affecting the Togus Maine VA installation operations and personnel through obtaining pest control services. A contract shall be awarded for a base year of (12 months).
SCOPE and OBJECTIVES:
The contractor shall provide all management to prevent and control a wide variety of arthropod and vertebrate pests which include but not limited to cockroaches, flies, fruit flies, termites, ants, fleas, bed bugs, stored product pests, silver fish, mosquitoes, mice, rats, bees, and wasps using best practice in our region. There may be a need to eliminate wildlife such as skunk(s), squirrel(s), bird(s), raccoon(s), possum(s) and others. In addition, the contractor will provide tools, supplies equipment, transportation and labor to develop and implement an Integrated Pest Management (IPM) plan. All infestations shall be addressed until pests are eliminated.
IPMS REQUIREMENTS:
The service shall include all buildings, inside and out, at all VAMC Togus locations. This includes at a minimum:
Thoroughly inspecting all areas requested for pest infestation(s) and surrounding areas/facilities as necessary.
Communicating regularly with the Contracting Officer's Representative (COR), determined at contract award, regarding planned actions and recommendations.
The contractor shall provide an Integrated Pest Management Plan (IPMP) to the COR within thirty (30) days of contract award.
IPMP plan requires approval by the COR prior to implementation
Contractors IPMP plan requires but is not limited to address the following tasks:
Inspect to determine pest management measures are appropriate are required.
Recommend and communicate to the COR environmental sanitation practices that restrict or eliminate food, water or harborage for pests and recommend engineering practices that limit entry of pests.
Selection and utilization of non-chemical control methods, which eliminate, exclude or repel pests, i.e. traps, caulking, air screens, etc
Selection and utilization of the most environmentally sound pesticides(s) and application methods that present the lowest potential hazard to human health and non-target animals. All products shall be approved by the COR prior to use.
Collection and disposal of all pests.
Control general structural arthropod pests (i.e., cockroaches, ants, beetles, spiders, carpenter ants, bees, silver fish etc..).
Control flying insect pests (i.e., flies, fruit flies, etc..).
Control predatory pests (i.e., lice, bedbugs, fleas, mites, ticks, bees, wasps, mosquitoes, scorpions, etc..).
Control stored product pests (i.e., saw tooth grain beetle, red confused flour beetle, trogerman beetles, moths, etc..).
Control mice and rates (i.e., house mouse, field mouse, rats, etc..).
Control pest bird (i.e. pigeons, sparrows, etc.).
Control other vertebrate pests (i.e., dogs, cats, bats, squirrels, gophers, moles, skunks, snakes, rabbits, racoons, possums, etc.).
Control wood destroying organisms (i.e., subterranean termites, dry wood termites, fungi, wood boring beetles, etc.).
Control aquatic pests (i.e., mosquito larva/pupae, etc.).
Each building shall be sprayed with protective outer pesticide around perimeter of building (at minimum of three feet up and three feet out) Bi-Monthly. Map of locations required is attached.
Each facility/building shall be equipped with catch-all mouse trapping stations at each entrance, which are meant to capture small pests prior to entry into facilities. Map of locations required is attached.
Contractor shall have capacity to eradicate bed bug infestation by means of
convection heat treatment method.
The contractor shall respond to emergency calls within four (4) hours after receipt of notification and non-emergency calls within twenty-four (24) hours after receipt of call or e-mail. Notifications shall be provided to the contractor during normal business hours 8:00AM 4:30PM EST, Monday Friday.
Emergency calls include, but are not limited to: bedbugs, swarms of bees or ants, bats in buildings, or nuisance wildlife, such as squirrels, skunks, chipmunks or others in a building or on campus affecting operations.
Contractor shall be able to treat a minimum of 1,000 sq. ft in same day service.
Contractor shall provide a reporting system (preferable web-based) that allows the VA Facilities Management Service (FMS) to see metrics (i.e. number of calls, work orders submitted, when calls are addressed and/or when work orders are closed out) In addition, the report shall provide the following information: Provided Pest Sighting Log Book to have items serviced at each date of service. Log book will be kept in Facilities Management Services (FMS) offices, B201, and maintained by FMS staff. It should include the following information:
The name and address of the individual who applied the pesticide.
The location, by building and room number where each pesticide was applied.
The pest or pests against which the pesticide was applied.
The date and time of application.
The brand name of the pesticide applied.
The name of the pesticide manufacturer, or the federal environmental protection agency registration number of the pesticide.
The rate of application or amount of the pesticide applied.
Total area treated.
The contractor shall provide a Pest Sighting Log Book that shall be kept in the FMS office, B201 and maintained by FMS staff.
NOTE: Fumigation treatments may require separate scheduling as approved by COR for the convenience of the facility.
C. WORK HOURS:
Normal Work Hours 7:00AM 3:30PM EST: Service schedule shall be developed between the contractor and COR prior to any service being performed. The COR will be named at the time of award.
National Holidays: The ten holidays observed by the Federal Government are: New
Years Day, Martin Luther King s Birthday, President s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran s Day, Thanksgiving Day and Christmas Day and any other day specifically declared by the President of the United States to be a national holiday.
SPECIFICATIONS:
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, and proper disposal methods for all products/containers, which may be in effect for the area where the work under the contract will be performed.
The IPM plan requires approval by the COR prior to implementation.
Installation Services include set up of catch all stations, and perimeter residual
application to all buildings listed in attachments.
Routine Services include minimum of two service days a month to buildings,
scheduled bi-weekly. Buildings shall have all catch all traps services during these two days of service. In addition, all documented pest issues in the Pest Log Book will be treated on these two treatment days, which include all buildings listed on attachments.
On Demand Services will be requested by COR or delegate during normal business
hours. On Demand Services are to be estimated at 10 hours per month and may increase or decrease depending on the needs of the VA.
E. CALL BACKS:
EMERGENCY CALL BACK: The Contractor shall respond and perform IPM
Services to correct the emergent condition within four (4) hours after receipt of notification by the Contracting Officer or COR. This call back service shall be accomplished at no additional
charge to the Government.
NON-EMERGENT CALLS: Contractor shall report within mutually agreed upon time
with COR for non-scheduled services without additional charge to the Government.
REPORTING FOR SCHEDULED SERVICES:
Contractor shall report to B202 on the second floor, on scheduled days for any instructions for location of infestation, as called in by FMS, etc. Contractor shall submit a written report of all activities following each visit, with the signature of the COR or designee responsible. The required inspection is required to be done bi-weekly.
G. SAFETY FACTORS:
All rodenticides or traps shall be placed only at times and in the areas approved by the COR or his/her designee. Rodenticides, and/or traps shall be replaced as necessary and per manufacturer recommendations. No pest control material or trap shall be placed where it may be recovered by patients, nor shall such material be allowed to contact food or cooking utensils.
STORAGE OF PEST CONTROL MATERIALS:
Storage of pest control materials or equipment is prohibited without the written approval of the COR.
QUALITY ASSURANCE:
Performance Objective
Performance Threshold
All emergency complaints shall be addressed and corrected within the timeframe specified above. Non-emergent complaints will be addressed and corrected within the timeframe specified above.
Failure to meet prescribed timeframes shall not exceed one time per Quarter.
J. REQUIRED CONTRACTOR REPORTING:
The 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 shall furnish the COR s office, 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 Material Safety Data Sheet (MSDS). The Contractor shall supply this information as new products are submitted for approval to the COR.
K. CONTRACTOR PERSONNEL BADGES, PARKING AND INSPECTION:
1. The contractor shall provide the COR with a list of contractor employees expected to be on VA premises. 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. An access badge will be given to the contractor s employee upon entrance into VA buildings. The contractor employee shall safeguard the access badge and immediately report any lost, stolen, or destroyed badges to the COR. All contract personnel shall properly display their access badges. Access badges shall be worn at or above the waist (facing forward.). The contractor s employees shall return the access badge(s) to the COR or designee at the end of each work day.
3. The contractor shall be required to comply with all security policies/requirements of the Togus VA. All security policies/requirements shall be met, and employees cleared prior to the contractor performing work under this contract. Employees 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 s personnel to park in the appropriate designated parking areas. Parking information shall be coordinated with the COR prior to scheduled work taking place.
The Togus VA, does not validate or make reimbursement for parking violations of the
contractor s personnel under any circumstance.
L. INTERFERENCE TO NORMAL FUNCTION: 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, contractor services may be stopped and rescheduled
at no additional cost to the government.
Contractor personnel shall inform the COR or the designee of the need to gain
access to secured areas. If access is required to secure areas, prearranged scheduling will be made with the COR or designee.
Josh Gallien
Contract Specialist
joshua.gallien@va.gov
joshua.gallien@va.gov
