36C10X26Q0028_Sources Sought_20251222.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* Electronic Pest Management Field Guide Application

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE*

SOLICITATION NUMBER*

RESPONSE DATE/TIME/ZONE

ARCHIVE

RECOVERY ACT FUNDS

SET-ASIDE

PRODUCT SERVICE CODE*

NAICS CODE*

CONTRACTING OFFICE ADDRESS

POINT OF CONTACT*

21703

36C10X26Q0028

01-09-2026 15:00 EASTERN TIME, NEW YORK,

USA

15 DAYS AFTER THE RESPONSE DATE

N

U005

611710

Strategic Acquisition Center - Frederick

Department of Veterans Affairs

5202 Presidents Court, Suite 103

Frederick MD 21703

Contract Specialist

Angela Ayers

Angela.Ayers@va.gov

PLACE OF PERFORMANCE

ADDRESS VA Wide

POSTAL CODE

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY’S URL https://www.va.gov/opal/sac/index.asp

URL DESCRIPTION Strategic Acquisition Center - Frederick

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

See attached document: P09 PWS Rev.1 - Draft.

Sources Sought No. 36C10X26Q0028

Important Information: This is a Sources Sought announcement for market research purposes only. The information gained will be used to determine potential qualified contractors, preliminary planning, possibly set side, and the method of acquisition. THIS IS NOT A SOLICITATION ANNOUNCEMENT FOR PROPOSALS, QUOTATIONS OR BIDS. Therefore, no contract will be awarded from this announcement. No reimbursement will be made for any costs associated with providing information in response to this announcement or any follow-up information requests. This notice is not to be construed as a commitment by the Government for any purpose other than market research.

Requirement: See Attached Draft Performance Work Statement (PWS).

INSTRUCTIONS FOR RESPONDING TO THIS SOURCES SOUGHT

Confidentiality: No classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).

Response Format/Page Limitations: The overall total page limit for responses to this RFI is 10 pages. Response submissions should be submitted in Microsoft Word format with Arial font, 12

pt. size. Interested parties should limit marketing material in order to allow sufficient space for adequately, directly, and substantively responding with the information of most interest to the Government.

Capability Statements: Interested parties, small or large organizations, should submit capability statements for this request via email to angela.ayers@va.gov and jennifer.benisek@va.gov by Friday, January 9, 2026 at 15:00 Eastern Time. 36C10X26Q0028 shall be included in the subject line of email response.

A. General Information:

Information to be provided SHALL include, but not limited to the following:

1) Contractors Information: Provide your firms contact information, such as, name and address of firm, phone number and e-mail address, and UEI number.

2) Type of Business: Whether Small, Small Disadvantaged, or Large.

3) Experience: Provide the number of contracts performing similar services, average value of contracts, value of largest contract, and contact numbers as applicable.

4) Existing Contracting Vehicles: If the respondent has a GSA FSS contract or another applicable contract, indicate so, and include how your exiting contract is within scope of this requirement and how contract labor categories map to the key personnel labor categories identified in the attached PWS.

5) Please include any additional information that may not be covered from the above referenced questions you deem relevant for the Government to know, or be aware of, about your firm, services and industry overall (i.e., best in class practices in the marketplace) that may assist the Government.

mailto:angela.ayers@va.gov mailto:jennifer.benisek@va.gov

Important Information: This is a Sources Sought announcement for market research purposes only. The information gained will be used to determine potential qualified contractors, preliminary planning, possibly set side, and the method of acquisition. T...

PERFORMANCE WORK STATEMENT (PWS)

1. BACKGROUND AND OBJECTIVE

The Department of Veterans Affairs (VA) Environmental Programs Service (EPS) has the continued need to have access to authoritative and comprehensive sources of health care and public safety information and data for its health care facilities and employees.

The VA is responsible for providing a safe and pest free environment for our Veterans, their families, and our staff. As the complexity of pesticide regulations, pest remediation practices and expectations increase, technical requirements and associated activities become more complicated. The VA does not have, nor does it anticipate having the availability of adequate internal resources and expertise to undertake the services required of this contract. The VA cannot do without this service because it would severely impact the quality of health care and public safety provided to veterans and may have catastrophic results.

2. SCOPE of WORK The Veterans Health Administration (VHA) EPS Program Manager for Integrated Pest Management Program (IPMP) is pursuing the acquisition of a provider for a web-based pest management resource inclusive of training and an electronic Pest Management Field Guide application. The intent is to provide education for Integrated Pest Management (IPM) procedures across the VHA-enterprise including the National Program Office and each of the VA facilities. The solution shall be an integrated tool set through which the VHA can offer the technical, governmental, educational, and resource needs for its IPMP.

3. Place of Performance The Contractor shall provide the resources requested across the VHA-enterprise to key individuals identified with pest management program responsibilities.

4. OPERATIONAL COVERAGE

4.1. The Contractor shall provide and schedule the appropriate staffing to ensure continuous coverage during business hours for each of the VHA facilities areas being served.

4.1.1. Normal work hours (excluding emergencies). Monday through Friday 8:00 am – 4:30 pm (excluding Federal Holidays)

4.1.2. Federal Holidays (excluding emergencies). There are 12 holidays set by law (5 U.S.C. § 6103).

If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday. Additionally, if, by Executive Order or similar action, the President of United States excuses Executive Branch employees from duty and closes executive branch departments and agencies, the contractor shall not schedule or conduct training on affected day(s).

5. PERFORMANCE REQUIREMENTS

The Contractor shall provide pest management membership coverage and service training for the Department of VA medical facilities:

5.1. Each member of the VA facility shall be entitled to all rights, privileges and services of this membership which shall be included.

Membership equal in all respects to at-large Contractor membership, except that the rights and privileges of membership accrue to the facility Pest Manager Officer (PMO) which is historically the Environmental Management Service (EMS) Service Chief position, rather than to a specific individual. In facilities where EMS is subordinated to Facility Management Service (FMS), rights and privileges of membership should accrue to the FMS Service Chief position who serves as the PMO. Rights and privileges of membership assigned to the VA Central Office shall be exercised by the Program Manager of the Pest Management Section. Participation in local Contractor chapter activities is encouraged, but this contract shall only apply to THE CONTRACTOR and does not include membership of any local, state, or regional pest management organization.

5.1.1. VHA access to Contractor entomologists and subject matter experts for, but not limited to, pest identification and control strategy consultations.

5.1.2. Provide VHA with a community site branded specific to the VA and available to all hospital staff.

5.1.3. Discounts purchases from the professional organization’s online catalog (if available).

5.1.4. VHA access to the Contractor Website.

5.1.5. VHA participation to all Contractor educational conference, seminars, and special events at a discounted registration fee.

5.1.6. VHA access to weekly e-newsletters, mailers, and ongoing communications (e.g., technical bulletins, surveys, guidelines or manuals, or any other publications).

5.1.7. VHA access to the Contractor Learning Management System (LMS) Training Modules.

5.1.8. Unlimited access to all Contractor online training.

5.1.9. VHA access to the Contractor Safety/OSHA Resource Toolbox.

5.1.10. Developed core training for VHA Managers with pest management responsibilities and pest management professionals.

5.1.11. Development of VHA Hospital LMS Portal to view, track, and assign training to VA Hospital staff.

5.1.12. VHA access to membership directory.

5.1.13. The Associate Member, VA Central Office, maintaining an advisory position on the Educational Affairs Committee, and an administrative position on the Technical Affairs Committee. In addition, the Associate Member shall represent the Department of Veterans Affairs at national and regional Contractor conferences.

5.1.14. The vendor shall provide the VHA with annual-licensing access to an electronic Field Guide application for 3,000 devices that will be made available through the VA App Store that has the following features:

5.1.14.1 Access to advance biology, behavior, and control information for >200 of the most encountered structural pests.

5.1.14.2. High-resolution images and identification charts of commonly encountered pests.

5.1.14.3. Ability to email pest information directly from the electronic field guide.

5.1.14.4. Ability to submit pest photos and questions directly to professional entomologists for assistance with identification and problem resolution.

5.1.14.5. An intuitive search function to identify pests quickly and easily with the electronic application.

5.1.14.6. A comprehensive pest identification key to help users identify pest and develop the best control solution utilizing the principles of IPM.

5.1.14.7. Create a list of favorite pests or hide less-common pests from view to quickly access the pest information needed.

5.1.14.8. Ability to customize each electronic application library with images and control notes for each pest.

5.1.14.9. Ability to backup and restore custom notes and pest images.

5.1.14.10. A comprehensive glossary of terms.

6. Training Material

6.1. The Contractor shall provide the following for all VHA specific course development.

6.1.1. Outline, objectives, and course goals for each course prior to design.

6.1.2. Timeline for course development.

6.1.3. Sign off at each stage of project completion.

6.1.4. Vehicle for measuring student satisfaction.

6.1.5. Monthly status reports on student participation and student satisfaction results.

6.2. The Contractor shall provide training that encompasses the following.

6.2.1. Organized and structured courses of study.

6.2.2. Courses that are pertinent, current, and up to date in design and content.

6.2.3. Courses that are unified in format.

6.2.4. Courses in user-friendly writing style.

6.2.5. Student interaction.

6.2.6. Sensitivity to adult learning needs include:

6.2.6.1. For online courses, small, manageable units that can be completed in a relatively short period of time.

6.2.6.2. Large fonts.

6.2.6.3. Clear, bold colors.

6.2.6.4. Variety of graphics, images, and tables.

6.2.6.5. Means for students to ask questions.

6.2.7. Outlines the features and capabilities of the Electronic Field Guide “Apps.”

6.2.8. Highlights how to navigate the electronic field guide to identify pests, recommended solutions to resolve the pest issue, upload photos, record notes, submit questions and other features.

6.2.9. The training shall be provided live and recorded for access to future users of the electronic field guide.

6.2.10. Live training sessions shall also be provided when significant updates to the electronic field guide app occurs.

6.3. Help Desk. The Contractor shall establish and maintain a Help Desk to answer basic questions and calls concerning technical questions on the subject matter.

7. Records Management Obligations

7.1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the

Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

7.2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C.

chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

7.3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created while performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

7.4. MEDVAMC and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of MEDVAMC or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701.

7.5. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to MEDVAMC. The agency must report promptly to NARA in accordance with 36 CFR 1230.The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle].

7.6. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment are properly protected.

7.7. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment are no longer required, it shall be returned to MEDVAMC control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

7.8. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and MEDVAMC guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7.9. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with MEDVAMC policy.

7.10. The Contractor shall not create or maintain any records containing any non-public information that are not specifically tied to or authorized by the contract.

7.11. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

7.12. MEDVAMC owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which MEDVAMC shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

7.13 The contractor requirements for handling VA sensitive information include mandatory security and privacy training. The training must cover: Handling of Personally Identifiable Information (PII) and Protected Health Information (PHI), Cybersecurity awareness and Incident reporting procedures.

8. Flow-down of requirements to Subcontractors

8.1. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

8.2. Violation by a subcontractor of any provision set forth in this clause shall be attributed to the Contractor.

9. VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY REQUIREMENTS

The C&A requirements do not apply, and a Security Accreditation Package is not required.

10. Quality Assurance Surveillance Plan (QASP)

1. BACKGROUND AND OBJECTIVE

2. SCOPE of WORK

3. Place of Performance

4. OPERATIONAL COVERAGE

5. PERFORMANCE REQUIREMENTS

6. Training Material

7. Records Management Obligations

8. Flow-down of requirements to Subcontractors

9. VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY REQUIREMENTS

10. Quality Assurance Surveillance Plan (QASP)