SOW Pest Control Final v.3.docx

SOW PEST MANAGEMENT SERVICES WILKES-BARRE

A. GENERAL: rodent

1. The contractor shall provide all management, laboratory testing, tools, supplies, equipment, transportation, labor, and supervision required to perform pest management services for the interior of Wilkes-Barre Veteran Affairs Medical Center (WBVAMC) and all outlying buildings as well as exterior treatment of the campus grounds. The contractor shall provide pests control services in a manner that ensures the health and general well‐being of patients, staff, and visitors.

2. LOCATIONS OF SERVICES PROVIDED:

Department of Veterans Affairs Wilkes-Barre Veteran Affairs Medical Center 1111 East End Blvd Wilkes-Barre, PA 18711

3. VA Regulations require Contractor must be licensed in the State of Pennsylvania. VA Regulations require that all Pest Control Applicators must be certified for those categories in which they are applying pesticides. The Contractor is required to be insured.

B. WORK HOURS & SCHEDULING:

1. Normal Work Hours: The contractor will be required to service three times per week between the hours of 8:00 am and 4:30 pm.

a. Each service shall begin with the contractor checking in with the Program Manager (PM) or Pest Management Officer (PMO) to receive the Wilkes-Barre VAMC Integrated Pest Management Sighting and Control Sheet, and immediately address any pest sightings.

b. All Performance Objectives at Section C shall be completed on a weekly basis unless otherwise noted.

2. Emergencies: The contractor shall be capable of responding to emergencies within two (2) hours of notification from VAMC personnel.

a. Emergencies are defined as urgent needs for pest control services between the hours of 4:30 pm and 8:00 am on weekdays, as well as anytime on weekends, or federal holidays.

b. Response to emergencies meaning contractor receives and responds to the initial call, arrives on-site, and begins treatment.

c. Emergency calls may include but are not limited to pest infestations, beehives, wildlife trapping etc.

3. Any postponed service due to an observed Federal Holiday will be completed the following business day.

4. National Holidays: The holidays observed by the Federal Government are: New Years Day, Martin Luther King’s Birthday, President’s Day, Memorial Day, Juneteenth, 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.

C. PERFORMANCE OBJECTIVES:

1. 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.

2. The contractor must possess comprehensive knowledge and expertise in pest control with the capability to effectively control and eliminate various types of pests including but not limited to:

i. Predatory pests: (i.e., lice, fleas, mites, ticks, bees, nests, wasps, mosquitoes, etc.)

ii. Anthropoid pests: (i.e., cockroaches, ants, spiders, carpenter ants, carpenter bees, etc.).

i. Pest Elimination Technician will inspect three (3) times per week and replace any traps/glue boards deployed in but not limited to the Canteen, Canteen Kitchen, Main Kitchen food preparation areas, and emergency room.

iii. Rodents: (i.e., house mouse, field mouse, roof rat, Norway rats, etc.)

iv. Wildlife Removal: (i.e. cats, bats, squirrels, moles, snakes, raccoons, etc.).

i. Contractor must have the ability to trap and remove unwanted wildlife from the premises as needed.

v. Flying Insects: (i.e., housefly, stable fly, blow flies, etc.).

i. Technicians shall apply fast-acting residual insecticides monthly to fly resting surfaces including but not limited to garbage storage areas and building entryways. Fly bait shall also be applied in inaccessible areas, such as crawlspaces, ceilings, ductwork, etc. as needed. Service technician shall also service the stealth traps and non-reflecting insect light traps monthly by replacing the glue boards inside and applying attractant.

3. The work to be performed by the contractor will also include:

a. The contractor shall check the Wilkes-Barre VAMC Integrated Pest Management Sighting and Control Sheet at the beginning of every service and address all pest sightings by providing treatment and filling the log, as well as recording information or updates to existing problems.

i. The technician shall be required to recheck these log entries upon their next visit to replace/remove any full or unsightly traps/glue boards.

b. Inspect to determine whether pest management measures are appropriate and effective.

c. Selection and utilization of non‐chemical control methods, which eliminate, exclude, or repel pests, i.e., insect electrocution devices, traps, caulking, air screens, etc.

d. All glue boards must contain the name of the technician and date of the glue board being deployed on the glue board itself.

e. Collection and disposal of all pests.

f. Contractor will select and use of the most environmentally sound pesticide(s) to affect control when chemical control methods are necessary per the Federal, State and Local requirements.

g. Contractor must provide all SDS sheets for any chemicals in their inventory that they may use at any time, including new products entering their inventory.

h. Service insect light traps located at VAMC Wilkes-Barre as to ensure these units are clean and operable according to manufacturer’s specifications.

i. The contractor shall clean, date, and maintain all traps.

j. Contractor shall provide maintenance of light traps that are currently in use or that are added on campus of various makes or models.

k. All bug lights traps must have glue boards and lightbulbs checked weekly except for the Cath Lab which must be checked every scheduled service replacing as needed.

4. Exterior/Grounds Pest Control

a. The Contractor shall provide preventative pest control treatment by applying pesticide to the perimeter of the main hospital and outlying buildings in accordance with product recommendations.

i. All pesticide applications must have the prior approval of the Pest Management Officer (PMO).

b. The Contractor shall visually inspect and remove any nests from the exterior of the main hospital and outlying buildings.

c. Visually inspect exterior of main hospital and outlying buildings for pest penetrations, voids or cracks etc. must be completed quarterly.

i. If any penetrations, voids, cracks or otherwise are discovered, they must be reported to the Program Manager and noted on the report.

d. Contractor shall inspect exterior bug light traps on a weekly basis, and perform maintenance by replacing lightbulbs, glue boards/strips, etc as needed.

D. SPECIAL PROVISIONS:

1. The following provisions shall be adhered to by contractor personnel in performing pesticide applications of the areas specified below:

a. Food Handling Areas: Treatment of these areas is limited to only those times when food is not being held, processed, prepared, or served, and not occupied by facility employees. Contract personnel shall never enter facility elevators which are occupied by food service equipment while in the possession of pesticides or application equipment.

b. Critical Areas: Patients have access to these areas and critical areas are a priority for preventative and reactive pest control. The contractor shall submit a list of pesticides for intended use in areas listed below for approval by the PM or Pest Management Officer 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 any time without approval from the PM or Pest Management Officer. All critical areas are in building 1, the main hospital. Escorts will be needed for PIV Access areas.

i. Program Manager approval must be received before applying pesticide in critical areas by spraying.

ii. The contractor shall be escorted by VAMC staff in any areas requiring PIV access.

iii. Critical Areas List:

Yes

No

c. Selective herbicide 2,4-Dichlorophenoxyacetic Acid (2,4-D) is banned for use on VHA property.

d. Fumigation services shall not be used at any critical areas at Wilkes-Barre VAMC. Program Manager approval shall be received before fumigation is utilized in any other areas on VA premises.

E. SAFETY FACTORS:

1. All rodenticides or traps shall be placed only at times and in the areas approved by the PM or his/her designee. Rodenticides, and/or traps shall be replaced as necessary and per manufacturer recommendations. Checking of traps shall be logged.

F. PEST CONTROL MATERIALS:

1. Storage of pest control materials or equipment is prohibited without the written approval of the PM. Contractor shall not dispose of any excess pesticide, pesticide containers, or any other materials contaminated by pesticides at any location on the medical facility premises, except as specified by the PM or Pest Management Officer.

2. Pesticides or pest control materials shall not be disposed of on VA property.

G. REQUIRED CONTRACTOR REPORTING

1. After each service (scheduled or non‐scheduled) contractor personnel will submit a report within 24 hours of the inspection/treatment to the PM/PMO including:

a. The name and address of the individual who applied the pesticide.

b. The location, by building and room number where each pesticide was applied.

c. The pest or pests against which the pesticide was applied.

d. The date and time of application.

e. The brand name of the pesticide applied.

f. The name of the pesticide manufacturer, or the federal environmental protection agency registration number of the pesticide.

g. The rate of application or amount of the pesticide applied, and the total area treated.

2. This information should be available online or hard copy on the Contractors website accessible by the PMO.

3. 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.

4. The Contractor will furnish to the PM’s office, prior to initial application for approval the trade names (if any), and the chemical names of all approved pesticides/chemicals along with appropriate antidote information and current Safety Data Sheets (SDS). The Contractor shall supply this information as new products are submitted for approval to the PM.

5. A device count list shall be created and maintained by the contractor and submitted to the PM upon any changes to the list.

H. CONTRACTOR PERSONNEL BADGES AND PARKING:

1. The contractor shall provide the PM with a list of contractor employees expected to enter the buildings. 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 identification badge may be given to the contractor’s employee upon entrance into VA buildings. Contracted employee will be escorted in sensitive areas within the VA where PIV access is needed. The contractor employee must safeguard the badge and immediately report any lost, stolen, or destroyed badges to the PM. All contract personnel must properly display their identification badges/company uniform. Badges must be worn at or above the waist (facing forward.).

3. It is the responsibility of the contractor’s personnel to park in the appropriate designated parking areas. Parking information shall be coordinated with the facility PM.

I. INTERFERENCE TO NORMAL FUNCTION:

1. Contractor may be 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, equipment, and carts.

2. In the event of an emergency, contractor services may be stopped and rescheduled at no additional cost to the government.

3. Contractor personnel shall inform the PM 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 PM or designee.

J. DELIVERABLES

1. Professional Certifications and Proof of Insurance

a. When Required: With contractor's quote.

2. List of chemical and pesticides to be used along with SDS sheet.

a. When Required: With Contractor’s quote; prior to application and requires approval of PM.

3. Service Report

a. When Required: After each service call, scheduled, emergency, or non‐emergent. Reports shall be submitted to the PMO within 7 business days of service. Sample report provided with Contractor’s quote.

K. Security/Training

0. The Contractor shall coordinate with the Program Manager to ensure that all physical security policies are understood and adhered to.

0. The Contractor shall complete and provide the Program Manager proof of completion for the following trainings:

1. “VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or Use to VA Sensitive Information”, available via the VA’s TMS system.

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

L. Task Orders

1. The Contract will be a Single Award Indefinite Delivery/Indefinite Quantity (IDIQ) Contract with fixed price task orders to provide the services required. The IDIQ will be established for a five-year period. Task orders will vary in size and will be issued by the individual task orders awarded and administered by duly appointed Contracting Officers. Total dollar amount of the task orders any one-year period is not to exceed to be determined. A minimum total contract order guarantee of $2,500.00 is set for this contract. The total value of all task orders is not expected to exceed to be determined in a 60-month period and is the estimated total contract maximum for this requirement.

2. Price shall be determined by submitted rates for line-item tasks as submitted to the VA Contracting Officer as basis of award. Each task order shall use this line-item schedule and the quantities to be completed for the project as the basis for the task order.

3. Task Order Process Steps and Timeline

a. The VA will identify a need for services.

b. The CO will create and issue the task order to the Contractor. The task order will include the line items, quantities, and associated pricing. All pricing shall be determined directly from the Base IDIQ contract Pricing Schedule, less any applicable discounts. The Task Order will also include the location of the work, and an effective start and ending dates for the period of performance.

c. Services cannot be performed until a task order is issued by the Contracting Officer, any services performed outside of awarded and issued task orders will be considered unauthorized commitments and go through the ratification process.

d. To facilitate closeout of individual orders placed under this contract, within thirty (30) days of completion of any individual order, the contract holder shall submit a final invoice in accordance with VAAR 852.232–72, Electronic Submission of Payment Requests.

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