36C24924Q0002 0002.docx

36C24924Q0002 - 0002

5. PROJECT NUMBER (if applicable)

CODE

7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.

is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30

PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer) Department of Veterans Affairs Network Contracting Office 9 (90C)

NCO 9

1639 Medical Center Parkway, Suite 400 Murfreesboro TN 37129 90C Network Contracting Office 9 Department of Veterans Affairs Network Contracting Office (90C) 1639 Medical Center Parkway Suite 400 Murfreesboro TN 37129 To all Offerors/Bidders

36C24924Q0002 08-21-2023

X X X

See CONTINUATION Page This amendment is set forth as follows:

1). Contractor Questions and the Government's Response to date are found on the attached pages.

2). The updated SOW has been included to reflect the following changes.

a. SCHEDULING: Service for control of insects and animals will be performed weekly during the regular work hours 8:00 a.m. to 4:30 p.m., Monday through Friday. Weekly services are fine unless we have an emergency call-back.

b. Fogging is by request only, but times may have to be after 7pm or even weekends depending on the area of infestation.

c. EMERGENCY CALLBACKS: Emergency treatment callbacks will be accomplished within twenty-four (24) hours of notification without additional cost to the Government. The only exception is for emergency call back for bed bugs. Bed bugs emergency call back is billable. A call back for bed bugs will be billed and paid for using a government purchase card.

Jennifer Harper Contracting Officer

CONTINUATION PAGE

Vendor Questions/Government Answers

1. What was the previous awarded Solicitation Number, Date awarded and awarded value?

Government Response: $146,170.20 for period of Performance Date10/1/2017 through 9/30/2022. Currently there is a 6-month bridge in place with Orkin.

2. How many afterhours service requests at each site have then been in the past 12 months?

Government Response: The previous COR for this contract resigned. I don’t have that count. Unless it’s Bed Bugs or a serious infestation of any pest I do not think there will be a ton of after hour requests.

3. What is the number of bed bug service requests at each site over the past 12 months?

Government Response: The previous COR for this contract resigned and I don’t have those numbers. But from email traffic I remember seeing we had quite a few Bed Bug calls.

4. Has any of the scope of service changed from this Solicitation compared to that of the last awarded contract? If so, what changed or was added?

Government Response: NO

5. Has the government issued any CURE notice or corrective action request to the pest control contractor over the past 24 months?

Government Response: NO

6. We would like to know if this is a brand new contract OR if there is (was) an incumbent performing these services.

Government Response: Currently there is a 6-month bridge in place with Orkin that will expire on 9/30/23.

7. If not brand new, could you please provide the current / previous contract number?

Government Response: $146,170.20 for period of Performance Date10/1/2017 through 9/30/2022. Currently there is a 6-month bridge in place with Orkin.

8. They were not sure daily services would be necessary? Could you clarify this?

Government Response: Weekly services are sufficient unless we have an emergency call back.

9. Fogging may not be needed as often as stated on the SOW? Could you clarify this?

Government Response: Fogging as requested only.

10. Is pricing from a previous vendor who performed these services available?

Government Response: $146,170.20 for period of Performance Date10/1/2017 through 9/30/2022. Currently there is a 6-month bridge in place with Orkin.

11. Are measurements of the areas needing servicing available?

Government Response: FACILITIES: Sites and buildings covered by the contract include:

A. 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.

B. Site 2 – Sousley Division:

Approximately 134.5 acres of land, containing twelve (12) major buildings (#1, 2, 3, 4, 5, 16, 17, 25, 26, 27, 28, 29, 201,202 and the Fisher House), 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.

12. They are wanting weekly services for various task rather than daily which was stated on the SOW.

Government Response: Weekly services are fine unless we have an emergency call-back.

13. Treatments would be on demand, and specialty services would be an additional charge.

Government Response: Bed bugs, heat treatments (steam), spraying of the grounds around a building are specialty charges. Unless there is a large infestation, we will rarely call for a treatment for roaches or ants (could happen if necessary.

14. Task such as fogging would not be needed as frequent as stated, and timing such as after 7pm on Fridays would not be necessary.

Government Response: Fogging as needed, but times may have to be after 7pm or even weekends depending on the area of infestation.

15. B2 Statement of Work, #4 Scheduling. The Bid specs states 5 days per week min of 4 hours per day. Monday through Thursday 8am to 4:30pm. Fridays 7am to 11pm. Mr Crowe indicated one day of week for 8hrs is sufficient. (Could you clarify this?)

Government Response: For Clarification the solicitation was issued as a Request for Quote in accordance with FAR Part 13 – Simplified Acquisition Procedures. There is no Request for an invitation for Bid for this acquisition. Request for an invitation of Bid pertain to FAR Part 14 – Sealed Bidding. FAR Part 114 procedures will not be used for this requirement.

Government Response: One day per week for 8 hours is sufficient.

16. B2 Statement of Work, #6 Pesticide Application. (A) Specifications. The bid specs states operating rooms to be treated weekly after 7pm via crack and crevices method. Mr Crowe indicated the Operating room monitored and treated as needed via best treatment course of action determined by Pest applicator. (Could you clarify this?)

Government Response: OR Rooms treated during weekly visit per contractors discretion.

17. B2 Statement of Work. #6 Pesticide Application (A) Specifications. (2) Fogging. The Bid Specs state kitchen, meat & vegetable rooms be treated by fogging applications not less than monthly. Mr Crowe indicated that fogging treatments would be on a as needed basis only. Monthly fogging treatments were not needed. (Could you clarify this?)

Government Response: Fogging by request only.

18. B2 Statement of Work. #9 Special Provisions. (C) Operating rooms will be treated weekly using crack and crevices method. Treatment will occur Fridays after 7pm. Emergency call backs will be done after 7pm in the operating room. Mr Crowe indicated that operating rooms need only be monitored and treated as needed by the best treatment method determined by the Pest applicator. (Could you clarify this?) Mr Crowe indicated that emergency call backs could be done at any time during the 24hr window. (Could you clarify this?)

Government Response: The contractor can use whatever treatment method they see fit during their weekly inspection. Some treatments in OR such as fogging if necessary will have to be done after hours or on the weekend.

19. B2 Statement of Work. #5 Emergency Call Backs. The Bid specs mention that call-backs must be done within 24hrs without "additional cost to the Government". Mr. Crowe indicated that all call-backs would be treated as a billable event. (Could you clarify this?)

Government Response: The only thing billed during and emergency call back is for Bed Bugs.

REVISED PEST CONTROL SOW 8-21-2023

1. GENERAL: Contractor shall provide service, labor, materials, and equipment to control all insects, animals, and birds, including two termite inspections for interior and exterior of all buildings and property owned or leased by the VA Medical Center, 1101Leestown Road and Cooper Drive, Lexington, KY, for the period October 1, 2023, through September 30, 2028, in accordance with all the terms, conditions, provisions, and specifications of this solicitation. Contractor shall provide names and phone numbers of persons to be contacted for service after hours.

2. STANDARDS: Contractor will 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.

3. QUALIFICATIONS: 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.

4. SCHEDULING: Service for control of insects and animals will be performed weekly during the regular work hours, 8:00 a.m. to 4:30 p.m., Monday through Friday.

Weekly services are fine unless we have an emergency call-back. 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.

5. EMERGENCY CALLBACKS: Emergency treatment callbacks will be accomplished within twenty-four (24) hours of notification without additional cost to the Government. The only exception is for emergency call back for bed bugs. Bed Bug emergency call back is billable. A call back for bed bugs will be billed and paid for by a government purchase card.

6. PESTICIDE APPLICATION:

A. SPECIFICATIONS:

(1) TREATMENT: All buildings shall be serviced by the crack and crevice method. Operating rooms will 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. Care shall be used in their placement so as to be safe to both humans and animals. This type of service shall be provided weekly. 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 will be accomplished within 24 hours of notification.

(2) FOGGING: In addition to the above treatment, the kitchen, meat, and vegetable rooms (not less than monthly), the warehouse, clothing room, laundry, men’s locker room, mailroom, boiler Engineering shops and storage garages will be treated using the fogging method as requested and must be scheduled at least one week prior to performance. An ultra-low volume applicator will be used. Fogging is by request only, but times may have to be after 7pm or even weekends depending on the area of infestation.

(3) SPRAYING: Applications of insecticides/pesticides to exposed surfaces or as area sprays will be restricted to unique situations where no alternative measures are practical. The contractor shall obtain permission from the COTR prior to the application of any insecticide/pesticide using this method. It is expected that this method will be used primarily outdoors and in uninhabited areas (i.e. basements, crawlspaces, etc.)

B. 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.

C. 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.

7. 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.

8. 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.

9. SPECIAL PROVISIONS: The Contractor personnel in performing pesticide applications of the areas specified below shall adhere to the following provisions:

a. Food handling areas: treatment of these areas is limited to 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.

b. 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 in these areas. The contractor 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.

c. Operating Rooms: The operating rooms will be treated weekly using the crack and crevice method. Treatment will 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 will be handled after 7:00 p.m. on the day requested.

d. Critical Areas: The following areas are designated Critical Areas:

Pharmacy Nutrition and Food Service spaces Intensive/Critical Care Units Respiratory Care Units

SPD

Contractor personnel will take extra care to avoid interfering with normal functions while working in these areas.

e. Kitchen, meat and vegetable rooms, the warehouse and storerooms, clothing room, laundry, men’s locker room, mailroom, boiler plant, maintenance and operations shops and storage garages, etc., will be treated weekly using the crack and crevice method and fogged at least monthly, to be accomplished the last of the month or as requested, and must 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 will be accomplished as requested.

10. REQUIRED DOCUMENTATION / REPORTING: During the period of this contract, the contractor will provide the following documents / reports, as required:

a. 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 will 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 will 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.

b. A copy of the contractor’s own Procedures and Quality Control Manual. This manual will be provided to the Contracting Officer’s Technical Representative (COTR) prior to start of work under this contract. This manual will contain procedures including, but not limited to:

a. Pesticide spill clean-up

b. Disposal of unused pesticides

c. Disposal of empty pesticide containers

d. Handling, storage, and transportation of pesticides

e. Mixing of pesticides

f. Cleaning and maintenance of pesticide equipment

g. Disposition of trapped animals

h. Trapping animals

i. Bird control

j. MSDS and Hazardous Chemicals training

c. Contractor personnel will sign in at each division upon arrival, prior to providing any services. They will receive a listing of any trouble calls for that division, which will determine the initial itinerary for service that day.

d. Contractor personnel will, prior to leaving, provide a field service report to the COTR, which documents all services provided during that work shift. The document will 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.

11. FACILITIES: Sites and buildings covered by the contract include:

A. 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.

B. 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, 201,202 and the Fisher House), 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.

12. SCHEDULE: The following table provides the frequency at which areas within the medical center will be inspected, and if necessary, the proper pesticide applied to deal with pest control problems. Weekly services are sufficient unless we have an emergency call back.

Area/Bldg. Function Frequency Bowling Campus -Cooper Drive

a. Main/Tower Patient Care and Clinical addition clinics/administrative -Weekly

b. Underground garage Parking- Monthly

c. Exterior grounds- Monthly or as required.

d. Animal removal- as required.

Sousley Campus -Leestown

a. Bldgs. 1,2,3,4,5,16,17,25,27,28,29, 201, 202, Patient Care / clinics, Fisher House and administrative areas -Weekly

b. Bldgs. 12,22,37,39,47,67,117 Warehouse / engineering shop -Monthly

c. 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

d. Bldgs. 6,7,8 (Vacant) Quarters Semiannually

e. Exterior grounds -Monthly or as Required.

f. Animal removal -as required.

The purpose of this RFQ amendment is to post contractor questions with the Government’s responses and to modify the SOW.