36C24924Q0002.docx

Presolicitation Notice Presolicitation Notice

GENERAL INFORMATION

1101 Veterans Drive

Lexington KY

COUNTRY

CONTACT INFORMATION

Network Contracting Office 9 (90C)

NCO 9

1639 Medical Center Parkway, Suite 400 Murfreesboro TN 37129

POINT OF CONTACT*

Contract Specialist Carmen Hanczyk carmen.hanczyk@va.gov 615-225-5973

ADDITIONAL INFORMATION

DESCRIPTION

THIS IS A PRESOLICITATION NOTICE – The Department of Veterans Affairs, Network Contracting Office 9, located at 1639 Medical Center Parkway, Suite 400, Murfreesboro, TN, 37129, anticipates issuing a solicitation “Request for Quotation (RFQ)” on or about 08/2/2023 to request quotes for a single award open market purchase order with an anticipated award date of 10/1/2023 for pest control service for the Lexington VA Medical Center.

SET-ASIDE: 100% Service-Disabled Veteran-Owned Small Business (SDVOSB)

NAICS Code: 561710 Extermination and Pest Control Services

SBA SIZE STANDARD: $17.5 Millions of Dollars

PSC: S207 Housekeeping-Insect/Rodent Control

DESCRIPTION: This requirement is for the Lexington VA Medical Center. The Sousley facility is located at 2250 Leestown Road, Lexington, the Bowling Campus facility is located at 1101 Veteran’s Drive, Lexington, KY, and includes the Tower and Main buildings. The Divisions are approximately five (5) miles apart. The requested service is for pest control services.

PERIOD OF PERFORMANCE: The period of performance will be from the award date, which is estimated on or about 10/1/2023 through 9/30/204. This would be a base plus 4 option years 10/1/2023 through 9/30/2028.

IMPORTANT NOTICE:

852.219-73 VA Notice of Total Set-Aside for Certified Service-Disabled Veteran-Owned Small Businesses.

As prescribed in 819.7011, insert the following clause:

VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESSES (JAN 2023) (DEVIATION)

(a) Definition. For the Department of Veterans Affairs, “Service-disabled Veteran-owned small business concern or SDVOSB”:

(1) Means a small business concern—

(i) Not less than 51 percent of which is owned by one or more service-disabled Veterans or, in the case of any publicly owned business, not less than 51 percent of the stock of which is owned by one or more service-disabled Veterans or eligible surviving spouses (see VAAR 802.101, Surviving Spouse definition);

(ii) The management and daily business operations of which are controlled by one or more service-disabled Veterans (or eligible surviving spouses) or, in the case of a service-disabled Veteran with permanent and severe disability, the spouse or permanent caregiver of such Veteran;

(iii) The business meets Federal small business size standards for the applicable North American Industry Classification System (NAICS) code identified in the solicitation document;

(iv) The business has been certified for ownership and control pursuant to 38 U.S.C. 8127, 13 CFR 128, and is listed as certified in the SBA certification database at https://veterans.certify.sba.gov/; and

(v) The business agrees to comply with VAAR subpart 819.70 and Small Business Administration (SBA) regulations regarding small business size, government contracting, and the Veteran Small Business Certification Program at 13 CFR parts 121, 125, and 128.

(2) The term “Service-disabled Veteran” means a Veteran, as defined in 38 U.S.C. 101(2), with a disability that is service-connected, as defined in 38 U.S.C. 101(16).

(3) The term “small business concern” has the meaning given that term under section 3 of the Small Business Act (15 U.S.C. 632).

(4) The term “small business concern owned and controlled by Veterans with service-connected disabilities” has the meaning given the term “small business concern owned and controlled by service-disabled veterans” under section 3(q)(2) of the Small Business Act (15 U.S.C. 632(q)(2)).

(5) The term "SDVOSB participant” or certified SDVOSB means a small business that has been certified in the SBA Veteran Small Business Certification Program and listed in the SBA certification database (see 13 CFR 128.102).

(b) General. In order for a concern to submit an offer and be eligible for the award of an SDVOSB set-aside or sole source contract, the concern must qualify as a small business concern under the size standard corresponding to the NAICS code assigned to the contract and be listed as an SDVOSB participant in the SBA certification database as set forth in 13 CFR 128.

(1) Offers received from entities that are not certified SDVOSBs and listed in the SBA certification database at the time of offer shall not be considered.

(2) Any award resulting from this solicitation shall be made to a certified SDVOSB listed in the SBA certification database who is eligible at the time of submission of offer(s) and at the time of award.

(3) The requirements in this clause apply to any contract, order or subcontract where the firm receives a benefit or preference from its designation as an SDVOSB, including set-asides, sole source awards, and evaluation preferences.

(c) Representation. Pursuant to 38 U.S.C. 8127(e), only certified SDVOSBs listed in the SBA certification database are considered eligible to receive award of a resulting contract. By submitting an offer, the prospective contractor represents that it is an eligible and certified SDVOSB as defined in this clause, 13 CFR 121, 125, and 128, and VAAR subpart 819.70.

(d) Agreement/LOS certification. When awarded a contract action, including orders under multiple-award contracts, an SDVOSB agrees that in the performance of the contract, the SDVOSB shall comply with requirements in VAAR subpart 819.70 and SBA regulations on small business size, and government contracting programs at 13 CFR part 121 and part 125, including the non-manufacturer rule and limitations on subcontracting (LOS) requirements in 13 CFR 121.406(b) and 13 CFR 125.6. For the purpose of limitations on subcontracting, only certified SDVOSBs listed in the SBA certification database (including independent contractors) shall be considered eligible and/or “similarly situated” (i.e., a firm that has the same small business program status as the prime contractor). An otherwise eligible firm further agrees to comply with the required (LOS) certification requirements in this solicitation (see 852.219-75 or 852.219-76 as applicable). These requirements are summarized as follows:

(1) Services. In the case of a contract for services (except construction), the SDVOSB prime contractor will not pay more than 50% of the amount paid by the government to the prime for contract performance to firms that are not certified SDVOSBs listed in the SBA certification database (excluding direct costs to the extent they are not the principal purpose of the acquisition and the SDVOSB/VOSB does not provide the service, such as airline travel, cloud computing services, or mass media purchases). When a contract includes both services and supplies, the 50 percent limitation shall apply only to the service portion of the contract.

(2) Supplies/products. (i) In the case of a contract for supplies or products (other than from a non-manufacturer of such supplies), the SDVOSB prime contractor will not pay more than 50% of the amount paid by the government to the prime for contract performance, excluding the cost of materials, to firms that are not certified SDVOSBs listed in the SBA certification database. When a contract includes both supply and services, the 50 percent limitation shall apply only to the supply portion of the contract.

(ii) In the case of a contract for supplies from a non-manufacturer, the SDVOSB prime contractor will supply the product of a domestic small business manufacturer or processor, unless a waiver as described in 13 CFR 121.406(b)(5) has been granted. Refer to 13 CFR 125.6(a)(2)(ii) for guidance pertaining to multiple item procurements.

(3) General construction. In the case of a contract for general construction, the SDVOSB prime contractor will not pay more than 85% of the amount paid by the government to the prime for contract performance, excluding the cost of materials, to firms that are not certified SDVOSBs listed in the SBA certification database.

(4) Special trade construction contractors. In the case of a contract for special trade contractors, no more than 75% of the amount paid by the government to the prime for contract performance, excluding the cost of materials, may be paid to firms that are not certified SDVOSBs listed in the SBA certification database.

(5) Subcontracting. An SDVOSB subcontractor must meet the NAICS size standard assigned by the prime contractor and be certified and listed in the SBA certification database to count as similarly situated. Any work that a first tier VIP-listed SDVOSB subcontractor further subcontracts will count towards the percent of subcontract amount that cannot be exceeded. For supply or construction contracts, the cost of materials is excluded and not considered to be subcontracted. When a contract includes both services and supplies, the 50 percent limitation shall apply only to the portion of the contract with the preponderance of the expenditure upon which the assigned NAICS is based. For information and more specific requirements, refer to 13 CFR 125.6.

(e) Required limitations on subcontracting compliance measurement period. An SDVOSB shall comply with the limitations on subcontracting as follows:

[Contracting Officer check as appropriate.] ____ By the end of the base term of the contract or order, and then by the end of each subsequent option period; or ____ By the end of the performance period for each order issued under the contract.

(f) Joint ventures. A joint venture may be considered eligible as an SDVOSB if the joint venture 13 CFR 128.402 and the managing joint venture partner makes the representations under paragraph (c) of this clause. A joint venture agrees that, in the performance of the contract, the applicable percentage specified in paragraph (d) of this clause will be performed by the aggregate of the joint venture participants.

(g) Precedence. The VA Veterans First Contracting Program, as defined in VAAR 802.101, subpart 819.70, and this clause, takes precedence over any inconsistencies between the requirements of the SBA Veteran Small Business Certification Program, and the VA Veterans First Contracting Program.

(h) Misrepresentation. Pursuant to 38 USC 8127(g), any business concern, including all its principals, that is determined by VA to have willfully and intentionally misrepresented a company’s SDVOSB status is subject to debarment from contracting with the Department for a period of not less than five years (see VAAR 809.406-2 Causes for Debarment).

PEST CONTROL STATEMENT OF WORK

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 no less than five (5) days per week, no less than four (4) hours per day for the duration of the contract. Normally, inspection and treatment will be made during the regular work hours, 8:00 a.m. to 4:30 p.m., Monday through Thursday and 7:00 a.m. to 11:00 p.m. on Fridays. 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. Fogging shall only be done between 7:00 p.m. and 11:00 p.m. Environmental Management Service will establish the schedule of areas to be treated and shall orient the contractor to the Medical Center. It will then be the contractor’s responsibility to instruct any employee assigned to this Medical Center. contractor personnel will be required to sign in and out, i.e., Pharmacy, Operating Rooms, Nutrition & Food Service, etc.

5. EMERGENCY CALLBACKS: Emergency treatment callbacks will be accomplished within twenty-four (24) hours of notification without additional cost to the Government.

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 five (5) days per week. 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.

(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.

Area/Bldg. Function Frequency Bowling Campus Main/Tower Patient Care and Clinical addition clinics/administrative Weekly

Underground garage Parking Monthly Exterior grounds Monthly or as required Animal removal as required

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

Bldgs. 12,22,37,39,47,67,117 Warehouse / engineering shops Monthly

Bldgs.

9,20,23,24,32,33,38,44,45,49,50,52,65,6 8,69,71,72,73,74,75,100,112,113,114,11 5,116,118,119,120,124,125 Shelters and assorted outbuildings Quarterly

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

Exterior grounds Monthly or as required

Animal removal as required

Presolicitation Notice