PWS_Integrated Pest Management Services_revision 1.docx

PERFORMANCE WORK STATEMENT (revision 1)

Integrated Pest Management Services

A. GENERAL:

OBJECTIVE: Per VHA Directive 1850.02, Pest Management Operations Program, it is the Veterans Health Administration (VHA) policy that Department of Veterans Affairs (VA) medical facilities effectively implement a pest management program that follows Integrated Pest Management (IPM) principles and promotes safe, efficient and environmentally preferred strategies, thereby preventing or controlling disease vectors and other pests that may adversely impact health, impede operations or damage property. AUTHORITY: 38 U.S.C. § 7301(b).

BUSINESS LICENSURE: The prime Contractor as well as all Sub-Contractors performing pest control duties must possess a current business license for pest control services in the state where contract execution is to be conducted and must directly employ a licensed and certified pesticide applicator in the state where the service is conducted. Preference will be given to QualityPro accredited pest control companies as endorsed by the National Pest Management Association (NPMA).

NOTE: The prime vendor must adhere to individual business licensing laws as outlined in each State's pest control laws and regulations and meet all VHA requirements in accordance with VHA Directive 1850.02.

CONTRACTOR RESPONSIBILITIES: The Contractor shall provide all supervision, management, process oversight, laboratory testing, tools, supplies, equipment, pesticides, transportation, and labor to develop and implement an IPM plan for the El Paso VA Healthcare System. The Contractor shall execute IPM activities in a manner that prioritizes and safeguards the health, safety and well-being of patients, staff and visitors.

PEST MANAGEMENT OFFICER (PMO): For the purpose of this Performance Work Statement (PWS), the PMO is defined as the medical facility’s designated Pest Management Officer in accordance with VHA Directive 1850.02.

PERFORMANCE PERIOD:

Option Year 4: 12/1/2030 - 11/30/2031

TYPE OF CONTRACT: The Government anticipates a Firm Fixed Price contract for this requirement.

WORK HOURS (FOR EXECUTION OF SERVICES): The service schedule shall be established at the beginning of the period of performance and documented in writing. The schedule shall be developed collaboratively by the Contractor, Contracting Officer (CO), Contracting Officer Representative (COR), and the PMO.

Normal routine services will occur once a week. It is expected that the Contractor be on site and perform work on the days coordinated with COR & PMO.

The Contractor must physically sign-in upon arrival and sign-out on completion of each service visit in the onsite IPM logbook. Failure to sign-in or sign-out shall constitute non-compliance. While on site, the Contractor shall check in with designated facility representative(s) to review the status and progress of the IPM program and to address observed or reported pest management issues. This coordination is required for each visit.

If special key or badge access is required for sensitive areas or outside regular hours, a written protocol will be developed between the Contractor, COR, and PMO documenting the process and points of contact necessary to ensure all hour access for pest management services.

Any work performed outside of normal business hours shall require prior approval from the COR before commencement. The Contractor shall provide a minimum of no less than one (1) business day advance notice for all after-hour work requests. Exceptions to the advance notice requirement may be granted only when the COR or PMO determine the work constitutes an emergency.

FEDERAL HOLIDAYS: Federal holidays which are observed by the federal government are annotated below.

New Year’s Day Birthday of Martin Luther King, Jr.

Washington’s Birthday Memorial Day Juneteenth National Independence Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day Any additional day recognized as a federal holiday pursuant to a Presidential proclamation/order.

INTERFERENCE TO NORMAL FUNCTION: The Contractor shall suspend or modify work activities to prevent interference with normal facility operations, including but not limited to patient care, utility services, fire protection systems, as well as the safe passage of patients, staff, equipment and carts.

In the event of an emergency, Contractor services may be suspended temporarily and rescheduled at no additional cost to the government.

If access is required to secure areas, Contractor personnel shall request access from the COR/PMO.

Contractor will provide the COR and the PMO with a contingency plan if the Contractor is unable to perform or provide services.

SCOPE OF CONTRACT AND CONTRACT MODIFICATIONS: The final contract will stipulate the responsibilities of the Contractor and/or the government. The Contractor and the government are required to adhere to the scope of the finalized contract. All modifications shall be initiated and approved by the Contracting Officer. The Contractor shall not receive payment for any work/services/deliverables that are/were not specifically authorized under the contract (as written or as modified).

CONTRACTOR STAFF/PERSONNEL QUALFICATIONS, EXPERIENCE, AND OTHER REQUIREMENTS: All personnel performing work and executing services/deliverables shall possess the necessary licensure, qualifications, and experience necessary to execute the specific tasks in this PWS. Unqualified individuals shall not perform work which is covered under the scope of the finalized contract at any time during the performance period.

REQUIREMENTS OF CONTRACTOR: The following requirements/stipulations are mandatory for Contractors/Contractor personnel (e.g., Commercial Pesticide Applicators, Technicians, Pest Helpers).

Prime and/or subcontractor shall be appropriately licensed and permitted in the State of (Texas) to perform structural or equivalent pest control services, including wood destroying insect control and public health or equivalent. Only Environmental Protection Agency (EPA) and the State of (Texas) Department of Agriculture approved pesticides and equipment shall be used during the performance of services. All pesticides must be EPA registered and labeled for use in a hospital and healthcare environment.

The Contractor and all personnel assigned to this contract shall be licensed and certified applicators or certified technicians in (Texas), and fully compliant with applicable state licensing and regulatory requirements governing the mixing, handling and application of pesticides. Assigned personnel must be capable of performing pest identification and providing programmatic recommendations independently, without direct supervision, as defined by state requirements. Individuals supporting this contract shall possess current knowledge and demonstrated experience in the commercial application of pest control treatments and the execution of pest management services within a healthcare setting.

The Contractor shall have appropriate certifications and licenses to perform yearly inspection for termite infestation and treatment if required by the facility.

Basic proficiency in speaking, understanding, and writing English is required by the Contractor and Contractor personnel.

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. This includes but is not limited to wearing/displaying identification badges and identifiable uniforms which specify the company they are representing.

Regulations prohibit smoking on VA property. This includes use of cigarettes, cigars, pipes, any other combustion of tobacco and non-Federal Drug Administration (FDA) approved electronic nicotine delivery systems (ENDS), including but not limited to electronic or e-cigarettes, vape pens, or e-cigars.

Contractor will ensure that employees assigned to this service contract have a general background check. Employees that do not meet security and clearance requirements shall not be allowed to perform work under this contract.

It is the responsibility of the Contractor to park in the appropriate designated parking areas while on-site. Parking arrangements shall be coordinated between the government and Contractor at the beginning of the performance period before work begins. The medical facility/government will not/does not validate or make reimbursement for parking violations for Contractor personnel under any circumstances.

SITE SPECIFIC REQUIRMENTS (ADDITIONAL CONTRACTOR QUALIFICATIONS): Assigned Technicians to the site are required to possess certification in Structural (or equivalent) and Health Related categories as acceptable to the (Texas) Department of Agriculture or other governing Boards of the State.

If required, Technicians must also hold a Rodent Control License issued by the (Texas) Department of Agriculture or other governing Boards of the State.

Apprentices or Pest Control Helpers are allowed to shadow and receive on-the-job training, provided that a Certified Applicator or Technician is always physically present on-site and remains within visual range of the Apprentice or Helper. Apprentice cards issued by the (Texas) Department of Agriculture will be provided to the COR and PMO.

***Add or modify any state specific requirements in the above section.

B. SPECIFICATIONS:

1. Contractor shall assume full responsibility for compliance with the following as they apply to IPM service in Department of Veterans Affairs (VA) medical facilities.

a. VHA Directive 1850.02, Pest Management Operations Program

b. VA Directive 0057, VA Environmental Management Program

c. VHA Directive 7707, VHA Green Environment Management System and Governing Environmental Policy

d. Federal Insecticide Fungicide Rodenticide Act (FIFRA)

e. Environmental Protection Agency (EPA) guidance and regulations

f. Occupational Safety and Health Administration (OSHA) regulations

g. Federal, State, and local ordinances

h. National Pest Management Association (NPMA) guidelines and best practices

NOTE: VA requirements for pest control may be more stringent than U.S., state, and local requirements.

2. The Contractor shall implement and maintain practices consistent with the requirements of the VA’s Environmental Management System (EMS) and shall ensure that all personnel performing work under this contract are aware of and adhere to applicable environmental policies, procedures, and requirements. The Contractor shall promptly report any environmental incidents, spills, or potential violations to the COR and take immediate corrective action as required. Failure to comply with these requirements may result in work stoppage, contract termination, or other remedies available to the government.

3. The Contractor shall conform to all federal, state, and local regulations governing examining and licensing of pest control operators, performance of pest control services, 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 is performed.

4. The Contractor shall develop and implement an IPM plan, and it must include operational and programmatic approaches that reduce food, water, harborage, and access used by pests. The Contractor’s IPM plan shall include a pest surveillance/monitoring program, pest trending, pest trapping/removal, pesticide application, and all regulatory service reporting. The Contractor will provide detailed, site-specific recommendations for structural and technical alterations (indoor and outdoor) that exclude and manage pests within the property boundaries and near buildings and structures.

a. The Contractor shall provide the COR and PMO with maps identifying the locations of all interior and exterior pest monitoring devices, including but not limited to interior rodent traps, insect monitors, rodent bait stations, and insect light traps.

b. All equipment used for insect and rodent monitoring services shall correlate with the approved maps and be documented in the logbook and reviewed with the COR and PMO at least annually.

c. All monitoring devices shall be assigned a unique identification number by the Contractor and the corresponding identification numbers will be annotated on the approved maps.

d. All exterior rodent bait stations shall be properly marked and dated in accordance with local and State requirements.

5. Locations of IPM services and estimated square feet (SF):

a. 5001 N. Piedras St. El Paso, Texas 79930 (306,079 SF)

· Maintenance Shop (5,591 SF)

· Parking Garage (160,833 SF)

b. 6 Founders, Suite B, El Paso, Texas 79906 (9,600 SF)

c. 116 & 117 Persian Rd. Fort Bliss, Texas 79906 (6,657 & 6,857 SF)

d. 1250B E Cliff Dr, El Paso, TX 79902 (5,400 SF)

e. 11282 Sgt Lytle Ave, El Paso, TX 79908 (14,000 SF)

6. The IPM plan requires approval by the COR and PMO prior to implementation and will be submitted for review as part of the Contractor’s contract submissions.

7. The Contractor’s IPM plan must include but is not limited to the following tasks:

a. Inspection of all areas to determine which pest management measures are appropriate and required to mitigate pest risks and infestations.

b. Identification of pest entry points and identifying and communicating/documenting necessary structural remediation recommendations, monitoring and follow up to ensure remediation actions are taken.

c. Communication of recommendations in writing to the COR and PMO, which include environmental sanitation practices that restrict or eliminate food, water or harborage for pests and engineering practices that limit the entry of pests.

d. Selection and utilization of non-chemical control methods, which eliminate, exclude, or repel pests (e.g., traps, caulking, air curtains)

e. Collection of live and dead pests, and disposal of all pests off-site.

f. Selection and use of the most environmentally safe pesticide(s) that are labeled for use in medical facilities when chemical control is necessary.

g. Identification, removal, and cleanup of areas with droppings, feathers, and nesting materials that are known to be health concerns in ceilings, window ledges, crawl spaces or any other area in or around the medical center.

h. Monitoring of treated areas to ensure pest control measures were effective and that pests are not resistant to pesticide treatments.

i. At a minimum, all food service areas will be inspected weekly (e.g., Nutrition and Food Services (NFS) and Veteran Canteen Services (VCS)). Sensitive areas of the medical facility (e.g., Operating rooms (OR), Sterile Processing Services (SPS), Cath lab, endoscopy, other invasive procedure areas, Pharmacy and compounded sterile preparation (CSP) areas) will be inspected monthly at minimum. At a minimum, all patient treatment areas will be inspected semi-annually. Inspections will be documented in service reports, and any risks to health and property will be immediately reported to the COR and PMO.

j. At a minimum, the exterior of buildings and parking structures on campus will be inspected for pest activity no less than monthly.

k. In the event the PMO determines that pest activity within patient care areas or other sensitive areas of the facility exceeds acceptable thresholds, the Contractor shall develop and submit a written corrective action plan to the COR and the PMO. Pest presence and activity override minimum frequencies of inspection and must be addressed to extermination.

l. The corrective action plan shall outline a structured thirty (30) day improvement strategy and, at a minimum, include:

i. Actions to reduce and eliminate pest activity.

ii. Identification of sanitation, environmental, and structural conditions contributing to the pest activity.

iii. A list of proposed pesticide products and application methods.

iv. Pest monitoring documentation (e.g., spreadsheets or tables) tracking pest activity, numbers, and trends over time to evaluate treatment effectiveness and eradication progress.

NOTE: Although rare, fumigation and ultra-low volume (ULV)/thermal fogging treatments may be required in dire circumstances. These treatments require separate scheduling and prior approval by the COR, PMO, Engineering and Safety for the convenience and safety of staff, visitors, patients, and the facility.

8. Pests included for management in the contract include but are not limited to:

a. General structural arthropod pests (e.g., cockroaches, ants, beetles, spiders, carpenter bees, earwigs, silverfish, occasional invaders etc.).

b. Flying insect pests (e.g., houseflies, stable flies, blow flies, dung flies, fruit flies, moth flies, fungus gnats, and Phorid flies etc.) which include drain, sink, or food disposal unit treatments for flies breeding in organic habitat.

c. Pests of public health concern (e.g., bed bugs, fleas, mites, ticks, bees, wasps, mosquitoes, scorpions, etc.). Control of mosquitoes includes identification of breeding habitat and larval control.

d. Stored product pests (e.g., saw tooth grain beetle, red flour or confused flour beetle, Trogoderma beetles, weevils, grain moths etc.)

e. Mice and rats (e.g., house mouse, field mouse, roof rat, Norway rats, etc.)

f. Pest birds (e.g., pigeons, English sparrows, blackbirds, starlings, grackles, geese, etc.)

g. Other vertebrate pests (e.g., dogs, cats, bats, squirrels, gophers, groundhogs, moles, skunks, snakes, rabbits, raccoons, etc.).

h. Aquatic pests (e.g., midge and mosquito larvae, algae etc.).

NOTE: If required, control of wood destroying organisms (e.g., subterranean termites, dry wood termites, wood boring beetles, fungi etc.) may be included. An additional service outline would be necessary.

C. INITIAL BUILDING INSPECTIONS:

1. Both primary and sub-contracted Contractor(s) shall complete a thorough initial, documented inspection of each building or site within the first ten (10) business days of the starting date of the contract. The purpose of the initial inspection is for the Contractor to evaluate the pest control needs of all locations and to identify problem areas and any equipment, structural features, or management practices that are or could be contributing to pest issues or infestations. Access to building space shall be coordinated with the COR and PMO. The COR and/or PMO will inform the Contractor of restrictions or areas requiring special scheduling.

D. CALL BACKS:

1. EMERGENCY CALL BACK: The Contractor shall arrive on site at the facility within two (2) hours after receipt of notification by the COR or designee, perform IPM Services to correct an emergent condition. This call back service shall be accomplished at no additional charge to the government.

1. NON-EMERGENT CALLS: Contractor shall arrive on site at the facility within eight (8) hours for non-scheduled service requests without additional charge to the government.

1. ALL CALL BACKS: Contractor will report the response time and plan of action to the COR and PMO. Contractor will respond to all after hours voice messages within the time frame allotted for the type of call received. Response time will start at the time that notification is left for the Contractor. Emergency or after-hours point of contact information for the Contractor will be made available to the COR and PMO.

E. REPORTING FOR SCHEDULED SERVICES:

1. Add any additional communication requirements for separate CBOCS, Buildings, or areas associated with the Medical Facility if required.

F. SAFETY FACTORS:

1. All rodent bait stations that use rodenticides including all interior rodent traps shall be placed only at times and in areas approved by the COR and the PMO. Rodent bait stations that utilize rodenticides shall be replaced as necessary and follow all manufacturers’ recommendations. No pest control material or trap shall be placed where it may be recovered by patients, non-target animals, nor shall such material be allowed to contact food, cooking utensils, children, staff or patients.

NOTE: The Contractor shall not spray pesticides inside the medical facility without prior written approval from the PMO.

G. STORAGE AND PROHIBITIONS OF PEST CONTROL MATERIALS:

1. Storage of pest control materials or equipment on VA property is prohibited without the written approval of the COR and PMO. In addition, per VHA Directive 1850.02, the use of the selective herbicide 2,4-Dichlorophenoxyacetic Acid (2,4-D) is banned on VA property.

I. REQUIRED CONTRACTOR REPORTING:

1. After each service (scheduled or non-scheduled) Contractor personnel will submit documentation (service reports) that include but are not limited to:

0. The name and company address of the individual who applied the pesticide.

0. The location, including the building and room number and location(s) inside room(s) where pesticide was applied (e.g., along baseboards, crack/crevice, on windowsills, etc.).

0. The target pest(s) against which the pesticide was applied.

0. The date and time of application.

0. The trade name of the pesticide applied.

0. The federal Environmental Protection Agency registration number of pesticides.

0. The rate of application or amount of the pesticide applied, and the total area treated. Square, cubic, or linear feet will be noted if applicable to the pesticide application.

0. Pest monitoring activities (e.g., inspection of insect monitoring devices, insect light traps, rodent traps, rodent bait stations etc.).

0. If pest monitoring devices or pest control devices are relocated, the Contractor will identify the number, location, and date devices were identified and moved.

8. Service reports and documentation will be provided to the PMO and COR by the end of the next business day. If the service was performed on a Friday, Saturday, or Sunday, then the service report and documentation will be provided by end of the next business day (e.g., Monday). Service and pesticide application reports shall be provided by the Contractor/Company that performs the service on-site and must conform to (Texas) rules and laws regulating pest control business and operations.

8. 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.

8. The Contractor will furnish the COR and the PMO’s office, prior to initial pesticide application, the trade names and chemical names of all approved pesticides/chemicals along with current labels and Safety Data Sheet (SDS). The Contractor shall supply this information as new products are submitted for approval to the COR and PMO.

8. The Contractor will supply a quarterly report that annotates the total numbers and locations of pest sightings and pesticide applications on all VA property. A consolidated annual report, including historical trending of pests will be provided to the PMO each year that the contract is active.

J. CONTRACTOR PERSONNEL ID BADGES AND PARKING:

1. The Contractor shall provide the COR and the PMO with a list of Contractor employees expected to enter the buildings to pick up confidential documents. 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.

1. An access badge will be given to the Contractor’s employees after completion of a background check. The Contractor employee must safeguard the access badge and immediately report any lost, stolen, or destroyed badges to the COR or the PMO. All contract personnel must properly display their access badges while on the VA property. Access badges must be worn at or above the waist (facing forward). The Contractor will ensure the badges of Contractor personnel who quit or are terminated are returned to the VA within 3 working days of the event.

1. The Contractor shall be required to comply with all security policies and entrance requirements of the facility. All security policies/requirements must be met, and employees cleared prior to the Contractor performing work. Employees that cannot meet the security and clearance requirements shall not be allowed to perform work under this contract.

1. It is the responsibility of the Contractor personnel to park in the appropriately designated parking areas. Parking information shall be coordinated with each facility COR or the PMO.

1. The VA does not validate or make reimbursement for parking violations of the Contractor’s personnel under any circumstance.

REFERENCES:

Code of Federal Regulations, Title 7. Accessed at:

https://www.ecfr.gov/current/title-7/section-205.271

Environmental Protection Agency, “Introduction to Integrated Pest Management”. Accessed at: https://www.epa.gov/ipm/introduction-integrated-pest-management

National Pest Management Association, “Pest Management Guidelines for Healthcare Facilities, A Guide for Pest Management Professionals”. Accessed at:

https://npmapwcdn-afabcafzhkfnebcs.z02.azurefd.net/media/epgcc12w/pest-managment-gudielines-for-healthcare-facilities_v10-1.pdf

QualityPro, The Mark of Excellence in Pest Management, QualityPro Credentials. Accessed at:

https://www.npmaqualitypro.org/available-credentials/qualitypro/

U.S. Code, Title 38 § 7301(b). Accessed at:

https://www.govinfo.gov/app/details/USCODE-2023-title38/USCODE-2023-title38-partV-chap73-subchapI-sec7301/context

VA Directive 0057, “VA Environmental Management Program”, October 25, 2022.

VHA Directive 1850.02, “Pest Management Operations Program”, December 22, 2022.

VHA Directive 7707, “VHA Green Environmental Management System and Governing Environmental Policy”, April 1, 2021.

End PWS