36C25925Q0747-Amendment-Answers to Pest Control Questions.docx

Amendment to a Previous Combined Solicitation

Amendment to a Previous Combined Solicitation

GENERAL INFORMATION

Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

POINT OF CONTACT*

Contract Specialist (CS) Ernest Appiah Ernest.Appiah@va.gov

(303) 712-5720

PLACE OF PERFORMANCE

VA Salt Lake City Health Care System

George E. Wahlen VA Medical Center

500 Foothill Drive

Salt Lake City UT

ADDITIONAL INFORMATION

DESCRIPTION

Question 1: The solicitation states that the successful bidder must present evidence of general liability insurance without exclusionary clauses for asbestos. Could you please confirm whether this requirement must be met directly by the prime contractor, or if it is acceptable to provide evidence of the subcontractor’s insurance coverage when the subcontractor will be solely responsible for performing the onsite services?

Answer: Both the prime contractor and subcontractor will need to provide evidence of general liability insurance.

Question 2: Please clarify whether the prime contractor must hold these licenses directly, or if submission of the subcontractor’s licenses and certifications will satisfy this requirement when the subcontractor performs the services (The solicitation requires offerors to provide copies of licenses and certifications demonstrating eligibility to perform pest control services in Utah).

Answer: Both the prime contractor and subcontractor will need to provide licenses and certifications.

Question 3. Is there an incumbent contractor currently performing this requirement?

Answer: No

Question 4: Please confirm the full list of covered buildings and the approx. 80-acre / 840,000 cleanable sq. ft. figure for pricing. If there have been changes since issuance, may we receive the latest building list / Attachment A?

Answer: Buildings are as follows: 1, 2, 3, 4, 5, 6, 6A, 7, 7A, 8, 9, 13, 14, 16, 18, 20, 27, 30, 32, 35, 37, 38, 41, 45, 47 T-1 & T-2, and the surrounding grounds. No changes from original SOW.

Question 5: The SOW states food service areas monthly; OR & SPD quarterly; patient treatment semi-annual; all other areas annual. Please confirm these minimums are current and whether any additional high-risk/critical areas require higher frequency.

Answer: Areas are current. No high risk/critical areas.

Question 6: The SOW calls for at least 2 exterior applications between April 1 and Oct 30. Please confirm whether mosquito control (larviciding/adulticiding) is included in this requirement or considered a separate task on request Answer: Per SOW: “(8) Control predatory pests (i.e., lice, bedbugs, mites, ticks, bees, wasps, mosquitoes, scorpions, etc.)” Yes, mosquito control is included in the requirement.

Question 7: Please confirm routine work is expected Mon–Fri, 8:00 a.m.–4:30 p.m., excluding Federal holidays.

Answer: Correct, routine work is M-F, 8am to 4:30pm excluding Federal holidays.

Question 8: What is the required response time for after-hours, and is a phone triage acceptable before dispatch?

Answer: Emergency calls – within 4 hours. Yes, to confirm the emergency, phone triage is acceptable.

Question 9: Should we price on-call availability within the monthly CLIN or will after-hours responses be ordered separately?

Answer: After hours are billed separately.

Question 10: The SOW defines emergencies (bed bugs, German cockroaches, wasps/bees/hornets) with 4-hour response at no additional charge. Please confirm these events are included in the fixed monthly price (no separate CLIN).

Answer: Events are to be included in the fixed monthly pricing.

Question 11: Please confirm the expected response time for non-emergent callbacks and that these are also included within the monthly price.

Answer: Per SOW: “NON-EMERGENT CALLS: Contractor shall report within mutually agreed upon time with POC for non-scheduled services without additional charge to the Government.” Non-Emergent calls should be included in the monthly price.

Question 12: During the walk it was stated bird jobs, termite work, etc., would be separately charged.

Answer: Per SOW, section II covers all General Pest Control measures, including birds and termites. These are not separately charged.

Question 13: Bird, Termite, and Other Specialty Work: Will these be requested via separate RFQ/mod with written quotes and a Not-to-Exceed approval, or should we propose T&M rates now?

Answer: No. This requirement is not a Time and Material contract (T&M). The VA does not have Time and Material contracts.

Question 14: The SOW includes a performance matrix with potential percentage deductions for late emergency/routine responses and recordkeeping errors. Please confirm these QASP deductions and whether any grace period or dispute process applies.

Answer: Deductions per SOW are correct. There are no grace periods. Disputes should be addressed to the POC/COR.

Question 15: Servicing Cadence: Please confirm rodent devices must be serviced and dated at least every other week, and weekly in food storage areas. Are there current device counts or maps available?

Answer: Per SOW, service/dating of rodent devices for areas listed is correct. There are no counts or maps available.

Question 16: Restricted/Secure Areas: Are any pharmacy, lab, IT, or secure clinical areas excluded from routine service or require special escorts/clearances? If so, please identify them for scheduling and pricing.

Answer: Access to restricted/secure areas is scheduled through the POC/COR and is considered part of the routine service.

Question 17: The SOW requires an IPM Plan submission for approval. Please confirm what to include (inspection findings, monitoring plan, device map, product list/SDS, thresholds, etc.) and the due date post-award.

Answer: IPM has been created internally by the previous EMS department Pest Controller. Contractor is expected to follow pre-created IPM.

Question 18: Please confirm any facility-specific restrictions (e.g., prohibited actives in clinical areas, fragrance-free policy, notification posting requirements).

Answer: No smoking anywhere on campus. Chemicals and pesticides should be fragrance free to avoid any sensitivity issues with patients/visitors/staff. No posting requirements, guidance to staff is recommended if a room/area needs to be left alone for an extended period.

Question 19: The SOW lists detailed data elements required after each service (applicator, location, pest, product, EPA Reg No., amount/rate, etc.). Is there a standard VA form or should we use our service ticket format so long as it includes all required fields?

Answer: Forms are kept in room Building 14, room BA11 binder for contractors to fill out. Copies of form used will be made/provided after they have been filled out. If contracting company wants to include their own service ticket in addition that is allowed/encouraged.

Question 20: Please confirm the expected content/format for the monthly reports and the annual pesticide usage report due March 1.

Answer: Expected content should include:

0. The brand name of the pesticide applied.

0. The name of the pesticide manufacturer, or the federal environmental protection agency (EPA) registration number of the pesticide.

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

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

Question 21: The SOW prohibits storage without written approval and references R68-7/40 CFR for safe storage and MS4 requirements. Is limited secure storage available on campus? If yes, please provide requirements and approval process.

Answer: There is currently no storage of contractor chemicals or supplies on-site. No requests are currently being accepted/approved.

Question 22: Please confirm the contractor is responsible for all pesticide waste removal/disposal (no VA disposal) and that spill kits must be maintained on vehicles.

Answer: Correct, the contractor is responsible for all waste removal and disposal.

Question 23: Please confirm the process, documents, and typical lead time for badges, and whether flu/COVID or other immunizations are required for access.

Answer: Per SOW: “An access badge will be given to the contractor’s employees after completion of a background check.” Timeframe for completion of background checks varies. No other immunizations requirements.

Question 24: For secure areas, will escorts be provided by VA, and can we schedule grouped access windows to minimize disruption?

Answer: Escorts are provided for all secure areas. Coordinate with the contract POC/COR.

Question 25: Please confirm that pricing is monthly for the Base Year and each of the four Option Years per CLIN 0001/1001/2001/3001/4001, with the total as the sum of Base + Options.

Answer: Yes, it is based on monthly charges.

Question 26: Please confirm monthly arrears invoicing via the VA Financial Services Center (TUNGSTEN e-Invoice) and whether COR/POC signature is required with each invoice.

Answer: COR/POC retains copies of all invoices and signs the invoices.

Question 27: If separate, will the Government provide access for inspection and allow mobilization charges where applicable Answer: Not applicable

Question 28: Please confirm email submission is acceptable and that we should send to Ernest.Appiah@va.gov and NCO19lab@va.gov (with the solicitation number in the subject line).

Answer: Yes

Question 28: Please confirm whether this is Lowest Price meeting the SOW or Best Value/Tradeoff (per 52.212-2) and whether any SDVOSB/VOSB participation will be evaluated as an additional factor.

Answer: It is not lowest price meeting the SOW; award is best value through comparative analysis. SDVOSB/VOSB may be considered.

Question 28: The RFQ lists the Base and Option Year periods beginning September 19, 2025. Please confirm the anticipated award date and start of performance, or whether start may slide depending on the award.

Answer: The award date may slide based on the award.

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Amendment to a Previous Combined Solicitation