PBWS IPM VACCHCS.docx

Performance Work Statement Pest Control Services VA Central California Health Care System

Section 1: General Information

1.1 General: This is a non-personal services contract to provide pest control services for the VA Central California Health Care System (VACCHCS). The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn, is responsible to the Government.

1.2 Period of Performance:

Base Year: October 1, 2021 to September 30, 2022 Option Year #1: October 1, 2022 to September 30, 2023 Option Year #2: October 1, 2023 to September 30, 2024 Option Year #3: October 1, 2024 to September 30, 2025 Option Year #4: October 1, 2025 to September 30, 2026

1.3 Place of Performance:

Medical Centers Central California Health Care System 2615 E. Clinton Ave.

Fresno, CA 93703 Fresno County

Community Based Outpatient Clinics

Merced CBOC 340 E. Yosemite Ave.

Merced, CA 95340 Merced County Oakhurst CBOC 40597 Westlake Dr.

Oakhurst, CA 93644 Madera County Tulare CBOC 1050 N. Cherry St.

Tulare, CA 93274 Tulare County

There are numerous buildings at the Fresno Medical Center. The vendor will be required to provide coverage for all the building located within each campus.

1.6 Hours of Operation: Services will be required during normal business hours between 8:00 a.m. to 5:00 p.m., Monday through Friday, including Federal Holidays. Hours may vary based on treatment plan and treatment area. The COR and Contractor will determine best schedule per treatment. Some treatments may be required to take place after duty hours.

1.7 Invoicing: All invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.

More information on the VA Financial Services Center is available at http://www.fsc.va.gov/einvoice.asp.

Vendor e-Invoice Set-Up Information:

Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have question about the e-invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below:

· Tungsten e-Invoice Setup Information: 1-877-489-6135

· Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

· FSC e-Invoice Contact Information: 1-877-353-9791

· FSC e-invoice email: vafsccshd@va.gov

Section 2: Definitions & Acronyms

2.1 Definitions:

Contractor. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

Subcontractor. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

Workday. The number of hours per day the Contractor provides services in accordance with the contract.

Work Week. Monday through Friday, unless specified otherwise.

2.2 Acronyms:

CBOC Community Based Outpatient Clinic COR Contracting Officer Representative IPM Integrated Pest Management MSDS Material Safety Data Sheets PWS Performance Work Statement VA Veterans Affairs VACCHCS Veterans Affairs Central California Health Care System Section 3: Government Furnished Property, Equipment, and Services None.

Section 4: Contractor Furnished Items and Services

The Contractor shall provide all equipment, supplies, management, supervision, personnel, and transportation necessary to assure that all services are in accordance with the contract and all applicable laws and regulations. The contractor shall ensure all work meets performance standards specified in this Performance Work Statement (PWS) and referenced documents.

Section 5: Specific Tasks

5.1 General Requirements

A. The Contractor shall furnish all labor, equipment, supplies, parts, supervision, management and transportation necessary to perform integrated Pest Management (IPM) Control services (interior and exterior) in accordance with the terms and conditions of this contract for all identified locations in section 1.3 of the Performance Work Statement.

B. All tasks shall be accomplished to meet the guidelines in the National Pest Control Association’s “Good Practice Standards.” The Integrated Pest Management (IPM) services required of the Contractor are as follows:

1) Inspection: Determine which pest management measures are appropriate and required.

2) Recommend environmental sanitation practices that restrict or eliminate food, water or harborage for pests.

3) Preventive Maintenance: Selection and utilization of non-chemical control methods which eliminate, exclude or repel pests (i.e., insect electrocution devices, traps, caulking, air screen, etc.)

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4) Treatment: Selection and use of the most environmentally sound pesticide(s) to affect control and or elimination when chemical control methods are necessary.

5) Control and treatment of general structural arthropod pests (i.e., cockroaches, ants, carpet beetles, spiders to include removing built up spider webs on exterior of buildings, carpenter ants/bees and any bee nest removal, etc.)

6) Control and treatment of stored product pests (i.e., saw-tooth grain beetle, red/confused flour beetles, Trogoderma, beetles, grain moths, etc.)

7) Control and treatment of mice and rats (i.e., house mouse, field mouse, roof rat, Norway rat, deer mouse, etc.)

8) Control of pest birds (i.e., pigeons, sparrows, blackbirds, including bird nest removal, etc.)

9) Control of other vertebrate pests (i.e., dogs, cats, bats, squirrels, gophers, moles, raccoon, skunks, snakes, rabbits, including capture and removal, etc.)

10) Control and treatment of wood destroying organisms (i.e., subterranean termites, dry wood termites, fungi, wood boring beetles, wood wasp, silverfish/firebrat, etc.)

11) Control of aquatic pests i.e. mosquito larvae/pupae, algae, etc.

12) Control and treatment of flying insects (i.e., housefly, stable fly, low flies, etc.)

13) Control and treatment of predatory pests (i.e., lice, bedbugs, fleas, mites, ticks, bees, wasps, mosquitoes, scorpions, conenose bugs, etc.)

14) Inspection and Treatment for Termites: Inspection for termites shall be accomplished IAW the Good Practice information attached. Treatment for termites shall be made only if there is evidence of termites is found. It is estimated that no more than two (2) inspections per year shall be required.

15) Removal of Cliff Swallows’ nests: Although Cliff Swallows are protected by the Migratory Bird Treaty act, the US Department of Fish and Wildlife Service allows us to remove the mud nests when swallows start to build their nests. No permits are required to remove swallow nests provided there are no eggs or young in the nest. Nests shall be knocked down daily during the building season to prevent any eggs from being laid. Care shall be taken to perform this scope of work so as to prevent disruption of health care system activities. This shall involve working off-hours, after 4:30 pm. Given that Cliff Swallows are migratory birds and return to the same nesting site once the nests are established, the goal in this scope of work is to prevent nesting from occurring. The scope of this contract includes all buildings in Palo Alto, Menlo Park and in Livermore. A site visit is required to determine building height and visual inspection of any remaining old nests not removed from the previous spring.

16) Clean Up, Decontamination and Disposal of Hazardous Waste: The Contractor shall clean up after performance work of pest control. The Contractor shall not dispose any excess pesticides, pesticide container or any material contaminated by pesticides at any location on the Medical Center premises except as specified by the COR.

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17) Removal of Dead Insects/Animals: All Dead Insects/Animals shall be removed and disposed by the Contractor within a reasonable time frame as established by the COR or designee.

5.2 Regulations

Pest management operations shall meet all Federal requirements as identified in Public Law 92-516, Federal Insecticide, Fungicide and Rodenticide Act, dated November 28, 1975, as amended, and Executive Order 12088 (Federal Compliance with Pollution Control Standards) and appropriate Occupational Safety and Health standards regarding hazard communication, personal protective equipment, and exposure standards. The Contractor shall ensure pesticides and pest control operations are in compliance with California Code of Regulations (Title 3, Food and Agriculture), Division 6, Pesticides and Pest Control Operation.

5.3 Scheduling Services

The Contractor shall provide the work schedule of when services shall be performed and submit it to the Contracting Officer Representative (COR) within fifteen (15) days prior to the first day of work. Pest Management tasks must be scheduled for specific days that are identified and provided to the COR. The Contractor is not authorized to perform services on alternate days without prior approval from the COR.

5.4 Inclement Weather

In the event climate or weather conditions make it unsuitable for work or may induce an environmental hazard, the contractor must coordinate with the COR to establish a new date and time for services to be performed.

5.5 Adding/Deleting Building

The scope of this contract includes all the Medical Centers and CBOCs within the VACCHCS. If changes are needed by either adding a new building or removing a building within the VACCHCS, it will be covered under the scope of this contract. Any changes to the locations listed in section 1.3 of the Performance Work Statement will be handled through a bilateral contract modification.

5.6 Daily Services

The Contractor shall be flexible to provide services Monday through Sunday (including Federal Holidays) for the sites of VACCHCS.

5.7 Reporting to Bldg. 1.

The Contractor reports to FresnoVACCHCS, Bldg. 241, Room B 2A2207 or an alternate location, to the COR or designee to receive the prioritized work requests. The Contractor then provides the required services needed within 2 business days after receiving the work request. Upon completion of services, the Contractor shall notify the COR or designee in writing.

5.8 Work Orders

The customers’ work orders also known as “G. Pest” can be deliver to the Contractor in one of three methods:

A. Hard-copy method – The COR or designee shall provide the hard/electronic copy of document work orders (i.e. “G.Pest Request”) to the Contractor upon arrival to Bldg. 6 or via electronic means.

B. Fax-copy method – The COR or designee may elect to fax the daily work orders to the Contractor. The Contractor shall provide a FAX number to the COR within 5 days after award of contract.

C. Email method – The COR or designee may email daily work orders (i.e. g.pest) via email.

Returning Completed Work Orders – After completion of services, the Contractor shall notify the COR or designee within 24 hours (excluding weekends and holidays)

5.9 Recurring Services

The Contractor shall provide a schedule based on a site survey as to when weekly and monthly inspections shall occur. The schedule shall be given to the COR within the first 30 days after award of contract. The schedule shall be approved by the COR. The weekly and monthly inspections are as follow:

A. Weekly Inspections. The Contractor shall conduct weekly inspections, provide the necessary corrective actions, and document/record all actions in the logbook located at the following locations:

1) Fresno VACCHCS – 1 location: Bldg. 241, Supervisors Office, Room B 2A2207.

Locations may be changed to meet operational needs.

B. Monthly Inspections. The Contractor shall conduct monthly inspections, provide the necessary corrective actions, and document/record all actions in the logbook located at the following locations;

1) VACCHCS – 1 location: Bldg. 1, Supervisors Office, Room B 2A07. Locations may be changed to meet operational needs.Palo Alto Division, Bldg. 50, Warehouse

2) Menlo Park Division, Bldg. 371, WarehouseMerced CBOC, 340 E. Yosemite Ave. Merced, CA 95340

3) Mountain View Center, #801Oakhurst CBOC, 40597 Westlake Dr., Oakhurst, CA 93644

4) Tulare CBOC, 1050 Cherry, Tulare, CA 93274

5.10 Unscheduled Contingency Work

The Contracting Officer’s Representative (COR) shall direct up to 24 times per year of Unscheduled Contingency Work in situations where urgent pest situations have occurred. In case of an emergency, the contractor requires providing pest control service within four (4) hours after contingency work is requested.

5.11 Required Contractor Reporting

A. All IPM services performed by the contractor during the work shift shall be documented in writing.

B. The Contractor shall supply, complete and submit a monthly chemical usage report to the COR or designee.

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C. The Contractor shall be required to furnish to the COR the Material Safety Data Sheets (MSDS) or equivalent and the trade names (if any) and names of chemicals to be used in the performance of this contract prior to initial application.

5.12 Contractor Qualifications

A. The Contractor personnel shall be California certified pesticide applicators to perform under this contract. The Contractor shall furnish a copy of State certification (current Certificates of Competency in Pest Management in any and all categories or sub-categories as identified by the State of California) to the COR after award but prior to the performance of work.

B. The Contractor personnel shall wear an appropriate and professional uniform with the company’s logo/name and nametag.

C. When there is more than one technician performing services, one of the technicians must be fully certified in Pest Management categories. A non-certified technician may assist the certified technician in the performance of the work if the non-certified technician is either with the certified technician or they are within direct line of sight to the certified technician. The certified technician shall assume all responsibility for the non-certified technician.

D. During the period of performance, if the Contractor proposes to add-on or replace personnel, the Contractor shall submit the California Pesticide Applicator Certificate to the COR before starting work. At no time shall the Contractor utilize add-on or replacement personnel who do not meet the certification of this contract.

5.13 Contractor Contingency Plan

The Contractor shall have a contingency/back-up plan in the event, the Contractor is unable to perform services or have services performed as required. The Contractor shall immediately notify the COR or designee and provide a justification for non-performance and institute the contingency and/or back-up plan as quickly as possible

5.14 Special Provisions

The following provisions shall be adhered to by the Contractor in performing pesticide applications of the areas specified below:

A. Food Handling Areas: Treatment of these areas are limited to only times when food is not being held, processed, prepared, served and while not occupied by facility employees. The Contractor shall at no time enter facility elevators which are occupied by food service equipment while in the possession of pesticides or application equipment.

B. Patient Occupied Areas: Contractor shall use pesticides with as low a volatility and as odor-free as possible to keep odor levels from affecting patients.

C. Critical Areas: The Contractor shall submit a list of pesticides for intended use in areas listed below to the COR 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 at any time without the approval from the COR. In all critical areas the Contractor shall document work completion and keep a record in the critical areas as required by office of the investigator general.

D. Critical Areas:

Pharmacy Respiratory Care Areas Research Facilities Supply Processing Distribution Operating Rooms Intensive Care Units Canteen Kitchens Dietetics Kitchens GI (Gastrointestinal) Clinics Patient Areas

5.15 Residual Treatment:

During regular scheduled visits, the Contractor shall apply residual insecticides by the crack and crevices method only, for control of roaches, at least once every month to kitchens, etc., however, not when food preparation is in progress, food is exposed and food contact surfaces are not covered. Pesticides must be approved and registered by the EPA and must be used in accordance with the instructions on the label. When necessary, the Contractor shall be accompanied by the COR or designee who shall indicate special areas to be serviced and cover machines and equipment as needed.

5.16 Restrictions on Pest Control Materials:

A. All rodenticides, traps or bird repellents shall be placed only at times and in areas approved by the COR or designee and unused portions shall be recovered at the latest by a time limit set by the COR or designee.

B. The use of rodenticides other than Chlorophacinone, Scilliroside, Brodifacoum, Cholecalciferol, shall be restricted to locations specifically provided for by the COR.

C. The Contractor shall be required to furnish to the COR initial application of pesticides and rodent control chemicals, sample labels, names of chemicals to be used in the performance of this contract. This information is required by the Medical Service for emergency treatment in the event of ingestion of and/or contact with the material by humans. A list of products and antidotes, Material Safety Data Sheets (MSDS) supplied/required by the Contractor and as required by this paragraph, should be maintained in the Pharmacy and in the Evaluation and Admissions Unit, where an antidote, if required, can be made readily available.

5.17 Schedule of Service

The contractor shall provide a schedule of services for each location listed in section 1.3. The schedule must list all buildings within each location (there are several at Fresno). The schedule must state the frequency and the day of the week that the services will be performed

5.18 Verification of Services Performed

The Contractor shall have a system that verifies the certification of individuals providing pest services to VAPAHCSVACCHCS. The contractor shall make this system available for review by the COR. The system may consist of a booklet or binder to verify work performed. An electronic system will be allowable as well.

5.18 Quality Assurance Surveillance Plan

A. The Government will monitor the contractor's performance using the Contractor’s Basic Quality Control Program and Quality Assurance Surveillance Plan (QASP) as established by the COR.

B. The QASP is a systematic method used by the Government to evaluate Contractor’s actions and performance based on Performance Work Statement requirements. The QASP is designed to provide an effective method of monitoring contractor performance for each listed objective on the PWS. A QASP is based on the premise the Government desires to maintain a quality standard in providing pest control services.

5.19 Safety Requirements:

A. The Contractor shall take precautions as the COR or designee may determine to be reasonably necessary to protect the lives and health of occupants at this Medical Center. The COR or designee shall notify the Contracting Officer (CO) of any non-compliance with the terms of the contract. Upon receipt of a Letter of Concern, the Contractor shall correct deficiencies and provide a corrective action letter to the CO.

B. The Contractor shall be responsible to ensure that employees take all necessary safety precautions appropriately in the performance of services i.e. wearing proper face mask, breathing apparatus, clothing, etc. The Contractor shall be responsible to insure employees receive up-to-date training concerning the latest EPA, Federal, State and local regulations.

5.20 Interference to Normal Functions

The Contractor shall be required to interrupt their work at any time so as not to interfere with the normal functioning of the facilities, fire protection systems and pass of facility, patients, personnel, equipment and carts.

5.21 Storage of Pest Control Materials

No pest control materials or equipment shall be stored at any VA installation when the operator is not working.

5.22 Call Back Requirement

If a treatment is inadequate (as per specifications), the Contractor shall return (within four (4) hours after receipt of notification by the COR) to retreat previously treated area.

Section 6: Attachments Attach #1 Quality Assurance Surveillance Plan image1.emf