Solicitation Amendment 2 - Attachment 1 - Revised Statement of Work.docx

***NOTE TO VENDORS: All changes to the Statement of Work for this solicitation are noted in BOLD RED.***

B.3 STATEMENT OF WORK

A. GENERAL INTENTION:

1. The purpose of this solicitation is to obtain Integrated Pest Management (IPM) Services for the Veterans Affairs, Black Hills Health Care System located at Fort Meade, Hot Springs, and Rapid City, South Dakota, as well as Transitional Residences in Sturgis, Rapid City, Hot Springs, and Pine Ridge, SD, hereinafter referred to as VA BHHCS.

2. LOCATIONS:

VA Black Hills Health Care System (VA BHHCS):

Fort Meade VA Medical Center (FM VAMC) 113 Comanche Road Fort Meade, SD 57741

Hot Springs VA Medical Center (HS VAMC) 500 North 5th Street Hot Springs, SD 57747

Rapid City Community Based Outpatient Center (RC CBOC) 2165 Promise Rd.

Rapid City, SD 57701

Sturgis Transitional Residence 1215 Junction Ave Sturgis, SD 57785

Rapid City Transitional Residence 4117 Woodbine Pl Rapid City, SD 57702

Hot Springs Transitional Residence 500 N 5th St Hot Springs, SD 57747

Pine Ridge Transitional Residence 403 Veteran Ave Pine Ridge, SD 57770

B. GENERAL REQUIREMENTS:

1. The Contractor shall adhere to VHA Directive 1850.02 Pest Management Operations and local VA policy FAC-10 Pest Control. The VA is committed to an IPM. IPM is a process for achieving long term, environmentally sound pest suppression using a wide variety of technological and management practices. The Contractor shall use control strategies that extend beyond the application of pesticides to include structural and procedural modifications that reduce the food, water, harborage, and access used by pests. This will be achieved through detailed scheduled inspections that result in recommendations for a treatment plan that will be written and presented for approval by the VA Contracting Officer’s Representative (COR). The Contractor shall provide all supplies, materials, equipment, labor, supervision, management, and transportation to perform all tasks. This will be a one-year contract with four additional option years based on performance. The Contractor will be expected to perform to the standards of this contract.

2. The Contractor shall have experience in eradicating a wide variety of pests and rodents (trap and removal). This includes, but is not limited to, eradication of bed bugs and other insects in large hospital settings, multiple campus locations, and outbuildings with a quick response time of less than 24 hours from time of notification.

3. The Contractor will provide a written IPM for each location within VA BHHCS and the other above-listed locations which includes approval by the COR at the time of award.

C. CONTRACT COMPLIANCE:

1. The Contractor shall assume full responsibility for compliance with all environmental regulations and VHA Handbook 1850.02, and FAC-10 Pest Control (Enclosures), as they apply to IPM. The Contractor shall also perform all work in accordance with the guidelines established by Federal, State, and local ordinances. The Contractor will assume full responsibility for clean up in the event any chemical spill is released into the environment accidentally or otherwise, on VA property.

2. The contractor shall report to building 89 at FM VAMC prior to conducting inspections or treatments at FM VAMC. The contractor shall report to building 43 at HS VAMC prior to conducting inspections or treatments at HS VAMC. The contractor shall report to room 1720 at the RC CBOC prior to conducting inspections or treatments at the RC CBOC.

D. BUILDING INSPECTION AND TREATMENT:

1. The Contractor will provide a detailed IPM to inspect all areas of the VA facilities for pest infestation and pest prevention measures. At a minimum, all food service areas will be inspected monthly, operating rooms (OR), sterile processing and supply (SPS), and pharmacy IV compounding rooms areas will be inspected quarterly, all patient treatment areas semiannually, and all other areas (to include outbuildings) annually. Any problems identified in between inspections will be communicated to the COR and handled immediately.

2. During these inspections the Contractor will:

a. Determine which IPM measures are appropriate and required.

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

c. The Contractor will make recommendations to the COR that may require action by the VA Facility Maintenance to achieve adequate pest management prevention at all locations listed in this Statement of Work (SOW).

d. The Contractor will make recommendations to the COR who will communicate action to the RC CBOC Administrative Officer who will inform the Leaser or Lessor (General Services Administration), of required actions for pest management prevention at the RC CBOC.

e. Select and utilize non-chemical control methods that eliminate, exclude, or repel pests (i.e., insect electrocution devices, traps, air screens, etc.).

f. Select and use the most environmentally sound pesticide(s) to effect control when chemical control methods are necessary.

g. Determine and implement a course of action if the facilities have issues with cockroaches, ants, carpet beetles, spiders, carpenter ants, carpenter bees, wasps, houseflies, stable flies, blowflies, lice, bedbugs, fleas, scabies, mites, ticks, scorpions, chiggers, saw tooth grain beetles, red/confused flour beetles, grain moths, house mice, field mice, mice, roof rats, voles, norway rats, bats, squirrels, gophers, moles, skunks, snakes, rabbits, raccoons, pigeons, starlings, sparrows, magpies, and any wood destroying organisms with the exception of termites; however this list is not all-inclusive.

h. Identify, remove, and clean any recent droppings that are known to be a health concern in ceilings, employee work areas, patient areas, or any other public areas. (This does not include barns or outbuildings not occupied by staff or patients).

i. Continue to monitor treated areas to ensure control measures were adequate. Preventative measures include the semi-annual treatments. Monthly inspections at all locations that may include additional treatments at no additional costs.

j. A detailed written account (monthly report), due on the 8th of every month for the preceding month, will be provided where any treatment was provided, and will indicate how much chemical was applied, any traps or bait stations that are placed shall include the exact locations, and the pest(s) targeted in the monthly report of activity. This information may vary from time to time based on the requirements set by the Federal Guidelines. In addition, a written annual report will be provided one month prior to the end of each annual period of performance with details of what type and quantity of chemicals were applied each month to date within that period of performance.

k. RC CBOC only requires quick response treatments for emergent situations within 24 hours with monthly reporting, and will not need inspections, or quarterly and annual treatments.

l. Semi Annual Treatment Schedule

i. The following buildings at FM VAMC shall be treated twice a year with the first treatment on 6/3/2024-6/4/2024 and the second treatment 12/9/2024-12/10/2024. Option years mirror base year treatment schedule. This list is not all inclusive and may change periodically depending on the needs of the facility.

ii. The following buildings at HS VAMC shall be treated twice a year with the first treatment on 6/5/2024-6/6/2024 and the second treatment 12/16/2024-12/17/2024. Option years mirror base year treatment schedule. This list is not all inclusive and may change periodically depending on the needs of the facility.

iii. The TR House at Hot Springs VAMC shall be treated twice a year with the first treatment on 6/6/2024 and the second treatment 12/17/2024. Option years mirror base year treatment schedule.

iv. The TR House at Pine Ridge shall be treated twice a year with the first treatment on 6/10/2024 and the second treatment on 12/2/2024. Option years mirror base year treatment schedule.

v. The TR House at Rapid City shall be treated twice a year with the first treatment on 6/17/2024 and the second treatment on 12/17/2024. Option years mirror base year treatment schedule.

vi. The TR House at Sturgis shall be treated twice a year with the first treatment on 6/18/2024 and the second treatment on 12/18/2024. Option years mirror base year treatment schedule.

vii. Please note that this is the semi-annual treatment schedule and does not include emergent or non-emergent calls for additional treatment for on-the-spot issues that may occur.

viii. Confined, crawl space, and other identified areas within a designated building are considered as part of that building’s integrated pest control plan.

E. SCHEDULED WORK:

1. Pest management tasks to be completed shall be coordinated with the COR on an agreed upon time schedule with the understanding that often the most efficient times to inspect and develop a treatment plan are during slower periods, and frequently after hours. Whenever possible, routinely scheduled work should be performed during normal business hours, which are Monday through Friday, 7:30 am until 4:30 pm., excluding holidays.

2. The Contractor will coordinate treatment applications where personnel will be present in advance so that individuals with special health needs can be reasonably accommodated. Whenever pesticides are used in a large-scale application, the COR will notify the Industrial Safety Office in advance.

3. EMERGENCY CALL BACK: The Contractor shall respond to any emergent conditions within four (4) hours after receipt of notification by the Contracting Officer (CO) or his/her designee and perform (IPM) Services to correct the emergent condition. This call back service shall be accomplished at no additional charge to the Government. Examples of emergent conditions would be suspected or confirmed bed bugs, or any pest that is affecting working conditions or patient care.

a. 2023 historical data includes emergent call backs for VA BHHCS:

b. When an emergent need is identified facility staff will close and secure the affected area until the area has been inspected and treated.

c. Upon completion of the treatment of the identified area facility staff will wait for a minimum of 30 minutes prior to cleaning the area.

4. NON-EMERGENT CALLS: The Contractor shall report within a mutually agreed upon time of less than 24 hours with COR for non-scheduled services without additional charge to the Government.

5. The Contractor shall provide a method, such as cellular telephone number(s) or email address that is checked every four (4) hours where they can be contacted at any time.

F. Pest Control Chemical, Materials, and Equipment:

1. Storage of pest control chemicals, materials, or equipment is prohibited on government property.

2. Any pest control chemical applied on VA property will have a Safety Data Sheet (SDS) and a copy of the SDS will be provided to the COR prior to the application of the chemical. The Contractor shall provide SDS book upon award to the COR of all hazardous chemicals used.

3. The contractor shall provide all equipment and electronic eradication devices that is a light attracting device with replaceable sticky sheets (device) at the following locations at no additional charge.

a. Fort Meade VAMC

i. 1-device in Hallway to SPS in building 113

ii. 1-device in basement area adjacent building entry by dumpster in building 113

iii. 1-device in Canteen Services Restaurant in building 145

iv. 2- devices in Nutrition and Food Services in building 145

v. 1-device in the dining area of CLC in building 148

b. Hot Springs VAMC

i. 1- device between Post Office and SPS in building 12

ii. 1- device in Nutrition and Food Services in building 53

iii. 1- device in Canteen Restaurant in building 5

iv. 1- device in Domiciliary Kitchen in building 2

c. Rapid City CBOC requires 1- device

G. Contractor Security Requirements:

1. All Pest Control Technicians shall wear VA provided identification (I.D.) badges above the waist while on the VA grounds. The Contractor shall be required to coordinate with the COR to obtain the VA provided PIV badges for all staff.

2. No personal electronic devices are allowed to be used in the VA Medical Centers while working unless it is an emergency.

3. The Contractor will provide the VA COR a listing of Pest Control Technicians who will be performing services under the contract for the background investigation process to commence.

4. Contracted Pest Control Technicians will need to complete OF 306, Contractor Background Investigation Request, Self-Certification Form, and Security PIV Sponsorship Form. Additional forms may be needed to complete the background checks. All forms will come to the COR to submit to Employee Labor Relations Shared Service Unit (Personnel Security).

5. Fingerprinting is required for all background investigations and when completed is known as a Special Agreement Check (SAC) clearance. Fingerprinting can be done at the local VA facility with the Contractor/Employee Fingerprint Resource Form filled out.

6. All Contractor personnel providing services under this contract are required to complete VA’s Privacy, Rules of Behavior, and Cyber Security training courses before starting work and annually as required. Documented proof must be provided to the task order CO and COR.

H. Safety and Security Precautions:

1. The Contractor shall provide their employees with any safety equipment that is required for performance of the contract. The Contractor shall also take all required precautions regarding fire and safety policies/procedures within VA. The Contractor is responsible for immediately notifying the COR of any existing or potentially unsafe conditions noted or that may develop in which any space the Contractor is aware (i.e., frayed electrical cord, dripping, or seeping of fluids). The Contractor shall comply with all Occupational Safety and Health Act (OSHA) and other applicable laws/regulations for the protection of his/her employees. The Government shall assume no liability or responsibility for the Contractor’s compliance or noncompliance with such requirements.

I. Performance Standards and Potential Penalties:

1. The quality assurance surveillance plan (QASP) chart below outlines performance objective, standards, minimum quality levels, surveillance methods, and possible penalties for non-performance to serve as a guide for Contractor performance evaluations under this Contract. Terms may be tailored and added. Confirmation of delinquent performance will be made known to the Contractor immediately upon discovery. Any identified deficiency will be noted by the observer, reported to the CO, and the CO will be responsible for investigating if the deficiency is founded or not.

Performance Objective

Standard

Minimum Quality Level

Surveillance Method

Possible Penalty

Evaluation to reflect poor performance; 10% reduction of relevant invoice payments

Evaluation to reflect poor performance

Evaluation to reflect poor performance; termination of contract

Evaluation to reflect poor performance; 100% reduction of invoice payment

See attached document: VA Directive 1850.02 Pest Management Operations

See attached document: MCP FAC-10 Pest Control

See attached document: Solicitation Amendment 2 – Attachment 2 – Fort Meade Site Map

See attached document: Solicitation Amendment 2 – Attachment 3 – Hot Springs Site Map