Draft SoW.doc

VA-261-10-RP-0175 Pest Control for NCHCS

NORTHERN CALIFORNIA HEALTH CARE SYSTEM

Draft Statement of Work (SOW) – Pest Control for Northern California Veterans Affairs Medical Centers

Martinez, Mare Island, Fairfield, Mather, McClellan and Stockton C. 1 General: The contractor shall furnish all labor, equipment, supplies, parts, supervision, management and transportation necessary to perform an Integrated Pest Management Program (except mechanical or physical structure changes) that will meet the following objectives: (1) Maintain and promote safe, efficient and environmentally sound strategies, preventing or controlling disease vectors and other pest that may adversely affect health, impede operations or damage property; (2) Fully comply with all appropriate laws and regulations i.e. OSHA, Title 29 code of Federal regulations (CFR) 1910.20, Access to employee exposure and medical records; 29 CFR 1910.132, Personal Protective Equipment; 29 CFR 1910.134, Respiratory Protection; 29CFR 1910.1200, Hazard Communication and Environmental Protection Agency (EPA), Federal Insecticide, Fungicide and Rodenticide Act (FIFRA), involving pesticide use and other pest control procedures; (3) Incorporate IPM philosophy and strategies into all relevant aspects of medical center pest management planning, training and operations in accordance with specifications, terms and conditions of this contract for the Department of Veterans Affairs Medical centers located in Martinez, Mare Island, Fairfield, Mather, McClellan Park and Stockton CBOC for a period of one (1) year to commence October 1, 2020 through September 30, 2021, with four (4) option years for renewal. The contractor shall follow the Six Steps of the IPM Process: (1) Understanding and Educating the Client; (2) Analyzing the Pest Problem; (3) Taking Short-term Corrective action; (4) Implementing Long Term Preventive Action; (5) Inspecting, Documenting and Evaluating Results and (6) Getting back to the Client. The contractor shall furnish to the COR all licenses, certifications from the state and/or local government entities proving the company is able to perform pest services within the state of California. The Contractor shall provide training records for each service technician assigned to perform under this contract.

C.2 Areas of Coverage and Scheduling of Services:

C.2.1 The treatment schedule of Pest Management is indicated below, and the time frames will be the minimum basis for scheduling pest control services. The Contractor will provide the work schedule as to when services will be performed and submit to the Contracting Officer’s Representative (COR) or his designee within fifteen (15) days after contract award for approval. The Government reserves the right to add and delete facilities as the Northern California Healthcare System expands geographically.

C.2.2 Pest management tasks will be scheduled, and any deviation or changes will require prior approval from the COR or designee. In the event of inclement weather, work will be re-scheduled to a date and time approved by the COR. Any re-scheduling/postponements will be at no cost to the Government.

a. Weekly Pest Control at Martinez VA Campus: 150 Muir Road, Martinez, CA 94553

Buildings: Bldg 24 Mental health, Bldg 19 Martinez Outpatient Clinic (OPC); Bldg 20 CREC/CLC; Bldg 21 Administration; Bldg 22 Neuro; Bldg AB2, AB3, AB4, AB5, AB6 and AB7; Bldg R1 and R4 (Research); Bldg R2 (Research Trailer); Bldg R3 (Animal Research Facility); Bldg 12, 13, 14 and 15; 23 TBI (Trauma Brain Injury) 25 PRRC, 26 research.

b. Monthly Pest Control at VA Police Department, 855 Center Street, Martinez, CA, 94553

c. Monthly Pest Control at Mare Island VA, 201 Walnut Ave. Vallejo, Ca 94592

d. Monthly Pest Control at Travis VA OPC, 103 Bodin Circle, Travis AFB, Fairfield, CA 94535

e. Weekly Pest Control at McClellan VA Campus: Bldg 209 on 5342 Dudley Blvd; Bldg. 98 (OPC) located on 5342 Dudley Blvd, Bldg. 88, (Dental Clinic) is located on 5401 Arnold Avenue, and Bldg. 29, (VA Warehouse) is on 5015 Arnold Avenue, McClellan Park, CA 95652, Bldg. 911 (Reproduction) is on 5443 Dudley Blvd; Bldg. 949 is on 3401 Beech St. McClellan Park.

f. Weekly Pest Control at Mather VA Hospital Campus: 10535 Hospital Way, Mather, Ca. 95655 Buildings: 642, 644, 645,646, 647, 649, 650, 651, 652, 700, 701, 702, 707, 720, 722, 722A, 726,727/728, 730, 731, 798, 799, 800, 810, 811, 833, 910, T-Restroom (Men)/T-Restroom (Women),T8, T9, Homeless Primary Care Building.

g. Weekly Pest Control at Stockton VA CBOC: 7777 Freedom Rd, French Camp, CA 9523, Richard A. Pittman VA Clinic 6505 S Manthey Rd, French Camp, CA 95231.

C.3 Points of Contact (POC): Housekeeping Officer or his/her designee, 916-843-7003 and/or #925-372-2469. The Contracting Officer (CO) will delegate the Contracting Officer’s Representative (COR) to monitor the contractor’s performance. The delegation letter will specify the limits of COR’s authority.

C.4 Required Contractor Reporting:

C.4.1 Contractor will sign in and out when performing treatment services. The COR will provide instructions as to the POCs and locations of sign-in/out.

C.4.2 All Integrated Pest Management (IPM) services performed during the work shift will be documented. The COR will brief the Contractor on the preparation of this report.

C.4.3 The Contractor is responsible for supplying, completing and submitting reports as required and requested by Federal, State or local ordinances which pertain to any duties contained in the contract.

C.4.4. The Contractor shall be required to furnish to the COR the Safety Data Sheets (SDS) and the trade names (if any) and names of chemicals to be used in the performance of this contract prior to initial application.

C.4.5. Contractor should provide a written sanitation report following each service, outlining recommendations for addressing contributing conditions that may be present. To reduce the need for pesticide use, these recommendations should be corrected within a reasonable time frame.

C.5 Scope of Work:

C.5.1 Inspection – Determine which pest management measures are appropriate and required

C.5.2 Contractor materials used in pest control service shall comply with federal, state, and local laws, and shall be acceptable to customers.

C.5.3 Contractor shall respond to emergency calls within four (4) hours from the initial phone call, seven (7) days a week, twenty-four (24) hours a day. The Contractor shall furnish emergency contact number(s) to each VA Medical Center/OPC/site.

C.5.4 The Contractor shall perform pest control services in accordance with the most effective scientific pest control procedures.

C.5.5 Contractor shall furnish a copy of the Insurance Certificate upon receiving contract to the CO and COR.

C.5.6 The Contractor shall provide pest control services for all building, floors, rooms, at the VA sites as noted above in C.2.2. Exterior grounds/landscape within twenty-five (25) feet of building shall be treated monthly for pests. The normal pest’s treatment for all buildings shall be weekly unless otherwise noted within the body of the SOW. The Contractor shall develop a comprehensive plan detailing and/or defining the contributing conditions for pest control

C.5.7 The Contractor shall eliminate/treat for the following pests that include Rats/mice, cockroaches, ants (except carpenter ants) fruit flies, spiders, bed bugs (includes all other stinging and biting pests), crickets, Earwigs, centipedes, beetles and sow/pill bugs.

C.5.8 The contractor will provide inspections and the IPM program for treating the following pest on a semi-annual basis or whenever these pests are at their most active stage: Termites, boring wood insects such as carpenter ants and powder post beetles.

C.5.9 Components of the IPM program shall include:

a. Inspection of the facilities and its exterior surroundings

b. Identification of the present types of pests

c. Identification and investigation of conditions that contribute to infestations

d. Analysis of current pest activity

e. Recommendations for limiting and preventing future infestations

f. Implementation of mechanical methods for controlling pests

g. Application of highly targeted treatments

h. Continuous evaluation and fine-tuning of service to meet future needs

i. Contractor shall notify the COR in writing within five (5) working days any contributing condition that may help support pest’s infestation.

j. The Contractor shall check for Non-chemical Pest Control Methods and report to COR findings that will help to eliminate pest problems:

These include but are not inclusive:

(1) Sanitation: Sanitation involves cleaning up and/or removing potential food and water sources for pests. The fewer food sources that are present the fewer pests that can survive. Even something as simple as picking up a lemon that has rolled under a table can prevent a significant fruit fly infestation. A regular schedule of cleaning floors, equipment, floor drains, trash receptacles and dumpsters is the best approach to minimize food sources for pests. Water leaks should be repaired promptly, and wet mops should be hung up to dry properly.

(2) Exclusion: Sealing up cracks and holes where pests can enter is the most effective non-chemical method to prevent pests from invading a building. It is impossible, for example, to keep a building free of mouse activity if the doors do not have proper weather strips. It is important to keep outer doors closed or install tight-fitting screens or storm doors.

(3) Harborage Removal: The less shelter that is available, the fewer number of pests that will be able to survive. Removing piles of debris, cutting tall weeds and eliminating cardboard boxes in storage rooms are examples of harborage removal.

(4) Harborage Denial: If harborage cannot be removed, e.g. boxes, trees leaning against the building, equipment/supplies stored outside/inside or leaning against a building which may attract both insects and rodents and prevent adequate treatment due to poor accessibility the contractor shall submit a report of his findings and recommendations for correction to the COR. Should the recommendations not be followed and/or the harborage is not corrected, the contractor shall not be liable for any infestation that results from failure upon the VA to correct. Should more frequent services be performed and additional pesticides be used, the contractor shall bill the VA for cost incurred to keep the problem to a minimum.

(5) Environmental Alteration: Changing the environmental conditions of a room or area so that pests cannot survive there can be an effective long-term strategy. For example, a wet crawlspace under a building can serve as a source of infestation for diverse types of pests. Installing ventilators and vapor barriers to dry out the crawlspace prevents most pests from living under the building.

(6) Interception: When building occupants or workers examine goods and items for pests as they are brought into the building, they often can prevent numerous introductions of pests, especially German cockroaches. This is especially important for food items, bagged or boxed produce.

(7) Trapping Monitoring: Rodents can be effectively controlled in many situations using traps alone. Flying insects can be controlled with properly placed insect light traps in conjunction with good sanitation and exclusion practices. For insect control, traps work best for monitoring activity of insects and other arthropod pests.

(8) Vacuuming: Physical removal of pests by vacuuming is rapidly gaining wide acceptance. This technique is especially effective for cockroach and spider control.

(9) Heat Freezing: Heat is effectively used in Florida and California to control termites and wood-boring beetles in structures in a process called Clean Heat. Heat is also used in some situations to "flush" cockroaches out of their harborage. By combining vacuuming with flushing insects with warm air, pest control can effectively be accomplished in some situations without occupants having to vacate the area. Items (e.g., food) that are thought to be infested may be frozen at zero degrees Fahrenheit for at least 6 days - if the items can safely be frozen.

(10) Lighting: Exterior lights often attract large numbers of nighttime flying insects to buildings where they can enter the building. These insects also serve as food for spiders, which promotes spider infestations. Exterior lighting shall be changed to sodium vapor lamps where it is feasible to attract as few insects as possible to a building.

C.6 Special Provisions: The following provisions shall be adhered to by the Contractor in performing pesticide applications of the areas specified below:

C.6.1 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.6.2 Critical Areas: The Contractor shall submit a list of pesticides for intended use in areas listed below to the Chief, Engineering and Facilities Management Service (E&FMS) 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/Chief of E&FMS or designee.

Critical Areas:

Pharmacy

Research Facilities

Operating Rooms

Intensive Care Units

Respiratory Care Areas

SPD (Sterile Processing Department)

Laboratories C.7 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 week when roaches are present. Pesticides must be approved and registered by the EPA and must be used with IAW instructions on the label. When necessary, the Contractor shall be accompanied by the COR/or designated Government employee who will indicate specific areas to be serviced and cover machines and equipment as needed.

C.8 Restrictions on Pest Control Materials: All rodenticides, traps or bird repellents will be placed only at times and in areas approved by the COT/POC and unused portions shall be recovered at the latest by a time limit set by the COR/POC designee. The use of rodenticides other than Red Squill, Warfarin and Pival, will be restricted to locations specifically provided for by the COR/Chief FMS.

C.8.1 The Contractor shall furnish to the COR/POC 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.

C.9 Removal of Dead Rodents: The Contractor shall dispose of all trapped rodents within a reasonable time frame as established by the Chief of Facilities Management or his/her designee.

C.10 Disposal of Hazardous Waste: The Contractor shall not dispose of 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/POC.

C.11 Authority of Applicator(s): Certified applicators are required in the performance of the work under the contract. Each applicator designated by the Contractor shall furnish a copy of his/her State certification (showing categories) to the COR prior to reporting for work. All Applicators must have visible on their uniform, their name and company’s logo. When there is more than one Contractor reporting, one shall be designated as a “supervisor” and be fully certified in Pest Management categories. Non-certified employees may assist the supervisor in the performance of the treatment if the non-certified employee is with and visible to the supervisor. The supervisor shall assume all responsibility for the non-certified contractor.

NOTE: State Certification is required in the performance of Pest Management control.

C.12 Conformity to Regulations: The Contractor shall conform to Federal, State and local regulations governing, examining and licensing of pest control operators, in the use of pest control chemicals and equipment.

C.13 Safety Requirements:

C.13.1 The Contractor shall take precautions as the COR/POC may determine to be reasonably necessary to protect the lives and health of occupants at this Medical Center. The COR/POC shall notify the 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.

C.13.2 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.

C.14 Interference to Normal Functions: The Contractor shall be required to interrupt their work at any time so as not to interfere with or expose individuals to pesticides with the normal functioning of the facilities, fire protection systems and when passing facility patients, personnel, equipment and carts.

C.15 Storage of Pest Control Materials: The Contractor shall not store pest control materials or equipment at any VA installation when the operator is not working.

C.16 Hours of Operation: The normal hours of operation for all facilities are 7:00 am to 5:30 pm, Monday through Friday.

C.17 Comprehensive Plan: The Contractor shall develop a comprehensive plan on the method of survey, contributing conditions, non-chemical techniques for pest proofing and insecticide treatment for each group of pests identified in the body of this SOW within 30 working days of contract award to the COR.

C.18 Call Back Requirement: Should treatment be inadequate as per specifications, the Contractor shall return within 4 hours after receipt of notification by the COR to retreat the previously treated area.

C.19 Minor Prevention Tasks: The Contractor may be able to do some minor physical exclusion control procedures, such as sealing some cracks and holes. Extensive cleaning, plumbing repair, improving ventilation, or extensive removal of vegetation is not the responsibility of contractor.

C.20 Integrated Pest Management (IPM) Program - The Integrated Pest Management (IPM) services required of the Contractor are as follows:

C.20.1 Contractor shall perform training sessions for building maintenance personnel and workers, upon request. If desired, provide educational materials in the form of articles for in-house newsletters, notices for bulletin boards or flyers can be supplied for distribution.

C.20.2 The IPM Survey: Because each building and its conditions are unique, an initial IPM survey may need to be performed on the building to determine its pests control needs. The purpose of this survey is to:

a. Identify which pests are present and where they are active,

b. Identify contributing conditions,

c. Determine which pest control strategies are needed,

d. Determine the high-risk areas for pest activity

e. Determine where pesticide applications will be necessary.

C.20.3 Inspections: The Contractor shall inspect the building exteriors at least once each month. Periodic inspections on the roofs of some flat roof buildings will be necessary, especially for some species of ant. The primary focus of interior inspections should be the high-risk areas for pest activity, such as food preparation or snack areas, restrooms, and other water sources, the perimeter building walls, and areas of previous pest activity.

C.20.4 Pest Sighting Log: The Contractor shall provide a pest sighting log at each building and specialty areas such as SPD and Surgery areas which will require IMMEDIATE ATTENTION. The government may designate other areas as deemed necessary which will require logs and weekly inspections or daily inspections until the problem has been resolved. A pest sighting log will be used by VA staff to document pest sightings/activities. The contractor shall sign the log for each visit and note the problem(s) and recommendations to prevent further occurrences.

C.20.5 Floor Plans: Prior to the initial IPM survey, the Contractor shall request a copy of the floor plans for each building to note areas of pest activity and contributing conditions that are present. The floor plans should also be helpful in determining the elevated risk and minimal risk areas for pest activity with the facility manager and the IPM coordinator for the local contractor branch office. Locations of rodent control devices should be recorded on similar diagrams and stored in the on-site pest sighting log.

C.20.6 Monitoring: Un-baited "sticky" monitoring traps may be placed in key situations for pest activity to capture pests as they crawl along walls, in cabinets and similar areas. The purpose of monitoring is to determine which pests, if any, are present, to determine the extent of activity, to pinpoint where pest harborages might be located, and to determine where pests may be entering. In general, monitoring traps should be placed under sinks and in some storage areas. Other areas where monitoring traps should be placed include motor compartments of coolers and kitchen equipment and in cabinets or on shelves where items cannot be easily removed on a frequent basis. Monitoring traps may be secured to both vertical as well as horizontal surfaces.

C.20.7 Minimal Impact Pesticides: When a pesticide application is required, "low impact" products or non-residual pesticides with acceptable efficacy should be chosen for IPM programs. Low impact insecticides include baits, naturally occurring materials such as boric acid and silica aerogel dusts, and pyrethroids. These materials generally have very low mammalian toxicity and remain very effective at controlling insects and other arthropod pests.

C.20.8 Insect Light Traps. Insect light traps (ILTs) utilize ultraviolet UV light waves to attract flies and other insect situations.