PWS -Coatesville PA- Pest Control Services Draft.docx

Performance Work Statement (PWS)

Veterans’ Health Administration (VISN 4) Pest Control Service for Coatesville, Pennsylvania

PART 1

General Information The Veterans Health Administration (VHA) medical facilities in Coatesville (Main Campus), 1400 Blackhorse Hill Road, Delaware County Community-Based Outpatient Clinic (CBOC); 4883 West Chester Pike, Marville Center, Newtown Square, and West Norriton Community-Based Outpatient Clinic (CBOC); 2496 General Armistead Avenue, Suite A, Norristown Pennsylvania require comprehensive pest control services as part of their Integrated Pest Management program, in compliance with VHA Directive 1850.02. The contractor shall provide all management, tools, supplies, equipment, transportation, and labor to develop and implement an Integrated Pest Management (IPM) plan for interior and exterior pest control services, conduct regular inspections, respond promptly to pest complaints, and address various arthropod and vertebrate pests using environmentally sound practices. All pest control services shall be performed in a manner that ensures the health and general well-being of patients, staff, and visitors, while remaining in compliance with State, local, and Federal environmental regulations. All applicable Environmental Protection Agency (EPA) regulations and rules shall be followed (www.epa.gov). The contract shall emphasize quality control measures, adherence to safety protocols, and compliance with security requirements, including necessary background checks and security clearances for all pest management personnel working in VHA facilities.

1.0 General:

The contractor shall provide all labor, equipment, supplies, parts, supervision, management, and transportation necessary to implement a comprehensive Integrated Pest Management Program. The program shall focus on safe, efficient, and environmentally sound strategies to prevent or control disease vectors and pests that may impact health, impede operations, or damage property. The contractor must fully comply with all applicable laws and regulations, including VHA Directive 1850.02, Occupational Safety and Health Administration standards, Environmental Protection Agency requirements under Federal Insecticide, Fungicide, and Rodenticide Act, and other relevant federal and state guidelines. Additionally, the contractor shall incorporate Integrated Pest Management principles into all pest management planning and operations and develop an Integrated Pest Management plan that follows the Six Steps of the Integrated Pest Management Process.

1.1 Description of Services/Introduction: The contractor shall provide comprehensive Integrated Pest Management services for the interior, exterior, and grounds of Veterans Health Administration medical facilities in Coatesville and COBCs in Pennsylvania, in accordance with VHA Directive 1850.02 Standard Operation Procedures (SOP) #24-137 Integrated Pest management Program & Pest Infestation Protocol, and all applicable federal regulations. These services shall include inspection, prevention, monitoring, and control of a wide range of arthropod and vertebrate pests using environmentally sound practices, with an emphasis on non-chemical methods and minimal use of pesticides as a last resort.

1.1.1 Pest Control Services will be required every weekday (3 times a week) to treat the areas specified, or as specified by the Contracting Officer, or designee. All infestations shall be addressed until pests are eliminated.

1.1.2 Contractor shall provide the work schedule of when services will be performed and submit to Environmental Management no later than the contract start date.

1.1.3 The contractor shall provide complete IPM Services for buildings and on grounds and record all completed tasks in the Environmental Management Services Logbook.

1.1.4 Pest management tasks shall be scheduled to be performed on definite appointed days, and in no event shall the contractor carry on work outside regular agreed-upon working hours without prior approval of Environmental Management Team.

1.1.5 In the event climate or weather conditions become unsuitable for work or may induce an environmental hazard, then the entire work shall be rescheduled to a date and time satisfactory to the Contractor and Environmental Management Services. Postponement will not reflect any penalties assessed to the Contractor, nor should there be any additional cost to the government.

1.1.6 All services provided by a certified, trained and licensed pest control operator with proof of all required and completed licenses, certifications, and training records for personnel performing services under this contract.

1.1.7 All Integrated Pest Management (IPM) tasks shall be executed to meet the guidelines as prescribed by the National Pest Control Association.

a) LOCATIONS OF SERVICES TO BE PROVIDED: The work to be performed under this contract will be performed:

1. Department of Veterans Affairs (Main Facility); 1400 Blackhorse Hill Rd. Coatesville, PA 19320.

2. Delaware County Community-Based Outpatient Clinic (CBOC); 4883 West Chester Pike, Marville Center, Newtown Square 19073-2213.

3. West Norriton Community-Based Outpatient Clinic (CBOC); 2496 General Armistead Avenue, Suite A, Norristown Pa., 1 9403-3647.

b) CALLS FOR WEEKLY AND EMERGENCY SERVICES:

The contractor shall respond to routine calls within twelve (12) hours, and emergency calls shall be responded to within four (4) hours of notification. The contractor shall respond only to calls for services placed by the following VA personnel:

1. Contracting Officer (CO)

2. Technical Point of Contact (TPC)

3. Service Chief, Environmental Management Services

Once an emergency call has been made, the contractor shall perform Integrated Pest Management 9IPM) services to correct the emergent condition. This call back service shall be accomplished at no additional charge to the Government. The contractor shall submit a written report of all activities following each visit, with signature. NOTE: See Attachment 1 for weekly schedule to the Medical Center.

Quarterly comprehensive treatments (spring, summer, fall, and possibly winter).

The contractor shall conduct inspections for potential pest infestations, check the pest control log located in Building 38, Room 129D, check with the TPC for further instructions, and take immediate action to eradicate pests as they are encountered. The areas to be inspected and serviced during the scheduled visits (Monday, Wednesday, and Friday).

c) REQUIRED TASKS:

1. Inspecting and controlling all vermin, such as, but not restricted to rats, mice, roaches, bedbugs, fleas, stinkbugs, ants, wasp, bees etc., on campus grounds, inside Medical Center buildings and two CBOC Clinics. Number of buildings range from 25 - 30 however most of the weekly services will be done in buildings 1, 2, 3, 4, 6, 7, 8, 9, 38, 39, 57,138 and 139. The Integrated Pest Management (IPM) tasks shall be used in all treatment plans.

2. Spraying of all outside entranceways (outside frames) into approximately 22 buildings (see attach schedule) and all entrance ways to connecting corridors six (6) times a year during the months of April, May, June, July, August and September.

3. Trapping of skunks, ground hogs and raccoons to be accomplished 2 times per year during the following months: April, May, September or October when requested. Vendor required having a Wild Life Permit of the State (PA). Only live trapping – no poison. Animals are to be disposed of in accordance with state regulations.

d) SPECIAL CONTRACTOR PROVISIONS: The following provisions shall be adhered to by the Contractor personnel in performing pesticide applications of the areas specified below:

1. Food Handling Areas:

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

2. Patient Occupied Areas:

Contractor personnel shall utilize pesticides with a low volatility and as odor free as possible to keep odor levels from affecting patients in these areas.

3. Critical Areas:

The Contractor shall submit a list of pesticides for intended use in areas listed below for approval by Environmental Management 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 approval from Environmental Management. When space treatment is required in the areas listed below, the Ultra Low Volume (ULV) method of pesticide application shall be utilized with approved equipment capable of delivering a particle size range of .5 to 15 microns.

I. Pharmacy II. Food Service Areas III. Clinical Facilities IV. Intensive Care Units V. Respiratory Care Areas VI. Supply, Processing, and Sterilization (SPS)

e) Control:

1. General structural anthropoid pests (i.e., cockroaches, ants, carpet beetles, spiders, carpenter ants, carpenter bees, etc.).

2. Flying insect pests (i.e., house flies, stable flies, fruit flies, blow flies, etc.).

3. Predatory pests (i.e., bedbugs, fleas, mites, ticks, bees, wasps, mosquitoes, etc.)

4. Stored products pests (i.e., saw-tooth grain beetle, red/confused flour beetles, bromoderma beetles, grain moths, etc.).

5. Mice and rats (i.e., house mouse, field mouse, roof rat, Norway rat, skunks, raccoons, stray cats, etc.).

f) Interference to Normal Function:

No pest control materials or equipment shall be stored or kept at the Veterans Administration installation when the operator is not working, without the express approval of Environmental Management Service TPC.

g) Disposal of Hazardous Wastes:

The Contractor shall not dispose of any excess pesticide, pesticide containers or any other materials contaminated by pesticides at any location on the medical facility premises except as specified by Environmental Management or the TPC.

h) Conformity to Regulations:

The contractor shall conform to all Federal, State and local regulations governing, examining and licensing of pest control operators, performance of pest control, use of approved pest control chemicals and equipment, which may be in effect in the area in which the work under the contract will be performed.

i) Vehicles:

The contractor shall provide treatment of VA government vehicles that have an exposure to bedbugs. Treatment shall be performed within a 12-hour period. The treatment process needs to be an environmentally safe product for staff, Veterans, caregivers and service animals.

1.2 Background: Pest control services are essential for VHA medical facilities in Coatesville, Pennsylvania to maintain a safe, hygienic environment for patients, staff, and visitors, preventing the spread of disease vectors and protecting property from damage caused by various arthropod (ants, bed bugs, cockroaches, flies, mosquitoes), mammals (rats, mice, racoon, ground hog, etc.), birds (pigeons, sparrow, nuisance birds) and vertebrate or invertebrate animals/pests.

1.3 Scope: The Contractor shall provide non-personal service(s). The scope of this contract encompasses comprehensive Integrated Pest Management services for Veterans Health Administration medical facilities in Coatesville, Pennsylvania, addressing all pest control requirements for interior, exterior, and grounds. The contractor shall provide full management, labor, tools, equipment, and expertise to prevent, monitor, and control arthropods (ants, bed bugs, cockroaches, flies, mosquitoes), mammals (rats, mice), birds, and other potential health and property hazards through environmentally responsible and scientifically validated methods. Services will include regular inspections, targeted treatments, documentation, staff education, and compliance with VHA Directive 1850.02, Standard Operation Procedures (SOP) #24-137 Integrated Pest management Program & Pest Infestation Protocol, and all applicable federal regulations. The Integrated Pest Management program shall prioritize non-chemical prevention strategies, utilizing least-toxic pesticide applications only when necessary and in strict accordance with safety protocols.

1.4 Objectives: The contract objectives of this pest control services contract are:

1.4.1 To establish and maintain a comprehensive Integrated Pest Management Plan that effectively prevents and controls pest infestations in VHA medical facilities, Department of Veterans Affairs (Main Facility); 1400 Blackhorse Hill Rd. Coatesville, Pennsylvania, Delaware County Community-Based Outpatient Clinic (CBOC); 4883 West Chester Pike, Marville Center, Newtown Square, and West Norriton Community-Based Outpatient Clinic (CBOC); 2496 General Armistead Avenue, Suite A, Norristown, Pennsylvania.

1.4.2 To ensure a safe, hygienic environment for patients, staff, and visitors while minimizing the use of pesticides and adhering to environmentally responsible practices.

1.4.3 To comply fully with VHA Directive 1850.02, all applicable federal regulations, and industry best practices for pest management in healthcare settings.

1.5 Quality Control plan

1.5.1 The contractor shall develop and implement a comprehensive Quality Control Plan for pest control services. This Quality Control Plan shall rely on the contractor's existing quality assurance system to ensure that all services conform to contract requirements before being tendered to the Government. The plan shall include procedures for inspection, monitoring, reporting, chemicals, and documentation of pest control activities, as well as methods for identifying and correcting any deficiencies in service delivery.

1.5.2 This contract includes quality control plans for pest control services at Veterans Health Administration medical facilities in Pennsylvania. The contractor shall adhere to all requirements outlined for each location, which provide detailed guidance on facility-specific needs, protocols, and quality control measures to be implemented.

1.5.3 The Contractor’s Proposed Quality Control Plan shall be submitted to the Contracting Officer through the Point of Contact or review within ten (10) days after date of contract award.

1.5.4 The Government will review the Contractor's Quality Control Plan within 10 days, providing acceptance or comments, with the Contractor having 10 days to submit a Final Quality Control Plan if comments were received; the total process duration is 30 days. Any proposed changes to the accepted Quality Control Plan must be submitted for approval 40 days prior to implementation, following the same review timeline, and the Quality Control Plan must address specific criteria to be deemed acceptable.

1.5.4.1 The contractor must provide an organizational chart detailing the Quality Control Team's structure, including names, qualifications, duties, responsibilities, and classifications. All pest control personnel must maintain valid Pennsylvania Pesticide Applicator Certification, Pesticide Application Business License, VHA security clearance, and federal government background clearance throughout the contract period, with failure to comply resulting in denied access to VHA facilities.

1.5.4.2 How the Contractor will monitor work to ensure performance complies with all deliverables (etc. timelines, deadlines, and goals).

1.5.4.3 How the Contractor will monitor work to ensure performance complies with all specifications and requirements of the contract, including the contract’s clauses.

1.5.4.4 How the Contractor will monitor and ensure staff qualifications remain current and valid including Veteran Health Administration Security Clearance Requirement processes/approvals throughout contract performance.

1.5.4.5 How the Contractor will ensure all keys issued will remain controlled items.

1.5.4.6 How the Contractor will inventory and track maintenance of all Government Provided Equipment / Materials.

1.5.4.7 How the Contractor will identify, investigate, and correct any non-conforming performance and prevent similar deficiencies in the future.

1.5.4.8 Quarterly comprehensive treatments (spring, summer, fall, and possibly winter).

1.5.5 The contractor shall provide comprehensive digital reporting and analysis capabilities, including detailed inspection reports after each service, monthly analysis reports in the last week of each month, and an annual analysis report one month before the end of the period of performance. The pest control management system must generate detailed reports within 8 hours of request, inspection report, covering pest activity trends, treatment histories, and pesticide usage data, suitable for internal audits and Joint Commission inspections, with real-time access to meet facility compliance needs.

1.5.6 The Contractor shall inform the Point of Contact of any issues or potential issues affecting performance within 8 hours of identification, using standard communication methods such as phone, email, text, or in-person reporting, followed by written reports within the same timeframe. Upon completion of each option period or Task Order for Pest Control Services, Bed Bug, and Grounds Pest Control Services, the Contractor shall provide a comprehensive report summarizing the services performed and outcomes achieved.

1.6 Quality Assurance: The Government will evaluate the Contractor’s performance under this contract in accordance with the QASP. This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the acceptable quality levels (performance thresholds). The contractor shall implement a comprehensive quality assurance system for pest control services, including a detailed Integrated Pest Management plan emphasizing prevention, monitoring, and targeted treatments, in accordance with FAR 46.102 and 46.105, VHA national policy 1850.02, and State of Pennsylvania instructions.

1.7 U.S. Holidays: Work shall be performed on U.S. federally recognized holidays and/or any executive-ordered holiday occurring during the normal workweek unless otherwise directed by the Contracting Officer. When a U.S. holiday occurs on a Saturday or a Sunday, the holiday is observed on the preceding Friday or the following Monday, respectively.

1.7.1 New Years Day – January 1st

1.7.2 Martin Luther King Day – 3rd Monday in Jan

1.7.3 Presidents Day – 3rd Monday in February

1.7.4 Memorial Day – Last Monday in May

1.7.5 Juneteenth – June 19th

1.7.6 Independence Day – July 4th

1.7.7 Labor Day – 1st Monday in September

1.7.8 Columbus Day – 2nd Monday in October

1.7.9 Veteran’s Day – November 11th

1.7.10 Thanksgiving Day – 4th Thursday in November

1.7.11 Christmas Day – December 25th

1.8 Contractor Integrated Pest Management Plan: The Contractor shall prepare and maintain a Work Plan identifying regularly scheduled pest control work, including locations, tasks, timelines, bed bug calls, and resumption of regular schedules, as well as addressing increased operations tempo if applicable. This Work Plan must be submitted to the Contracting Officer via the Point of Contact for review within the timeframe specified with any proposed changes resubmitted at least 30 days prior to implementation and should account for facility renovations at no additional cost to the government.

1.9 Security Requirements: Contractors must comply with all VA information security and privacy program policies, including VHA regulations, HIPAA, and the Privacy Act, and complete annual security awareness and VHA Privacy and HIPAA training if handling Protected Health Information. They must report all actual or suspected security and privacy incidents within one hour of discovery or suspicion and ensure that all personnel maintain valid certifications and adhere to relevant health and safety regulations.

1.10 Personal Identification Verification (PIV) Card for VHA Vendors: Vendors at the VHA are typically issued a Non-PIV Card or PIV-I Card, depending on their access requirements. To obtain a PIV card, vendors must work with their Point of Contact to initiate the request, complete necessary forms, undergo a background check, and attend an enrollment appointment for identity verification and card issuance. PIV stands for Personal Identity Verification, which is a standardized federal credential used for identity verification and secure access to facilities and information systems.

1.11 Post Award Conference/Periodic Progress Meetings: The Contractor shall attend post-award conferences and periodic performance review meetings with Government personnel, including daily interactions and more structured monthly meetings, to discuss pest control trends, reports, and any issues, at no additional cost to the Government. These meetings, held in accordance with FAR Subpart 42.5, will involve the Contracting Officer, Point of Contact, and other relevant Government personnel, with the frequency and duration subject to the discretion of the Point of Contact and Hospital Housekeeping Officer or Assistant. The Contractor shall attend routine, scheduled, and unscheduled meetings to discuss comprehensive pest control activities, including ongoing and emerging pest issues, service calls, treatment strategies, facility-specific challenges, pest trends, and any other relevant operational details as required by the Government.

1.12 Key Personnel: The key personnel for pest management at VHA facilities include government employees in positions such as Hospital Housekeeping Officer, Assistant Hospital Housekeeping Officer, Contracting Officer, and Point of Contact, as well as the Contractor's Program/Contract Manager and Alternate Manager. The Contractor must provide resume & licensing for their key personnel within five days of contract award, which require approval by the Contracting Officer, and ensure availability during regular business hours and for after-hours calls, particularly for bed bug service requests. Officer Representatives completing basic contract officer representative training competency.

1.13 Contractor Identification Badges, Uniforms, & Company Vehicles: The pest control contractor must adhere to professional dress and conduct codes as specified in FAR 52.244-2 and VAAR 852.237-70, which require contractors to maintain a professional appearance and conduct themselves appropriately while on government premises. Contractors should wear clean, well-maintained uniforms or attire that clearly identifies their company affiliation and must always display proper identification badges. Additionally, the contractor must follow ethical guidelines outlined in industry standards, such as respecting customer property, handling information securely, and adhering to all relevant laws and regulations (Pennsylvania Pest Control Law & Environmental Protection Agency & Department of Transportation Law apply).

1.14 Phase In /Phase Out Period: During the 40-day phase-in/phase-out period, the Contractor shall have personnel on board to familiarize themselves with performance requirements, ensuring full-service capability by the contract start date while minimizing productivity decreases and potential negative impacts on additional services.

1.15 Safety: The following provides information pertaining to Safety and Accident Prevention: FAR 52.236-13 requires contractors to provide and maintain safe work environments, including safeguarding public and government personnel, property, and equipment. In Pennsylvania, pest control contractors must register with the Office of Attorney General unless they fall under specific exemptions. Additionally, Pennsylvania requires at least one permanent employee to possess a current Pennsylvania Certified Commercial Pesticide Applicator's License for the relevant categories. Contractors must comply with all applicable federal, state, and local laws and regulations regarding pesticide use and safety.

1.16 Environmental Compliance: The following provides information on Environmental Compliance.

1.16.1 Integrated Pest Control (Environmental Compliance Plan and Program):

1.16.1.1 Pest control contractors working in Veterans Health Administration hospitals must comply with FAR 52.236-13 and VAAR 852.236-91, requiring safe work environments, environmental protection, and comprehensive safety planning. No storage of pest control materials is permitted on VA property, and contractors must carry in only required materials for each job and remove all tools and leftover products immediately. The contractor must inform the Contracting Officer, Hospital Housekeeping Officer, and Point of Contact of any hazardous materials, providing Safety Data Sheets and adhering to strict environmental and safety regulations.

1.17 Required Training: Pest control contractors working in Veterans Health Administration hospitals must comply with FAR 52.236-13, VAAR 852.236-91, and VHA Directive 1850.02, which mandate safe work environments, environmental protection, and comprehensive safety planning. Contractors are required to develop an Integrated Pest Management Operations Plan, provide proof of insurance, maintain proper certifications, and adhere to strict regulations regarding pesticide use, storage, and disposal, while also completing necessary training on privacy and safety protocols.

Certified Technicians: Certified technicians are required in the performance of the work under the contract. Each applicator designated by the contractor to perform under the contract shall furnish a copy of his/her state certification (showing categories) to the TPC prior to reporting to work. All applicators must have visible on their uniform; the individual’s name, and the company name, so they are always easily recognizable. In cases where the contractor has two or more persons reporting to work, one of these will be designated as a supervisor, and must be fully certified in all pest management categories in which work is to be performed. Non-certified employees may only assist the supervisor in the performance of the work, as long as the supervisor assumes responsibility for their work.

NOTE: Certification shall mean a current Certificate of Competency in pest management in all categories or subcategories, as identified by the state in which work is being performed under the contract. All other definitions are as defined in CFR 40, Subchapter E, and Part 162-180.

1.18 IPM TASKS: Services required of the Contractor are as follows:

a. Inspect to determine which pest management measures are appropriate and required.

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

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

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

e. Evaluation effectiveness of control measures through follow-up inspections.

1.19 REQUIRED CONTRACTOR REPORTING: The Contractor Shall:

a. Check-in at the beginning of their scheduled service and check-out at the end of their service call. Service calls check in will occur no later than 11 a.m. This will be done at the Environmental Management Service office, Building 38, Room 129D. Upon checking-in at the EMS office, a tentative treatment plan and/or follow-up of pest problems and scheduled inspections will be provided by the TPC and followed by the service tech.

b. Complete and maintain a Pesticide Logbook. containing Material Safety Data Sheets (MSDS) for all pesticides used in conformance with this contract and records listing the following: pesticide name, date/time of application, fluid ounces of pesticide applied, areas treated, equipment used, name of insect, and name of applicator.

c. Complete and submit to the TPC, the Integrated Pest Management Operations Report provided by the medical center. All Integrated Pest Management services provided during the work shift will be documented. The document is permanent record and must be maintained indefinitely.

d. Before any services are provided at the beginning of the contract, the Contractor shall submit MSDSs for all chemicals in which the Contractor plans on using for the contract. This logbook shall be maintained by the TPC at the VA for each application made at the facility.

e. Is responsible for supplying, completing, and submitting all reports required or requested by Federal, State or local ordinances that pertain to any duties contained in the contract.

f. Furnishes the Veterans Administration, prior to initial application of pesticides, the trade names (if any) and chemical names of the chemicals used and a label showing the contents, the use strength of the chemical as applied and the antidote thereto. Contractor will furnish the same information each time chemicals or products used are changed in the performance of this contract. This information is required by Employee Health for emergency treatment in the event of ingestion of and/or contact with the material by humans.

g. Monthly report submitted identifying all areas inspected for each visit and treatment provided with listing of chemicals used and amount used. Report should also include any corrective action to be followed up with by the government.

PART 2

Definitions & Acronyms

2.0 Definitions: Although not inclusive of every term used within this PWS, the following provides a list of definitions used throughout this PWS and commonly used in the acquisition field.

2.1 Contracting Officer – means a person with the authority to enter, administer, and/or terminate contracts and make related determinations and findings on behalf of the Government. Note: The only individual who can legally bind the Government.

2.2 Point of Contact – A Point of Contact is an individual authorized in writing by the Contracting Officer to perform specific technical or administrative functions on a contract. The Point of Contact serves as the "eyes and ears" of the Contracting Officer, monitoring contractor performance, inspecting and accepting work, and communicating project status, but cannot make changes to the contract terms or conditions.

2.3 Contractor – means 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.

2.4 Contractor-acquired Property - means property acquired, fabricated, or otherwise provided by the Contractor for performing a contract and to which the Government has title.

2.5 Day – means, unless otherwise specified, a calendar day.

2.6 Defective Service – means a service output that does not meet the standard of performance associated with the PWS.

2.7 Deliverable – means anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

2.8 Government Property - means all property owned or leased by the Government (facilities-buildings). Government property includes both Government-furnished and Contractor-acquired property. Government property includes material (glue boards, fly monitors), equipment (tractor), tools (6-foot A frame ladder), special test equipment (bed bug CO monitor, rodent monitors-black boxes), and real property (grounds). Government property does not include intellectual property and software.

2.9 Physical Security – means that part of security concerned with physical measures designed to safeguard personnel; to prevent unauthorized access to equipment, installations, material, and documents; and to safeguard against espionage, sabotage, damage, and theft.

2.10 Quality Assurance – (or Government contract quality assurance) means the various functions, including, inspection, performed by the Government to determine whether a Contractor has fulfilled the contract obligations pertaining to quality and quantity.

2.11 Quality Assurance Surveillance Plan (QASP) – The Quality Assurance Surveillance Plan (QASP) is the Government's primary tool for managing and accessing contractor performance in Performance-Based Service Contracting (PBSC). It outlines specific methods for monitoring, evaluating, and documenting contractor performance against the standards set in the PWS, ensuring that quality control efforts are effective and align with contract requirements.

2.12 Quality Control – means all necessary measures taken by the Contractor to assure that the quality of a product or service shall meet contract requirements.

2.13 Statement – means the specific results-based activities required to satisfy contract specifications. A statement contains a result, the context of the statement, and the required action(s). Statements focus on “what” is to be accomplished; however, they are not prescriptive in describing “how” the outcome is to be achieved.

2.14 Subcontractor – means one that enters a contract with a prime Contractor. The Government does not have privity of contract with the subcontractor.

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

2.16 Work Week - Monday through Friday, unless otherwise specified.

PART 3

Specific Tasks

3.0 Basic Services: The Contractor shall provide comprehensive pest control services for Veterans Health Administration Facilities and Grounds in Pennsylvania, performing tasks such as regular inspections, application of EPA-approved pesticides, implementation of non-chemical control methods, pest identification, and deployment of pest control techniques as part of an Integrated Pest Management approach. These services include tracking and trending pest hotspots, using K-9 services for bed bug inspections, installing, and maintaining pest monitoring devices, removing pests and their habitats, providing detailed digital reports, responding to emergency calls, treating government vehicles when required, and educating facility staff on pest prevention techniques. The Contractor must perform all tasks in full compliance with applicable federal, state, and local regulations with Pennsylvania facilities.

3.1 Tasks: Tasks consist of the following:

3.1.1 Interior Pest Control Program: Pest Control Technicians are responsible for a variety of tasks to identify, eliminate, and prevent pest infestations, including conducting thorough inspections, determining appropriate treatment methods, applying pesticides, setting up monitoring devices, and providing detailed reports on pest activity. Coatesville VA Healthcare System requires a daily pest controller to perform all routine pest control services, and the Coatesville VA Medical Center requires a weekly pest controller.

3.1.2 Bed Bug Service The contractor shall provide bed bug treatment services in accordance with local protocols and hospital regulations, including initial inspections, heat treatments, and follow-up monitoring, with services performed during regular duty hours and emergency response capabilities for off-duty calls within 4 hours of notification. Pest controller will perform routine maintenance of Bed Bug effected areas during routine service.

3.1.3 Exterior Treatment- The pest control contractor shall perform tri-annual treatments during spring, summer, and fall quarters, with an additional winter treatment if conditions allow, while conducting weekly monitoring and maintenance of bait stations, including bait replenishment and thorough area inspections. The contractor will maintain detailed digital records of all observations, treatments, and bait station activities, providing regular reports that track and trend pest activity.

3.1.4 Other Tasks: The Contractor shall implement an Integrated Pest Management program in hospital settings, emphasizing prevention, monitoring, and low-risk control methods while conducting regular inspections of all areas to identify and monitor pest activity. A comprehensive Pest Management Plan must be developed, including monitoring methods, response protocols, and preventive measures, with the Contractor maintaining a clean and sanitary environment to reduce pest attractants, especially in food handling and storage areas. The Contractor shall establish a routine pest control schedule with daily inspections, weekly inspections, monthly inspections, and quarterly treatments, using EPA-approved methods that minimize harsh chemical use, while ensuring compliance with Joint Commission standards and documenting all pest control activities. It is recommended to provide a minimum of (1) dedicated employee to accomplish tasks associated with this PWS. One dedicated employee allows the person to familiarize themselves with the campus to provide satisfactory service.

3.2 Acceptable Quality Level (AQL): Acceptable Quality Levels for pest control, bed bugs, and exterior treatment of VHA hospitals, as per FAR and VAAR guidelines, include:

3.2.1 Pest Control: The Contractor shall respond to pest sightings within 1 hour during duty hours, and within 24 hours off-duty (with an exception for weekends, allowing up to 48 hours for Monday response), providing prompt corrective action. Regular inspections must be conducted as specified in the Integrated Pest Management Operations Plan, all floors and spaces cataloged within the first 40 days of contract award, and all areas inspected and treated as appropriate within the five-day, 40-hour work week, while maintaining detailed records of all pest management activities. Routine Pest Control services being conducted 3 days a week at the Coatesville VA Medical Center.

3.2.2 Bed Bugs: The Contractor shall respond to bed bug reports within 4 hours for emergency calls, with patient spaces treated and reopened within 2 hours of treatment, ensuring 95% removal of bed bug specimens and 90% effectiveness on the first treatment.

3.2.3 Exterior Treatment: The pest control contractor shall perform tri-annual treatments (spring, summer, fall) with an additional winter treatment if weather permits, conduct weekly monitoring and maintenance of bait stations, and maintain detailed digital records of all observations, treatments, and bait station activities, ensuring 95% effectiveness on the first attempt with no pest infiltration into VHA systems. The contractor shall install and maintain EPA-approved, tamper-resistant bait stations at 50–100-foot intervals along building perimeters, with weekly servicing, digital tracking, and immediate replacement of depleted or damaged stations, providing quarterly reports demonstrating the effectiveness of the exterior bait station program and recommended adjustments to the integrated pest management strategy.

3.3 General AQLs: The Contractor shall ensure all pest management activities comply with federal, state, and local regulations, while maintaining proper certification and licensing for all pest management professionals 95% of the time. The Contractor must provide and use appropriate Personal Protective Equipment as required by pesticide labels and Safety Data Sheets 100% of the time, with up-to-date documentation, adhering to the specific specifications outlined in the statements of work for Coatesville, Pennsylvania facilities, which are considered part of the PWS contract documentation.

3.4 Types of Pests (insects, mammals, reptiles, amphibians, birds, ducks, etc.) The contractor shall provide comprehensive pest control services for all pests known to inhabit or potentially invade healthcare facilities in Western Pennsylvania, including but not limited to:

3.4.1 Insects: Ants (pavement, carpenter, Argentine et al), cockroaches (American, German, Oriental), bed bugs (all species), flies (house, fruit, et al), mosquitoes (all species), wasps & hornets (all species), yellow jackets (all species), bed bugs (all species), termites, carpet beetles-bugs, spiders (including black widow and brown recluse), stink bugs, boxelder bugs, ladybugs, silverfish, earwigs, centipedes, millipedes, potato bugs, sow bugs, spotted lantern fly, all tick species, arachnids, drain flies, and various moths. All insects. Removal of carcass required.

3.4.2 Honeybees: The contractor must maintain contacts or subcontractors capable of safely removing wild or domestic honeybees in instances of a displaced queen or hive, and any established hive ensuring that such removals do not harm the hive or its members whenever practical. This includes addressing all potential scenarios involving honeybee colonies, whether established or newly formed, to promote conservation efforts and protect these vital pollinators.

3.4.3 Rodents: Mice (house and deer), rats (Norway and roof), squirrels, chipmunks, voles, and moles. Removal of carcass required.

3.4.4 Birds: Pigeons, sparrows (all species), starlings, swallows, geese (Canadian Geese), North American Crow, Pigeon, Turkey, and ducks. Patients feed the birds, bird flu is concerning, and removal of any dead carcass is required. Treating nuisance birds such as roosting, nesting in, within, or upon buildings (trees, shrubs exception), patient & bird feeding exceptions, removal of nesting materials required, require deterring birds displaying aggression towards their own reflection with windows problems.

3.4.5 Other vertebrates: Bats, raccoons, opossums, skunks, groundhogs, foxes, snakes, frogs, toads, coyote, North American white-tailed deer, deer, black bear, wild pig, boar, and occasional fish in outdoor water features. Most common wildlife removal trend has been racoons, ground hogs, deer, coyote, black bear. Removal of carcass required.

3.4.6 Feral animals such as cats, dogs, etc. Removal as appropriate as these creatures help with Integrated Pest Management.

3.4.7 Reptiles & Amphibians such as snakes native to Western Pennsylvania, toads, turtles, tortoise. Removal living or dead as appropriate considering these creatures help with Integrated Pest Management.

3.4.8 Rabies & other vector borne pathogens: The contractor shall implement rabies control measures in accordance with local regulations, ensuring immediate reporting and management of suspected cases, including safe capture and testing of potentially rabid animals, while providing necessary vaccinations and post-exposure protocols for affected individuals. The contractor shall be responsible for thorough removal of goose droppings, dead carcasses, insect remnants, fly monitors, glue boards, and any other organic debris from the grounds, ensuring proper disposal and maintaining a clean environment to prevent pest infestations. Additionally, when removing carcasses, dead birds, or handling sickly birds, the contractor must follow federal and state instructions and guidelines for bird flu, as the State of Pennsylvania is actively monitoring avian virus.

3.4.9 Invasive Species: Currently, several invasive species are affecting the United States, with potential future threats including:

3.4.9.1 Asian Carp: Disrupts local ecosystems and fisheries.

3.4.9.2 Zebra and Quagga Mussels: Cause significant damage to water infrastructure and ecosystems.

3.4.9.3 Brown Tree snake: Threatens native bird populations and is a concern in Guam.

3.4.9.4 Emerald Ash Borer: Destroys ash trees, impacting forestry and urban landscapes.

3.4.9.5 Asian Giant Hornet (Murder Hornet).

3.4.10 Required Integrated Pest Management treatment, Potential Future Threats:

3.4.10.1 Spotted Lanternfly: A sap-sucking insect that threatens agriculture, particularly fruit crops. The contractor shall conduct comprehensive monitoring for spotted lanternfly, implement appropriate treatments as needed, and promptly remove all dead spotted lanternfly bodies from any affected spaces, utilities, or grounds to maintain a clean and pest-free environment.

3.4.10.2 Northern Snakehead Fish: Competes with native fish species and disrupts aquatic ecosystems.

3.4.10.3 Asian Tiger Mosquito: Known for spreading diseases such as Zika and West Nile virus.

3.4.10.4 Cane Toad: Potentially harmful to local wildlife if it spreads beyond its current range.

3.4.11 Special Consideration in a Hospital Setting

3.4.11.1 Never treat a patient room with a patient or staff present, and always obtain permission before treating a vacant room, as some patients may be on respirators and materials like dusts could negatively impact machinery and potentially the patient; additionally, respect "Do not enter" placards on doorways and follow the motto "If in doubt, stay out!" Wash hands frequently, wear gloves while performing service, change gloves between treatment application types, and never contaminate a sterile environment; furthermore, all mixing and storage of pesticides shall be performed off the installation, with no storage or mixing permitted on premise.

3.4.12 Bed Bugs

3.4.12.1 A proactive bed bug action plan is crucial for healthcare facilities to prevent infestations from affecting patient care and spreading within the building. The contractor must implement a comprehensive Integrated Pest Management plan that includes immediate notification of staff upon detection, thorough inspection and treatment of affected areas, and collaboration with EVS and medical staff. The contractor must provide all necessary management, licenses, tools, supplies, equipment, transportation, labor, and K9 detection services for bed bug detection and treatment at VAPHS, with an average of two inspections per year covering commonly utilized areas.

3.4.12.2 Key performance elements for K-9 and handler include providing license and training documentation, demonstrating efficiency and effectiveness, and passing validation testing. Response to bed bug calls must be within four hours, with current trends showing a 30-minute to one-hour response time. VAPHS maintains a detailed bed bug algorithm to minimize room closures, requiring prompt contractor response to calls, which typically surface in the afternoon through evening hours. VAMC typically surface in the morning to afternoon hours.

3.4.12.3 Trends in bed bug treatment at VAPHS and VAMC include treating small exam rooms, emergency department spaces, and occasionally government vehicles used for patient transportation [5]. The contractor must communicate with EVS and medical staff about prohibited entry during treatment and provide an exact time frame for terminal cleaning, typically two hours after treatment.

3.4.13 Canada Geese & Avian Controls

3.4.13.1 The contractor shall implement best practices for Canada goose control on the campus by scheduling and managing the use of trained K-9s to effectively chase geese off the grounds, addressing an average population of 20-50 geese. The contractor's employee must clean up the Canada goose droppings anywhere on the grounds, including those tracked into the buildings. For University Drive Campus & HJ Heinz, the contractor must implement practices for controlling nuisance birds such as pigeons, North American crows, and sparrows, especially in areas like parking garages, loading docks, warehouses, steam plants, and the helipad, using safe and effective methods for deterring and removing the avians, including trapping and control measures to prevent droppings from accumulating on buildings. Contractor removal of dead bird expected and disposal as appropriate. Typically, EVAMC does not have a trend with geese or pigeons, but practice shall be implemented in the event it occurs.

3.4.14 Termites

3.4.14.1 As matter routine, the contractor must inspect for termites and common areas for termite colonization. EMS management, Point of Contact, and Contractor will make expert decision about the extent of infestation or if this just one-time termite event. For this contract, it is understood that termite control and treatment require special care, licensing, treatment, and inspection methods. Contract is expected. Trend at VAPHS, UD campus has had one instance in ten years by the Eye Clinic exterior wall and interior office space of Eye Clinic. HJ Heinz has had zero instances. No instances for Erie, Pennsylvania.

3.4.15 Common Bat

3.4.15.1 The contractor will inspect common areas for bat roosting, with EMS management, Point of Contact, and Contractor making expert decisions about the extent of infestation or if it's a one-time bat event, understanding the special requirements, costs, and licensing associated with bat removal and cleanup. The contractor will provide removal and cleanup services, including bat droppings removal, following station policy if it exists and direct guidance on solving the issue, with the expectation of handling dead, living, and bat dropping removal beyond instances of bats merely seeking shelter during migration or cold weather.

3.4.16 Mammal Pests

3.4.16.1 The pest control contractor must arrange for state or federal experts when dealing with larger mammals (bear, deer, etc.), while being responsible for trapping and removing smaller creatures following legal requirements and maintaining appropriate hygiene and rabies monitoring. The contractor is required to immediately alert EVS if an animal shows signs of rabies, prion wasting disease, or other viral diseases, and must use proper handling techniques with appropriate safety measures. All dead animals, insects, reptiles, amphibians, and bird carcasses must be removed from grounds and buildings.

3.5 Service Contract Reporting

3.5.1 System for Award Management (SAM) Service Contract Report (SCR): The Contractor shall report all labor hours (including subcontractor labor hours) required for performance of services under the VISN4 Coatesville Pest Control Contract via www.sam.gov, with inputs covering the period from October 1 through September 30 of each Government fiscal year. While reporting can be done throughout the year, all data must be submitted no later than October 31 of each calendar year, or within 30 calendar days from the end date of the contract if it ends prior to September 30.

3.5.2 Steps for…