S02-RFQ-Integrated Pest Management-36C24822Q0828 (edited).docx

36C24822Q0828 Table of Contents

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT:

Contracting Officer Representative:

Name: Gerardo Lopez Address: #10 Casia St, San Juan, PR 00921 (VACHS, San Juan, PR) Email: gerardo.lopez1@va.gov Contracting Specialist:

Name: Elder Vazquez-Melendez Address: #10 Casia St, San Juan, PR 00921 (VACHS, San Juan, PR) Email: elder.vazquezmelendez@va.gov Contracting Officer:

Name: Rafael Rodriguez Address: #10 Casia St, San Juan, PR 00921 (VACHS, San Juan, PR) Email: rafael.rodriguez2@va.gov

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 PERFORMANCE WORK STATEMENT

Integrated Pest Management Services

1. Introduction. This is a non-personal services contract to provide Integrated Pest management services for Veterans Affairs (VA) Caribbean Healthcare Systems (VACHS)”. 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. The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform the required service at VACHS as defined in this Performance Work Statement (PWS), section three (3.0) except for those items specified as Government-furnished property and services. The contractor shall perform to the standards of this PWS.

1.1 Mission. The Facilities Management Service (FMS) provide, operate, and maintain a "State of the art" facility service program in support of our Veterans Health Care System; carry out a program of education and development of personnel involved in the health care environment, promote environmental research and development of technologies in support of health care and provide these services in a cost effective, compassionate, humanitarian and ethical manner.

1.2 Background. The VA Caribbean Healthcare System provides services to a population of 150,000 Veterans in Puerto Rico and the U.S. Virgin Islands. In Fiscal Year (FY) 2008, the VA Caribbean Healthcare System registered 66,955 unique patients with 11,428 inpatients treated and provided 927,072 outpatient visits at all clinic areas in Puerto Rico and the U.S. Virgin Islands. The VACHS is located at 10 Casia St. San Juan, Puerto Rico.

1.3 Scope. The Contractor shall perform these requirements in accordance with this PWS, manufacturer's manual, local, state, and federal laws and regulations, and Veteran Affairs (VA) regulations. In the event of conflict between regulatory guidance, the most stringent requirement shall apply. The contractor shall provide a complete Integrated Pest Management (IPM) Service at San Juan VA Medical center, Ceiba Community Based Outpatient Clinic (CBOC), Comerio Rural Clinic, Vieques Rural Clinic and Mayaguez Outpatient Clinic (MOPC).

2. General Requirements. This section describes the general requirements for this effort. The following sub-sections provide details of various considerations on this effort.

2.1 Non-Personal Services. The Government shall neither supervise contractor employees nor control the method by which the contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual contractor employees. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services or give the perception of personal services. If the contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the contractor's responsibility to notify the Contracting Officer (CO) immediately.

2.1.1 Type of Contract. The Government will award a firm-fixed price contract.

2.1.2 The contractor shall furnish all supervision, supplies, materials, equipment, labor, management, and transportation necessary to accomplish the surveillance, trapping, pesticide application and pest removal components of the IPM Program to perform all tasks as identified below and, in the task, and frequency schedule. The contractor shall provide detailed, site-specific recommendations for structural and procedural modifications to aid in pest prevention. All work is to be performed in accordance with the guidelines established by federal, commonwealth, OSHA, EPA, and local ordinances. The contractor shall provide complete IPM services for buildings and all grounds space in VA San Juan approximately 1,335,122 sq ft, Ceiba Community Based Outpatient Clinic (CBOC) approx. 9,429sq ft, Comerio Rural Clinic 1,362 sq ft, Vieques Rural Clinic 1,435sq ft and Mayaguez Outpatient Clinic (OPC) approx. 80,000sq ft.

2.1.2.1 LOCATION: Service to be performed at the following five (5) locations

San Juan VA Medical Center 10 Calle Casia San Juan, PR 00921-3201

Ceiba Community Based Outpatient Clinic (CBOC) 311 Lauro Piñero Ceiba, PR 00735

Comerio Rural Clinic Jose de Diego Intersection with Muñoz Rivera St Municipality Bldg 1st Floor Comerio, PR 00782

Vieques Rural Clinic Centro de Salud Familiar Susan Centeno, Road 997 Vieques, PR 00765

Mayaguez Outpatient Clinic (MOPC) 175 Algarrobo Ave.

Mayaguez, PR 00680

2.1.2.2 The locations may be added, modified, or deleted within the performance of this contract. Any modification, addition, or deletion will be included in the Integrated Pest Management program via supplemental agreement.

2.1.2.3 The Government will not be responsible for any error or variation in the square footage listed in above nor will the contractor.

2.1.2.4 The government will provide the contractor space in the VA Caribbean Healthcare System building with furniture and furnishings to include telephone, computer, and electronic devices for an office to be used for official business only in the performance of this contract. Government property shall not be used in any manner for any personal advantage, business gain or other personal endeavor by the contractor or the contractors’ employees. The contractor shall maintain this space in a neat, clean, and orderly condition. Space quantity in square feet is at the government discretion.

2.1.2.4.1 The Government will provide space at each building to the Contractor for the storage of a weekly inventory for the supplies and equipment that will be used in the performance of the contract. Space quantity in square feet will be at government’s discretion and availability. Under no circumstances will the Contractor store flammable or explosive liquids (naphtha, gasoline, etc.) in the building. The Contractor shall maintain this space in a neat, clean, and orderly condition.

2.1.2.4.2 The government will not be responsible in any way for damage or loss to the contractor’s stored supplies, materials, replacement parts, or equipment.

2.1.2.5 The government will provide the contractor with keys to allow access to assigned room required in the provisions of this contract. The contractor shall comply with agency regulations on key issuance procedures. Contractors’ personnel shall not lend keys or open locked rooms or areas to permit entrance by persons other than contractor personnel performing assigned duties.

2.1.2.5.1 Any key lost by contractor personnel shall be replaced by the government at the contractor expense and or deducted from the monthly payment to the contractor. The contractor shall immediately report to the CO/COR any occurrences of loss or any unauthorized use.

2.1.2.6 Contractor personnel should not enter facility elevators that are occupied by food service equipment while having in their possession pesticide or application equipment.

2.1.2.7 All contractor employees shall comply with VACHS smoking policy.

2.1.3 Period of Performance. The period of performance for this effort will be a base year of 12 months and four (4) option periods of twelve (12) months each. Each option will be exercised at the government’s discretion. In addition, the resulting contract will have an additional option to extend the services for up to six (6) months at the government’s discretion.

2.1.4 Location and Hours of Work. Due to the nature of the industry, in San Juan VA Medical Center the contractor shall require responding to services calls and provide coverage services seven (7) days per week, including weekends and federal holidays. The Contractor shall perform the office services at VACHS during the core hours of operation from 7:00 AM to 4:30PM. Services, routines, inspections, preventions and other during 5:00 AM to 5:00 PM Monday through Friday and 6:00AM to 3:00PM on Saturday and Sunday. On Federal Holidays the contractor shall always maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS hours of operation from 7:00AM to 4:00PM.

In the VACHS clinics is required to provide the services at government regular working hours. Regular working hours are Monday through Friday from 7:30am to 4:00pm, except for Federal Holidays. A substantial part of the VACHS facilities is occupied 24 hours per day, 7 days a week. Contractor may be required to provide services after normal business hours. Schedule of services is to be coordinated with COR or designated POC. Some work requirements may need to be performed out of normal business hours.

In accordance with 5 U.S.C. 6103, Executive Order 11582 and Public Law 94-97 the following national holidays are observed and for the purpose of this contract are defined as "Legal Federal, official holidays”:

New Year’s Day January 1st.

Martin Luther King’s Birthday 3rd Monday in January Washington’s Birthday 3rd Monday in February Good Friday Memorial Day Last Monday in May

· Juneteenth Day June 19th Independence Day July 4th Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veteran’s Day November 11th Thanksgiving Day Last Thursday of November Christmas Day December 25th

Or any other specifically declared by the President of the United States to be a National Holiday

2.1.5 Scheduling. Task and Frequency Schedule of Integrated Pest Management tasks should be developed, and the indicated time frames should be the minimum basis for the scheduling of pest management tasks. The Contractor should provide the work scheduling of when services should be performed and submit to the Chief, Environmental Program no later than the contract start date.

2.1.5.1 Pest management task shall be scheduled so as 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 the Chief, Environmental Program. IPM will exercise no less than once a month and more frequent, as required.

2.1.5.2 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 the Chief, Environmental Management Program. Postponement should not reflect any penalties assessed to the Contractor, nor should there be any additional cost to the Government.

2.1.5.3 Contractor personnel are required to interrupt their work at any time so as riot to interfere, with the normal functioning of the facility, including utility services, fire protection systems, and passage of facility patients, personnel, equipment and carts.

2.1.6 Medical Emergency Services. The Contractor shall make available competent personnel trained and capable of dealing with minor personnel injuries. The contractor or their employees shall immediately notify their supervisor of any accident requiring emergency medical treatment. In case of emergency the Contractor shall immediately notify the Contracting Officer’s Representative (COR). Emergency medical treatment and services for Contractor personnel is the responsibility of the Contractor.

2.2 Business Relations. The contractor shall successfully integrate and coordinate all activity needed to execute the requirement. The contractor shall manage the timeliness, completeness, and quality of problem identification. The contractor shall provide corrective action plans, submittals, timely identification of issues, and effective management of subcontractors, if any. The contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all contractor personnel. Within the bounds of acquisition policy, the VACHS intends to work to find solutions that will be beneficial to both the Government and its Contractors.

2.3 Contract Administration and Management

2.3.1 Post Award Conference/Performance Evaluation Meetings. Post Award Conference / Performance Evaluation Meetings. The Contractor may be required to attend a post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation (FAR) Subpart 42.5. This meeting may be conducted virtually. Written minutes of such meetings will be recorded by the Contractor and signed by the Program/Project Manager and the CO and/or COR and distributed within five (5) workdays after the meeting.

2.3.1.1 Performance/Progress Meetings will be held as necessary. There may be occasions when subsequent meetings will be called by either party to reconfirm mutual understandings and/or address deficiencies in the Quality Control (QC) system or procedures which may require corrective action by the Contractor. The Contractor Representative shall meet with the COR and/or CO as required. A mutual effort will be made to resolve all problems identified. The Contractor Representative and the COR shall sign the written minutes of these meetings.

2.3.2 Contract Administration. Notwithstanding the contractor’s responsibility for total management during the performance of this contract, the administration of the contract requires maximum coordination between the government and the contractor.

2.3.2.1 Contracting Officer (CO). The CO is the only person authorized to direct changes in any of the requirements under this contract, and, notwithstanding any provisions contained elsewhere in this contract, said authority remains solely in the CO. In the event the contractor effects any such change at the direction of any person other than the CO, the change will be considered to have been made without authority and solely at the risk of the contractor. All contract administration will be affected by the CO. Communications pertaining to contractual administrative matters shall be addressed to the CO. No changes in or deviation from the terms and conditions shall be affected, without a written modification to the contract, executed by the CO authorizing such changes.

2.3.2.2 Contracting Officer's Representative (COR). In accordance with Veteran Affairs Acquisition Regulation (VAAR) Clause 852.270-1, Representatives of the Contracting Officers, the CO reserve the right to designate representatives to act for him/her in furnishing technical guidance and advice or generally monitor the work to be performed under this contract. Such designation will be in writing and will define the scope and limitation of the designee’s authority. A copy of the designation shall be furnished to the contractor.

2.3.3 Contractor Employees. The contractor shall accomplish the assigned work by employing and utilizing qualified personnel with appropriate combinations of education, training, and experience. The contractor shall match personnel skills to the work specified herein. The contractor shall ensure the labor categories/occupation code as defined by the Department of Labor are aligned to those tasks delineated in this PWS. The contractor shall comply with the minimum rates established in the applicable wage determination for this service. The Contractor shall provide the necessary resources and infrastructure to manage, perform, and administer the contract.

2.3.3.1 Contractor Identification. All contract personnel shall be identified as a Contractor (i.e., badge, company logo, or uniform). All contract personnel are required to identify themselves such that they avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all correspondence (documents, emails etc.) or reports produced by the Contractor are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

2.3.4 Key Personnel. The contractor shall provide a point of contact to administer this contract. All key personnel shall have means of verbal and e-mail communication with the COR. Key personnel and alternates must be able to communicate fluently in English both verbally and in writing.

2.3.5 Personnel Qualification:

2.3.5.1 Contractor personnel shall be trained and certified to provide the services requested under this PWS.

2.3.5.2 All supervisory/working leader personnel engaged in directing the work to be accomplished under this contract shall possess at least two (2) years of recent experience in directing medical facility Integrated Pest Management type operations in a supervisory capacity for buildings of the approximate size under this contract.

2.3.5.3 The contractor or his supervisor/working leader shall be available at all times, when the contract work is in progress, to receive notices, reports or requests from the Contracting Officer or his representatives. The contractor shall provide in writing to the Contracting Officer at least five working days prior to the contract starting date the name, telephone number and address of onsite supervision.

2.3.5.4 Offeror shall have a certification on pest control and shall be fully certified in all pest management categories in which work is to be performed. Contractor shall have a current certification on pest control categories issued by the Commonwealth of Puerto Rico Department of Agriculture. The Contractor shall be licensed by the Commonwealth of Puerto Rico as a pesticide application business (see Act No. 49 of June 10, 1953, Pesticide Act of Puerto Rico, as amended). As part of the technical proposal the Contractor shall submit proof of licensing.

2.3.5.5 Pest Management Professionals (PMP) (Certified applicators) are required in the performance of the work under this contract. The contractor shall furnish a copy of a valid/current certification (showing all categories in which work is to be performed) for each employee under this contract. These documents shall be provided before any work is performed. NOTE: Certification shall mean a current Certificate of Competency in Pest Management in any and all categories or sub-categories as identified. All other definitions are as defined in CFR 40 subchapter E, parts 162-180.

2.3.5.5.1 The Contractor shall provide photocopies of current State-issued Commercial Pesticide Applicator Certificates or Licenses in the Category 8A, Structural Pest Control for every Contractor employee who will be applying on-site pesticides under this contract.

2.3.5.5.2 PMP Category (8A), Structural pest control - Applicators interested in obtaining one or more of the following commercial subcategories must apply for and obtain the Exterminator License issued by the Puerto Rico Department of Health. Pest control in residences, industries, institutions, and sanitation services-Includes the application of restricted pesticides inside and around homes, schools, hospitals, commercial establishments, industries, warehouses, barns, food handling establishments and other public or private structures.

2.3.5.5.3 All PMPs working under this service, shall have at least two (2) years of experience working as PMPs in a medical facility.

2.3.5.5.4 The building shall be fully staffed beginning the first day of work under the contract staff, shall be trained and experienced certified personnel who shall exhibit the capability of operating with a minimum of supervision. All personnel shall receive first line supervision by contractor.

2.3.5.6 The contractor shall comply with the Joint Commission Accreditation of Health Care Organizations (JCAHO) requirements. To comply with JCAHO requirement the contractor shall provide written confirmation that employees are competent to perform the task as described in this Performance Work Statement. This written confirmation shall specify in which areas each contract employees are competent.

2.3.5.7 The contractor personnel must possess the required Occupational Safety and Health Administration (OSHA) training and certifications to provide the services requested in this PWS. The contractor shall assume full responsibility and liability for compliance with all applicable regulations pertaining to the health and safety of personnel during the execution of work.

2.3.6 Standards of Conduct.

2.3.6.1 Contractor personnel’s conduct shall not reflect discredit upon the Government.

2.3.6.2 The Contractor shall ensure that personnel present a professional appearance.

2.3.6.3 The Contractors employees shall observe and comply with all local policies and procedures concerning fire, safety, environmental protection, sanitation, security, and possession of firearms or other lethal or illegal weapons or substances.

2.3.6.4 The Contractor is responsible for ensuring that any contractor employees providing services under this contract conduct themselves and perform services in a professional, safe, and responsible manner.

2.3.6.5 The contractor shall remove, from the job site, any employee for reasons of misconduct or security.

2.3.6.6 The contractor shall ensure employee conduct complies with 41 U.S.C. 423, Procurement Integrity.

2.3.6.7 The contractor shall also ensure that no contractor employees conduct political related activities or events on VACHS facilities.

2.3.6.8 The contractor shall prohibit his employees from disturbing papers on desks, opening desk drawers or cabinets, or using telephone or office equipment provided for official government use.

2.3.7 Contractor personnel and property shall be subject to search and seizure upon entering and leaving the confines of VACHS facilities. The Contractor shall be responsible for assuring that all personnel authorized to perform work under this contract obtain facilities’ access as required. Contractor access to the VA facilities will be exclusively for work in connection with this contract.

2.3.8 Contractor is responsible for the supervision of all their employees while on government property. It is the Contractor's responsibility to assure compliance with this PWS and requirements referenced in this contract. Provisions provided in the PWS are not intended to relieve the Contractor of this responsibility.

2.4 Security Clearances. Unless otherwise specified, the contractor shall submit to the Contracting Officer at least five working days prior to the starting date of contract, certificate of good conduct from the PR Police Department and the Employee Health Certificate form the Department of Health.

2.4.1 Contractor employees and new employees shall have a physical examination prior to work on any VA facilities and annually thereafter. Contractor shall keep records of the physical exams during the life of the contract.

2.4.2 The contractor shall assure that each contracted employee meets the requirements as it relates to physical examinations: PPD skin testing, Hepatitis B, prophylaxis, or declination of option signed and, on a file, other preventive health screening/testing as required by OSHA, JCAHO, and other federal, state, or local regulated agencies.

2.4.3 If the contracting officer finds a prospective employee to be unsuitable or unfit for his assigned duties, the contractor shall be advised immediately that such employee cannot continue to work or be assigned to work under the contract.

2.5 Health and Safety. The contractor and its subcontractors, if any, shall comply with Public Law 91-596, Occupational Safety and Health Act (OSHA). In addition, the contractor shall comply with 29 CFR 1910, Occupational Safety and Health Standards, 29 CFR 1926, Safety and Health Regulations for Construction, and all other applicable federal, state, and local requirements for protecting the safety of the contractor's employees, building occupants and the environment. All applicable standards of the OSHA shall be followed when working in accordance with this project.

2.5.1 Prior to use, a list of all pesticides to be used shall be submitted to the Contracting Officer and/or Contracting Officer Technical Representative (herein referred as COR).

2.5.2 All containers holding pesticides shall be properly labeled with the name and strength of the chemical agent therein.

2.5.3 Appropriate protective clothing and gear consistent with the type of pesticide used shall be provided by the Contractor and worn by Contractor personnel.

2.5.4 The contractor is responsible for identifying and providing all applicable safety programs (i.e., lockout/tag out, universal precautions, etc.) required to perform the work. Training on required safety programs and the proper use of PPE's shall be provided, and documentation maintained by the contractor.

2.5.5 If poisoned baits are used, the COR shall be notified in advance of the dates and locations in which such baits will be presented.

2.5.6 All traps and bait trays will be inspected every 24 hours while in service.

2.5.7 Occupants Safety. The contractor shall take all safety precautions and safety measurement necessary to protect the lives and health of occupants of the building and user of the equipment. No process or materials shall be employed in such a manner that they will introduce additional hazards into occupied space. In addition, shall have in place and be responsible of enforcing it, a safety program/procedure, which shall be followed by their employees in the performance of their duties.

2.5.8 Patient Occupied Areas. Contractor personnel shall utilize pesticide with as low volatility and as odor free as possible in order to avoid odor levels affecting patients. Nonchemical control alternatives are always considered before chemical use.

2.5.9 The Contractor shall adhere to all applicable Environmental Protection Agency (EPA), National Fire Protection Association (NFPA) Safety Codes, National Pest Control Association’s good practice statements, American National Standards (ANSI), Joint Commission Accreditation of Health Care Organizations (JCAHO), Occupational Safety and Health Administration (OSHA), Department of Agriculture and all other regulatory requirements.

2.5.10 In performance of this contract, the Contractor shall follow Veterans Affairs Central Office (VACO) Directive 7710, Occupational Safety and Health, for safe work practices and take such safety precautions as the Safety Officer or designee may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contractor shall comply with VACHS smoking policy, which designates all space as non-smoking areas.

2.6 Injury or Accident Reporting. The Contractor shall maintain an accurate record of accidents resulting in injury or death and accidents resulting in damage to government property, supplies, and equipment.

2.6.1 As defined by OSHA, EPA, ANSI, and all other regulatory requirements any incident of a major malfunction, accident or injury, a written report shall be submitted by the Contractor to VACHS within five (5) working days following the incident. The report shall state the cause, what, where and when and why the incident happened and the repairs and tests that were or are to be made to correct the cause of the incident.

2.7 Integrated Pest Management Plan. Before beginning the work of the contract, the Contractor shall submit to the COR a Pest Control Management Plan. The Integrated Pest Control Management Plan shall consist of five parts as follows:

a. Proposed Materials and Equipment for Service. The Contractor shall provide prior to initial application of pesticides the labels and Safety Data Sheets (SDS) of all pesticides to be used, and brand names of pesticide application equipment, rodent bait boxes, insect and rodent trapping devices, pest monitoring devices, pest surveillance and detection equipment, and any other pest control devices or equipment that may be used to provide service. Contractor shall furnish the same information each time there are changes to chemicals or products used in the performance of this contract. The contractor shall not apply any pesticide product that has not been approved by the COR. Products shall not contain the selective herbicide, 2,4-dichlorophenoxyacetic acid or products containing this herbicide are not to be used on the facility grounds.

b. Proposed Methods for Monitoring and Surveillance. The Contractor shall describe methods and procedures to be used for identifying sites of pest harborage and access, and for making objective assessments of pest population levels throughout the term of the contract. Contractor shall complete initial inspection of each building or site at least 5 working days prior to the starting date of the contract. The purpose of the initial inspections is for the contractor evaluate the pest control needs of all premises and to identify problem areas and any equipment, structural features, or management practices that are contributing to pest infections. Access to building space shall be coordinated with the Contracting Officer’s Representative (COR).

c. Service Schedule for each Building or Site. The Contractor shall provide complete service schedules that include daily, weekly, biweekly, or monthly frequency of Contractor visits, specific day of the week of Contractor visits, and approximate duration of each visit, as per established.

d. Structural or Operational Change. Description of any structural or operational change that would facilitate the pest control effort. The Contractor shall describe site-specific solutions for observed sources of pest food, water, harborage, and access.

e. Commercial Pesticide Applicator Certificate or Licenses

2.7.1. The Contractor shall provide photocopies of State-issued Commercial Pesticide Applicator Certificates or Licenses in the Category of Industrial, Institutional Structural and Health Related Pest Control for every Contractor employee who will be applying on-site pesticides under this contract.

2.7.2. The contractor shall be responsible for carrying out work according to the approved Integrated Pest Management Plan. The Contractor shall receive the concurrence of the COR prior to implementing any subsequent changes to the approved Pest Management Plan, including additional or replacement pesticides and on-site service personnel.

2.8. Standards. All Integrated Pest Management (IPM) tasks shall be accomplished to meet the guidelines as shown in National Pest Control Association’s good practice statements. Integrated pest management techniques shall be used to the maximum extent practicable.

Pesticide application shall be according to need and not be schedule. Area will be inspected to detect pest problems and selection and use of the most environmentally sound pesticide to effect control when chemical control methods are necessary. Contractor will use non-pesticide method of control whenever possible. If necessary, contractor will apply appropriate chemicals the least hazardous materials using most precise application techniques.

2.9. Tasks Integrated Pest Management Services required of the contractor are:

2.9.1 The Contractor shall complete a thorough, initial inspection of each building or site at least within 5 working days of contract starting date. The purpose of the initial inspection(s) is for the contractor to evaluate the pest control needs of all premises and to identify problem areas and any equipment, structural features, or management practices that are contributing to pest infestations. Access to building space shall be coordinated with the Contracting Officer's Technical Representative (COR).

2.9.2 Recommendations in writing for environmental sanitation practices that restrict and eliminate food, water, or harborage for pests. IPM is mainly a preventive maintenance process that attempts to control pests by reducing their food, water, harborage, and entry points.

2.9.3 Selection and utilization of nonchemical control methods, which eliminate, exclude, or repel pests (i.e., traps, caulking, etc.)

2.9.4 Selection and use of the most environmentally sound pesticide(s) least toxic treatment to effect control when chemical control methods are necessary. IPM applies pesticides with precision and restraint.

2.9.5 Control of general structural arthropod pests (i.e., cockroaches, ants, carpet beetles, spiders, carpenter ants, carpenter bees, etc.)

2.9.6 Control of flying insect pests (i.e., housefly, etc.)

2.9.7 Control of parasite pests (i.e., lice bedbugs, fleas, mites, scorpions, ticks, mosquitoes, etc.).

2.9.7 Control of nuisance or occasional invader pests (i.e., bee, wasp, scorpions, crickets, etc.)

2.9.8 Control of mice and rats (i.e., house mouse, field mouse, roof rat, norway rat, etc.)

2.9.9 Control of pest birds (i.e., pigeons, sparrows, blackbirds, etc.)

2.9.10 Evaluation of control measures through follow-up inspections. Service calls: areas treated to the re-inspected 15 days following treatment.

2.9.11 Control of food handling areas: lounges, kitchenettes, etc.

2.9.12 Contractor personnel are required to interrupt their work at any time so as not to Interfere with the normal functioning of the facility, including utility services, fire protection systems, and passage of facility patients, personnel, equipment, and carts.

2.9.13 Control of stored products pests (i.e., saw tooth grain beetle, red confused flour beetles Trogoderma beetles. Grain moths, etc).

2.9.14 Control of other vertebrates’ pests. Contractor shall make all necessary arrangements with the corresponding agencies and/or pickup stray animals (i.e dogs, cats, horses, bats, snakes, and all other vertebrates other than commensal rodents, etc.) as they are reported.

2.9.15 Control of exterior insects to protect against ants at the premises (i.e ants). Population of arthropod pests (rats, mice, cockroach, ants, flies, spiders) that are located outside of specified buildings, but within the property boundaries of the building.

2.9.16 Food Handling Areas. Treatment of these areas is limited to only times when food is not being held, processed prepared or served. The contractor personnel shall at no time enter facility elevators that are occupied by food service equipment while in the possession of pesticides or equipment.

2.9.17 Patient Occupied Areas. Contractor personnel shall utilize pesticides with a low volatility and as odor free as possible in order to avoid odor levels affecting patients. Nonchemical control alternatives are always considered before chemical use.

2.9.18 Termites. Contractor personnel shall contact COR or CO when identified the presence of termites in any facility area of VACHS.

3. Critical Areas. The contractor should submit a list of pesticides for intended use in critical areas for approval by the Contracting Officer and/or 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 should be made at any time without prior approval from the Chief, Facility Management Section.

3.1.1 Critical areas as determinate by local medical facility should include: Pharmacy, Research Facilities, Operating Rooms, Intensive Care Units, Respiratory Care Units, SPD, Emergency Room, Xray rooms, Special Procedures, Recovery and other areas could be identify during the contract extension.

4. Disposal of Hazardous Waste: 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 authorized by the COR. Disposal of such contaminated waste will be in accordance with the Federal Environmental Protection Agency (EPA), and Commonwealth of PR Regulations and/or United States Virgin Islands Department of Planning and Natural Resources, Environmental Protection Division regulations governing such disposal.

Contractor shall be responsible for properly cleaning, decontaminating, and reporting spills to the Environmental Regulatory Section and the COR.

4.1 Storage of Materials: No pest control materials or equipment shall be stored or kept at the VA Installation when the operator is not working, without the approval of the Contracting Officer and/or COR.

5. Vehicles: Vehicles used by the contractor shall be identified in accordance with state and local regulations.

6. Call Back Requirement

6.1 Routine. At San Juan VA Medical Center, the contractor shall within 1 hour after receipt of notification by the contracting officer or COR, at no additional charge to the government, retreat previously treated areas when inadequate control was obtained.

At the clinics, the contractor shall re-treat previously treated areas when inadequate control (as per specifications) was obtained, within twelve (12) hours after receipt of notification by the CO, COR, or designee, at no additional cost to the Government.

6.2 Emergency. At San Juan VA Medical Center, the contractor shall within 4 hours after receipt of notification by the Contracting Officer or COR at no additional charge to the government, perform IPM service to correct the emergent condition.

At the clinics, the contractor shall perform IPM Services to correct the emergent condition within eight (8) hours after receipt of notification from the CO, COR, or designee, at no additional charge to the Government.

7. Quality Control Program. The contractor shall establish complete quality control programs to ensure the requirement of the contract are provided as specified.

7.1 Within five workdays prior to the starting date of the contract the contractor shall submit a copy of his program to the Contracting Officer and/or COR. The program shall include, but not be limited to the following:

a. An inspection system covering all the services required.

b. The name(s) of the individual(s) who will perform the services described in contract.

c. A checklist used in the inspection and performance verification during preventive and corrective maintenance, regularly scheduled or unscheduled inspections and corrective maintenance services.

d. The checklist shall include every requirement included in the manufacturer’s manual(s), updates, notices and any other requirement from accrediting organizations or agencies, as well as every task required to be performed.

e. A schedule of the dates programmed for the IPM service requested.

f. A system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable and/or the COR identifies the deficiencies.

PERFORMACE REQUIREMENT SUMMARY

OBJECTIVE

ASSURANCE SURVEILLANCE PLAN (QASP):

8.1 A QASP is designed to provide an effective surveillance method of monitoring and evaluating the Contractor performance. Upon contract award and prior to the issuance of the Notice to Proceed; the COR, with the assistance of the CO will establish a complete QASP to ensure that the requirements of this contract are being met by the Contractor.

8.2 The objective of the QASP is to reduce the risk to both the Government and the Contractor performance in order to determine conformity with the requirements of the contract. The systems also help ensure that contract awards and deductions are executed in accordance with the contract requirements.

8.3 Performance based contracting methods are intended to ensure that the required performance quality levels are achieved and that the total payment is related to the degree that services performed, or outcomes achieved meet contract standards. The COR periodically validates the execution of the Contractor’s quality control programs by reviewing such areas as the contractor’s inspection forms, service call logs, and the timelines of corrective actions.

8.4 Roles and Responsibilities of the VACHS: The COR or their designated alternate COR, will serve as the CO on site representative to ensure that the Contractor is meeting the quality expectations of the contract. For locations where the COR is not located at the building, the on-site VA representative should keep the COR informed on the level of service.

a. The CO will have the overall responsibility of overseeing the contractor performance in the areas of contract compliance, contract administration, reviewing the COR assessment of the contactor performance; and resolving all issues between the contractor and the COR. The CO will be the final authority for approval, disputes, negotiations, modifications, compliance, and enforcement of the contract.

b. When administrative responsibility is not clearly spelled out in the contract, program/functional area personnel should coordinate with the CO to assure that roles are clearly defined and understood, that contract obligations will be satisfactorily performed.

8.5 The Quality Assurance process:

a. shall not interfere with contractor’s process.

b. Evaluates the results against the standard, not the process.

c. Focuses on quality, quantity, and timeliness.

d. Fosters effective communications and management controls

8.6 Methods of Surveillance: The method of surveillance is based on the performance criteria of the contract terms and specifications. Each requirement will describe the tasks to be performed and the standard for successful performance. The Government intends to surveillance methods:

a. Periodic Surveillance Inspections: This method consists of selected surveillance tasks by the Government that do not require 100% inspection or are performed on a random basis to determine if the level of performance is acceptable. The COR will evaluate the Contractor reports, surveys, etc. on a weekly, biweekly, monthly or quarterly basis.

b. Service Call Documentation and Work Orders requests: This method of surveillance will provide information to the COR such as, identification of the types of service calls received, the frequencies, the corrective action taken, the timeliness of completion and any other pertinent data.

c. Environment of Care Rounds: This method consists of weekly rounds performed at scheduled contracted areas by a multidisciplinary group.

d. Validated Customer Complaints: Alternative surveillance method used to assist in evaluating the level of performance.

e. Customer Interviews: All customer concerns received through the COR will be documented and evaluated on a planned schedule developed by the COR. This method may help the COR focus on areas that may require further action form the CO.

9. Training: The Contractor shall comply with VACHS mandatory trainings for all contract employees. Contractor employees shall access the following website to take the Veterans Health Administration (VHA) mandatory trainings on the VA Talent Management System (TMS): https://www.tms.va.gov/SecureAuth35/

Mandatory training shall include, but may not be limited to the following:

· VHA Mandatory Training for Trainees

· VHA Mandatory Training for Trainees Refresher Course

· VA Privacy and Information Security Awareness and Rules of Behavior

· Privacy Awareness

· VA Cyber Security Awareness

· Safety

· Emergency preparedness plan

· Customer Service

· Infection control

a. Contractor-furnished Training: Contractor is required to keep current with effective industry practices (such as International Executive Housekeeper Association (IHEA), Cleaning Management Institute (CMI), VHA Healthcare Environmental Cleaning Guide, etc.) and incorporate those practices into the performance of this contract through continuous employee training and development.

b. Contractor shall submit to the CO a written certification that each contract employee has been trained in the Housekeeping technical areas prior to assignment under this contract. Contractor provided training shall include but may not be limited to the following: Universal precautions and cleaning procedures appropriate for clinical settings.

c. The on-site supervisor will be required to attend a mandatory orientation conducted by the COR. This will include a briefing of the occupant agency’s function and a tour of the building facility. It will also familiarize contract employees with key client agency personnel and areas of the building requiring unique attention.

10. Environmental Requirements:

10.1 Executive Orders (EOs) 13990, Protecting Public Health and the Environment and Restoring Science to Tackle the Climate Crisis and 13834, Efficient Federal Operations applies to this service. A copy of EO 13990 and 13834 can be found at the Federal Register webpage at https://www.federalregister.govc

10.2 Environmental Compliance. The Contractor shall comply with all federal, state, local and facility environmental laws, rules and plans.

10.2.1 The Contractor shall submit to the COR, prior to the start of the contract, the Safety Data Sheets (SDS) for all potentially hazardous materials to be used under this requirement, and will not use, such materials which have not been cleared in advance with the VACHS. SDS for new chemicals shall be furnished concurrently with arrival of the chemical on site. At a minimum, the contractor shall provide the following:

a. The product trade name

b. EPA registration number

c. Pests targeted

d. Where pesticide will be applied (e.g., indoors, in wall voids, or outside)

e. Projected amount applied per application

f. Number of treatments per year and month treated.

10.2.3 All containers holding pesticides shall be properly labeled with the name and strength of the chemical agent therein. All handling and mixing shall be performed by PMPs.

10.2.4 The contractor shall not perform pesticide(s) mixing within the VACHS premises. All chemical mixing, to include mixing with water, shall be performed at the contractor’s site. Contractor is responsible for following all the applicable federal, state, and local laws, regulations, codes, directives, etc. as to an appropriate mixing site.

10.2.5 The contractor shall not dispose of any excess pesticide, pesticide containers or any other materials contaminated by pesticides at any location on the VACHS facilities. Disposal of such contaminated waste will be in accordance with the Federal Environmental Protection Agency (EPA), and Commonwealth of Puerto Rico (PR) Regulations Environmental Protection Division regulations governing such disposal.

10.2.6 The contractor shall not clean any equipment, container, sprayer, etc. within VACHS premises.

10.2.7 Products shall not contain the selective herbicide, 2, 4-dichlorophenoxyacetic acid or products containing this herbicide are not to be used on the facility grounds. See VHA Directive 1850.02(1), Pest Management Operations, for further details.

10.3 Storage of Materials. No pest control materials, chemical substances, and/or equipment shall be stored or kept at the VACHS.

11. Physical Security. The Contractor shall protect existing buildings, facilities, utilities, and equipment during working period and will be responsible for any…