SOURCES SOUGHT_Calverton Pest Control.pdf

SOURCES SOUGHT SYNOPSIS ONLY

The purpose of this synopsis is to gain knowledge of potential qualified sources and their size classification

(HUBZone, 8(a), small, small disadvantage, veteran owned small business (VOSB), service-disabled veteran owned small business (SDVOSB), or large business) relative to NAICS 561710 with size standards of $17.5 million. Note that if VA’s pending market research establishes that two or more SDVOSB or

VOSB, who are certified on SBA’s VetCert, Veteran Small Business Certification (sba.gov), can perform the project at a fair and reasonable price, VA will set aside the underlying solicitation per 38 U.S.C. §8127.

Responses to this synopsis will be used by the Government to make appropriate acquisition decisions. After review of the responses to this Sources Sought Synopsis, a solicitation announcement may be published on

SAM.gov and/or GSA eBuy. Responses to this Sources Sought Synopsis are not considered adequate responses to the solicitation announcement.

Complete the information requested below and attach any pertinent documents/ information necessary.

GENERAL REQUIREMENTS:

The National Cemetery Administration (NCA) has a requirement to establish a contract for Exterminating and Pest Control (See Statement of Work). The Contractor shall conduct a series of Pest Management

Evaluations, Decisions, and Controls in order to provide site-specific recommendations for structural/procedural modifications to aid in pest prevention. A detailed service and maintenance report will be submitted to the Contracting Officer’s Representative (COR) after every service or visit within five (5) business days. Routine services and maintenance to buildings/structures/others

(as listed in Appendix A) will be according to Contractor’s measures, standards, and schedules.

EXTERMINATING & PEST CONTROL general service areas to be serviced are as follows

(detailed services shown in Appendix A of the Statement of Work):

(a) Administration area;

(b) Committal area;

(c) Maintenance areas;

(d) Public restrooms;

(e) Other visitation areas and/or structures within cemetery property that may require emergency service only upon request by COR.

PARTICIPATING FACILITY:

NAME: CALVERTON NATIONAL CEMETERY

Address: 210 Princeton Blvd, Calverton NY 11933

The intent is to establish a One (1) Base Year plus Four (4) One Year Renewal Options Contract.

In response to this announcement, please complete the information below and return to Renetta Prince @ renetta.prince@va.gov by 11/18/2024 by 10:00 AM EST.

Company Name:

Address:

Contact Name:

Phone No:

https://veterans.certify.sba.gov/

Email:

SAM Unique ID:

Business size information NAICS: Click or tap here to enter text.

Select all that applies:

☐ Small Business

☐ Emerging Small Business

☐ Small Disadvantaged Business

☐ Certified under Section 8(a) of the Small Business Act

☐ HUBZone

☐ Woman Owned

☐ Certified Service-Disabled Veteran Owned Small in Vetbiz.gov

☐ Certified Veteran Owned Small Business in Vetbiz.gov

☐ Large Business

☐ Other:

FSS/ GSA Contract Holder Yes ☐ No ☐

FSS/ GSA Contract Number

Effective Date / Expiration Date

Identify any other companies owned (wholly or in-part) by the owners of this business who provide goods or services under the same or a related NAICS codes.

Not applicable ☐

Comment:

Identify any other companies owned (wholly or in-part) by the owners of this business who provide goods or services that are registered under the same or a related NAICS code with the

Center for Veterans Enterprise (CVE); Provide the certification type (SDVOSB/VOSB), Federal

Identification Number, and state of incorporation for each.

Not applicable ☐

Comment:

Do you plan on responding to a solicitation for this requirement with a Joint Venture utilizing multiple owned companies as majority or non-majority owner?

Yes ☐ No ☐

If yes, please identify which companies are considering a Joint Venture and the ownership of each company.

This notice is neither a request for competitive proposal nor solicitation of offerors. This notice is to assist the NCA in determining sources only and a solicitation is not currently available. If a solicitation is issued it will be announced at a later date, and all interested parties must respond to that solicitation announcement separately from this response. Responses to this Sources Sought Synopsis is not a request to be added to a prospective bidders list or to receive a copy of the solicitation. Information received as a result of this notice will normally be considered solely for the purpose of determining whether to conduct a competitive procurement. This notice does not represent a commitment by the Government to pay for costs incurred in the preparation and submission of information or any other costs incurred as a response to this announcement. Inquiries will only be accepted in writing via email to renetta.prince@va.gov by 11/18/2024 by 10:00 AM EST.

STATEMENT OF WORK

Description / Specifications / Work Statement

BACKGROUND

The National Cemetery Administration honors veterans with a final resting place and lasting memorials that commemorate their service to our Nation. Calverton National Cemetery (CNC) is located at 210 Princeton Blvd, Calverton NY11933. Cemetery grounds encompass approximately 1,045 acres of land. CNC is a National Shrine that honors veterans with a final resting place and lasting memorials that commemorate their service to our Nation. The Cemetery receives visitors, holds ceremonies, and conducts committal services. Because of CNC’s special significance and attention, it receives from the public and media, strict adherence to the following specifications is essential.

SCOPE

The Contractor shall furnish all equipment, supplies, materials, labor, and supervision necessary to provide EXTERMINATING & PEST CONTROL services at Calverton National Cemetery, 210 Princeton Blvd, Calverton NY 11933. The Contractor shall provide all personnel, transportation, equipment, tools, materials, and labor necessary to ensure that services are performed in a manner that practices Integrated Pest Management (IPM) techniques in accordance with contract requirements.

IPM is an effective and environmentally sensitive approach to pest management that relies on a combination of common-sense practices. This management practice uses comprehensive information on the life cycles of pests and their interaction with the environment. IPM, in combination with site appropriate EXTERMINATING & PEST CONTROL methods, is used to manage pest damage by the most economical means, and with the least possible hazard to people, property, and the environment.

Contractor shall conduct a series of pest management evaluations, decisions, and controls in order to provide site-specific recommendations for structural/procedural modifications to aid in pest prevention. A detailed service and maintenance report will be submitted to the Contracting

Officer’s Representative (COR) after every service or visit within five (5) business days. Routine services and maintenance to buildings/structures/others (as listed in Appendix A) will be according to Contractor’s measures, standards, and schedules.

EXTERMINATING & PEST CONTROL general service areas to be serviced are as follows

(detailed services shown in Appendix A):

(f) Administration area;

(g) Committal area;

(h) Maintenance areas;

(i) Public restrooms;

(j) Other visitation areas and/or structures within cemetery property that may require emergency service only upon request by COR.

Contractor Furnished Equipment/Supplies: The Contractor shall furnish all necessary equipment/supplies to ensure effective PEST CONTROL treatment in accordance with NCA

Handbook 3410– Integrated Pest Management Procedures for VA National Cemeteries, VA

Directive 0057– VA Environmental Management Program, VA Directive 0058 and Handbook

0058 – Green Purchasing Program, VA Directive 0059 and Handbook 0059 - Chemicals

Management and Pollution Prevention to accomplish the surveillance, trapping, treatment, pesticide application, and pest removal services. The Contractor is responsible for providing his own equipment/supplies. The government will not provide any equipment.

Work Hours & Performance: EXTERMINATING & PEST CONTROL services shall be provided in accordance with the following schedules:

(a) Monthly (excluding Federal Holidays), designated day Monday thru Friday between the hours of 8:00 a.m. and 3:00 p.m. by COR or designee.

(b) Work shall be scheduled and conducted in a cooperative manner to affect the least possible interference with cemetery operations or disturbance to visitors.

(c) It shall be the Contractor’s responsibility to work out any cooperative work schedules regarding cemetery operation.

(d) Work shall be done in a manner that safeguards all cemetery visitors, employees, and the public.

(e) Contractor shall be fully responsible for all actions initiated and/or in the performance of the specified work.

(f) Contractor Pest Logbook must be completed for each service date.

Coordination and Cleanup: At the end of each workday, unless otherwise specified by the COR, the Contractor shall remove all trash and debris resulting from work. At all times rubbish and trash generated by the Contractor shall be kept clear of work areas and vehicular/pedestrian circulation throughout the site.

TREATMENT/PREVENTION REQUIREMENTS

Treatment/Prevention will be provided to control pests that are located within and directly outside of the specified building/structure with selection and use of the most environmentally sound pesticide(s) to affect control when chemical control methods are necessary. Work plan should consist of using trapping devices, and only, if necessary, a pesticide for both interior and exterior. The Contractor shall provide complete exterminating & pest control services for each facility area on a minimum of once per month. The Contractor should expect that periodic re-visits may occur when concerns arise, however the expectation that is that any re-visit would be covered within the established monthly invoice.

The Contractor shall adequately control the following pests:

(a) General Pests/Insects – Ants, spiders, fleas, ticks, cockroaches, pantry pests, centipedes, millipedes, flies, and other similar insects, as well as bees, wasps, hornets, and yellow jackets in areas up to 12 feet high.

(b) Rodents – Including but not limited to mice, rats, and perimeter treatments of herbaceous growth around various area(s) or building(s) to be serviced, which could harbor rodents.

The Contractor shall adequately control the aforementioned insect populations with emphasis on:

(a) Non-chemical methods: The Contractor shall use non-pesticide methods of control wherever possible, i.e. use of portable vacuum for initial clean-outs of cockroach infestations, ant/termite swarms and/or spider control, as well use of trapping devices for indoor fly or mice control.

(b) Monitoring: Sticky traps shall be used to guide and evaluate indoor insect control efforts wherever necessary.

(c) “Catch-all” methods: Each building/structure must be equipped with “catch-all” mouse trapping stations at each entrance, which are meant to capture small pests prior to entry into facilities.

(d) Insecticide bait formulations: Bait formulations shall be used for cockroach and ant control where appropriate. When rodent bait stations are used, only tamper-resistant shall be used.

(e) All monitoring or trapping devices shall be placed in a manner that will not interfere with visitor and grounds maintenance operations. Whenever possible, the devices shall also be placed in a manner that discourages public tampering by placing them in inconspicuous locations where they are not readily visible.

The Contractor shall provide pesticide application, when necessary:

(a) All pesticides shall be administered by a licensed pesticide applicator and comply with all

Federal and New York State government regulations.

(b) When determined that a pesticide must be used in order to obtain adequate control, the

Contractor shall employ the use of formula and treatment techniques, which should minimize the amount of pesticides used and the potential exposure of people and the environment.

(c) Pesticide use shall consist of the least hazardous material, most precise application technique, and minimum quantity of material to achieve control.

(d) The Contractor will be required to furnish to the COR prior to application of pesticides and rodent control chemicals, sample labels, names of chemicals to be used in the performance of this contract prior to application on MSDS (Material Safety Data Sheet). It should include the following information:

i. The name of the Contractor employee who applied the pesticide.

ii. The location, by building where each pesticide was applied.

iii. The pest(s) against which the pesticide was applied.

iv. The date and time of application.

v. The name of the pesticide applied and manufacturer.

vi. The federal environmental protection agency registration number.

vii. The rate of application or amount of the pesticide applied, and the total area treated.

(e) Contractor will apply to all troubled areas a residual treatment for control of pests and may use combination of formulations, provided they are compatible, approved, and registered pesticides by the Environmental Protection Agency (EPA), which shall employ the least hazardous materials, most precise application techniques and the minimum quantity of pesticide necessary to achieve control.

(f) All chemicals purchases and proper use shall be the responsibility of the Contractor.

(g) The Contractor shall not store any pesticide product on Cemetery property.

(h) When on site, products shall remain under Contractor’s care, and control at all times.

(i) No sprays, dust, or applications of liquid or aerosol pesticides may be applied when the immediate area to be treated is occupied by visitors or employees.

(j) Transport, handling, and use of all pesticides shall be used in strict accordance with the manufacturer’s label instructions and all applicable federal and state laws and regulations.

The Contractor will abide by the following requirements:

(a) Before application of any pesticide, the Contractor shall check with the COR and Safety

Office; ensuring it is on the Cemetery’s accepted and approved materials list, as well assure the safety and minimal exposure of cemetery employees.

(b) Each building/structure must be sprayed with protective outer pesticide around perimeter of building (at minimum of three feet up and three feet out).

(c) No materials/treatments will be allowed to come in contact with food and/or cooking utensils.

(d) All trapped or dead rodents will be disposed by the Contractor within a reasonable time frame.

(e) The Contractor will not dispose any excess pesticides, pesticide container or any material contaminated by pesticides or hazardous waste on Cemetery premises.

(f) Certified applicators are required in the performance of the work under the contract.

Each applicator designated by the Contractor will furnish a copy of his/her/they New

York State Certification/License to the COR prior to reporting for work. All Applicators must have visible on their uniform, their name and company's logo.

The frequency/schedule of the Contractor’s treatment/prevention services shall be:

(a) At a minimum monthly EXTERMINATING & PEST CONTROL Services will be (the scheduled day will be designated by COR):

(i) Work Hours: The service schedule will be developed between the Contractor and

COR prior to any service being performed Monday thru Friday between the hours of

8:00 a.m. to 4:00 p.m.

(ii) Federal Holidays: The eleven holidays observed by the Federal Government are: (1)

New Year’s Day, (2) Martin Luther King’s Birthday, (3) President’s Day, (4)

Memorial Day, (5) Juneteenth National Independence Day, (6) Independence Day,

(7) Labor Day, (8) Columbus Day, (9) Veteran’s Day, (10) Thanksgiving Day, and

(11) Christmas Day and any other day specifically declared by the President of the

United States to be a national holiday.

(iii) Emergency Service: On occasion the Contractor may be requested to perform corrective or emergency service(s) that are beyond the routine monthly requests. The

Contractor shall respond to these exceptional circumstances and begin the necessary work within one (1) working day after receipt of the request.

CONTRACT MANAGEMENT

Contracting Officer: Administration of this contract will be by the Contracting Officer (CO), Centralized Contracting Division (41D3A), National Cemetery Administration Department of

Veterans Affairs, Contracting Services, 18434 Joplin Road Triangle VA 22172.

COR: The VA Contracting Officer will delegate one or more representatives to serve as the

COR. The COR is responsible for providing contract oversight and technical guidance to

Contractor, placing orders for services, certification of invoices, and overseeing technical aspects of the contract. The COR is not authorized to add, modify, delete, or otherwise change any of the costs, specifications, provisions, requirements, terms or conditions of the contract and delivery orders issued under the contract. All administrative functions remain with the VA Contracting

Officer.

Site Manager: The Contractor shall provide an English speaking “Site Manager” for directing, overseeing, and coordinating the work involved. Communication by the Site Manager with the

COR (or designee) is strongly encouraged. The Contractor shall furnish a copy of the contract specifications to the Site Manager and each employee performing work under the contract to ensure they are completely familiar with the requirements. Any damage to cemetery property, structures or grounds caused by the Contractor and/or its personnel shall be repaired or replaced at the Contractor’s expense, as requested by the COR. Site manager will be responsible for turning in documentation as to the work completed on a daily basis.

CONTRACTOR PERSONNEL SECURITY REQUIREMENTS

All Contractor personnel in performance of services shall be required to furnish a national and local background security check at the expense of the Contractor, regardless of the final adjudication.

(a) Failure to comply with Contractor personnel security requirements may result in termination of the contract for default.

The Contractor must meet all safety requirements of CNC’s Safety Officer, Department of

Veterans Affairs, OSHA, and the State of New York. It is incumbent upon the Contractor to be familiar with these requirements and maintain regular and routine contact with the Safety Officer of CNC.

Contractor shall be consistent and fully compliant with all applicable Federal, State, County and

City laws, EPA guidelines and regulations.

Contractor shall secure and label all materials and equipment according to applicable Federal, State, County and City laws, ordinances, Right-to-Know laws, EPA guidelines and regulations.

For safety reasons, Contractor personnel are not allowed to be transported throughout the

Cemetery holding onto or riding in the back of any open pickup truck or other vehicle.

STANDARDS OF CONDUCT

The Contractor is responsible for the ethical conduct of its employees. These standards and regulations are enforceable under Title 38, U.S.C. Section 218. Contractor personnel shall adhere to the following standards of dress and conduct while performing work at CNC:

(a) Contractor shall maintain satisfactory conduct and work performance of its personnel including administering disciplinary action when determined necessary.

(b) Contractor shall remove his/her/they employee from the cemetery for cause to include but not limited to willful misconduct and/or unacceptable performance of the work required under the contract. Misconduct shall form the basis for immediate contract enforcement action, to include immediate removal from the cemetery.

(c) Contractor-furnished personnel, supplies, services, equipment, and materials, including personnel provided and necessary for contract performance shall be fully compliant with applicable OSHA, Federal, State, County, and local ordinance laws

& regulations. The Contractor is responsible for training its personnel regarding safety precautions and procedures prescribed by OSHA Standards.

(d) Contractor personnel appearance and conduct shall be professional and unobtrusive at all times. Questions from cemetery visitors shall be politely referred or directed to cemetery personnel.

(e) Contractor personnel shall be fully clothed at all times, to include an upper garment to cover the body from waist to neck. Tank tops as an outer garment are prohibited, as well as any garments which display a message or slogan affixed thereon.

(f) It is expected that personnel will conduct themselves in a respectful manner, not engaging in loud boisterous behavior or use profane or abusive or otherwise inappropriate language. Radios and/or video or otherwise electronic games / devices are not permitted while performing work on the grounds of the cemetery.

(g) Consume food and beverages only within areas designated by the COR(s). Use of intoxicating beverages and/or drugs is strictly prohibited. Contractor personnel shall not eat or drink beverages except water or non-alcoholic beverages while in the work area. The use of intoxicating beverages and/or drugs on cemetery premises is strictly prohibited and a violation of Federal Law, and will not be tolerated.

(h) Contractor personnel shall take all necessary precautions to prevent damage to cemetery property, structures, and grounds during performance of this contract. The

Contractor shall be liable for replacement costs for property damaged as a result of actions by Contractor personnel. There is no limitation on the Contractor’s liability. In no event shall the Government indemnify and hold harmless the Contractor from any or all damages and expenses of any kind for harm incurred by the Contractor, or from any and all damages, expenses, or claims, which may arise from third party claims.

(i) The Contractor is required to report all "on-the-job" injuries incurred by the Contractor, its agents or employees, resulting from performance of this contract. Contractor will notify the COR (either orally or via telephone) within twenty-four (24) hours of the injury and provide details and exact location of the incident. This will be followed up by a written notice to the COR. Any Contractor (including its agents and employees) that knowingly files a false claim may be criminally prosecuted.

USE OF CEMETERY FACILITIES

(a) The Government shall not be responsible for any loss, damage, or theft of Contractor items. Contractor shall be responsible for acceptable standards of housekeeping and custodial maintenance of cemetery facilities used by Contractor's employees.

(b) Parking is not a condition or term of this contract. However, Contractor employees may park company owned vehicles in the area designated for parking by the COR.

(c) The Contractor will be responsible for safely handling any chemicals, cleaning solutions, etc. in accordance with manufacturers recommendations. An MSDS is required for all chemicals and cleaning solutions used in performance of this contract. A copy of each

MSDS shall be furnished to the COR.

(d) As aforementioned, the Government will not provide and allow on-site storage of chemicals and pesticides to be used in the performance of this job.

(e) The Government will provide electric power, where available, and water needed to perform the tasks. The Contractor shall instruct employees in utilities conservation practices. The Contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off water faucets or valves after using the required amount to accomplish the task.

(f) The Contractor shall furnish all supplies, equipment, facilities, services, licenses, and certification in accordance with New York State Pesticide Regulations.

SAFETY & SECURITY

(a) NCA Safety Requirements: Contractor shall meet all requirements of VA Policy, OSHA

29 CFR 1910, Occupation Safety and Health Standards for General Industry and 29 CFR

1926, Safety and Health Regulations applicable Federal, state, and local regulations., including:

i. Submit copies of all applicable OSHA-required programs.

ii. Certify that every designated onsite employee has completed applicable training and certifications required by OSHA and other Federal, state, and local regulatory agencies.

iii. Provide a Safety and Health written program and training/certification.

iv. Provide a written Project Emergency Action Plan when applicable.

v. Shall maintain on site and readily accessible current hazard communication program, current chemical inventory and copy of Safety Data Sheets (SDS) or all chemicals on the inventory/on site and readily available when workers are onsite.

Contractor must provide the CO/COR/Facility with a list of hazardous materials that will be used on the job. Quantities of single container, 30 gallons or more of hazardous chemicals must be reported to the CO/COR/Facility prior to bringing the chemicals on site. Ten gallons or more in a single container must have secondary containment and spill response material available.

vi. Must notify the COR/CO/Facility prior to generating hazardous waste. The contractor is responsible for removing all hazardous waste generated from the project from the property. Chemicals must be stored in secondary containers to prevent storm water contamination. Hazardous waste requiring a manifest for disposal will have a completed manifest returned to the COR/CO/Facility and

NCA Environmental Protection Specialist within 30 days of the manifested waste leaving the site.

vii. Arrange Contractor orientation including sharing information regarding facility

Safety & Health programs, a facility overview, and a worksite walk-through.

viii. Complete NCA Contractor Safety Checklist.

ix. Provide required Personal Protective Equipment (PPE) and training for the work being performed. Minimum PPE consists of safety glasses and hardhats meeting

ANSI standards and safety toe work boots meeting ASTM standards. All VA construction projects require employees to wear hard hats, safety glasses and protective footwear from the start of the contract until completion. Contractor is responsible to ensure anyone on the site is in correct PPE. Additional PPE may be required based on job-specific hazards. N95 and other respiratory protection require medical approval and fit testing. Hearing protection, gloves, etc. must be worn when related hazards are present.

x. Bodily injury, property damage incidents, and near misses must be immediately reported to the COR/CO/Facility and Facility Collateral Duty Safety Officer. This does not relieve contractors of OSHA or insurance carrier reporting requirements.

The contractor shall conduct an accident investigation. The CO/COR/Facility and the Collateral Duty Safety Officer must be copied on the investigation report within 30 days of the incident.

xi. Conduct and document jobsite safety and environmental inspections on the jobsite.

A weekly inspection report must be completed by the contractor of the project.

Additionally, the CO/COR/Facility and Collateral Duty Safety Officer will perform safety, health, and environmental inspections. CO have the authority to stop work if imminent safety and health hazards are identified or safe work practices are not being utilized. Immediate corrective actions are required for hazards identified as presenting medium or high risk as determined by the

Collateral Duty Safety Officer. Contractor must reply to CO/COR with corrective actions.

(b) The Contractor shall perform routine EXTERMINATING & PEST CONTROL services that do not adversely affect occupant health or productivity during normal working hours of operation in buildings/structures.

(c) The Contractor shall conform to all federal, state, and local regulations governing examining and licensing of EXTERMINATING & PEST CONTROL operators, performance of EXTERMINATING & PEST CONTROL, use of approved

EXTERMINATING & PEST CONTROL chemicals and equipment, and proper disposal methods for all products/containers, which may be in effect for the area where the work under the contract will be performed.

(d) All pesticides, rodenticides, and/or traps shall be placed only at times and in the areas approved by the COR or his/her/they designee. Pesticides, rodenticides, and/or traps shall be replaced as necessary and per manufacturer recommendations. No EXTERMINATING

& PEST CONTROL chemical or trap shall be allowed to contact food or cooking utensils.

(e) The Contractor shall, at all times, exercise care and caution in performing the duties describes in the statement of work so as not cause injury to themselves or other persons.

(f) The Contractor shall indemnify to protect itself, and render the United States Government, its employees, agents, and representatives, harmless from any liability resulting from personal injury arising out of performance of the work contained herein.

(g) The Contractor shall, at its own expense, provide and maintain during the entire performance of this contract, at least the kinds and minimum amounts of insurance required in the Schedule or elsewhere in the contract.

FEDERAL HOLIDAYS

All work required under this contract will be performed as provided in the Schedule and

Statement of Work. The following is a list of all Federal holidays:

January New Year’s Day September Labor Day

January Martin Luther King’s

Birthday October Columbus Day

February President’s Day November Veterans Day

May Memorial Day November Thanksgiving Day

June Juneteenth December Christmas Day

July 4th of July

(End of Work Statement)

APPENDIX A – Detailed Monthly Service & Maintenance

1 ADMINISTRION BUILDING

(Including visitor lobby, restrooms/locker rooms, offices, cubicles, closets, file/storage area, boiler room, common areas, cafeteria, & surrounding exterior)

2 MAINTENANCE BUILDING

(Including cafeteria, offices, restrooms/locker rooms, storage area, common areas, shop garages, storage sheds, pump houses & surrounding exterior)

3 COMMITTAL BUILDING

(Including shelters A-G, honor detail area, dispatch booth, & surrounding exterior)

4 PUBLIC RESTROOMS

(Two structures of four total restrooms, along with surrounding exterior)