Federal contract opportunity VA25514R0641 for exterminating and pest control services at VA Heartland Network Department of Veterans Affairs Heartland Network, response was due Feb 28, 2014.

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The VA Heartland Network 15, Contracting Office located at 3450 S 4th Street Trafficway, Leavenworth,

KS, 66048-5055 is seeking firms that are SDVOSB, VOSB and/or Small Businesses to provide pest control

services for the Marion, IL VA Medical Center located at 2401 West Main Street; Marion, IL 62959. The

NAICS code is 561710 (Exterminating and Pest control Services) with a size standard of $10 Million.

Services include, but are not limited to, all management, licenses, laboratory testing, tools, supplies,

equipment, transportation and labor to support the Integrated Pest Management (IPM) plan of the

Marion VA Medical Center, Marion, IL. Services are required in accordance with the attached statement

of work (SOW). Please note this is not a request for proposal, but is only seeking information to

determine availability for a set-aside. Send all responses to Cynthia Turner via email to

Cynthia.turner99@va.gov by February 28, 2014, 2:00 pm CST. PHONE CALLS WILL NOT BE ACCEPTED. It

is expected that a solicitation will be issued via GSA ebuy or fbo.gov in approximately one or two weeks.

Statement of Work

Contractor shall provide all management, licenses, laboratory testing, tools, supplies, equipment,

transportation and labor to support the Integrated Pest Management (IPM) plan of the Marion VA

Medical Center, Marion, IL. The IPM plan shall address continuous monitoring, pest response and

removal procedures, record keeping, warranties, pest education and communication to installation

personnel to prevent pests and disease vectors. The IPM approach shall use targeted (effective,

environmentally sound) methods, including check point, stealth fly, ground force ant, habitat/facility

modification, biological/genetic/cultural control, mechanical/physica1 control, and, where necessary, the

judicious use of least hazardous pesticides. The IPM plan shall comply will all applicable Environmental

Protection Agency (EPA), Occupational Safety and Health Administration (OSHA), state/local regulatory

guidance on pesticide storage, disposal and applications, DoD 4150.7, DoD Pest Management Program,

22 April 1996, and AFPD 32-1053, Pest Management Program, 1 April 1999.


A. DESCRIPTION OF PROGRAM: This specification is part of a comprehensive Integrated Pest

Management (IPM) Program for the Marion VA Medical Center in Marion, IL. The IPM is a

process for achieving long term, environmentally sound pest suppression through the use of a

wide variety of technological and management practices. Control strategies in an IPM Program

extend beyond the application of pesticides to include structural and procedural modifications that

reduce the food, water, harborage, and access used by pests.

B. CONTRACTOR SERVICE REQUIREMENTS: The contractor shall furnish all supervision,

labor materials, and equipment necessary to accomplish the surveillance, trapping, pesticide

applications, and pest removal components of the IPM Program. The Contractor shall provide

detailed, site-specific recommendations for structural and procedural modifications to aid in pest


PESTS INCLUDED: The contractor shall meet the performance expectations of the client in

Suppressing/eliminating the following pests:

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

ants, carpenter bees, etc.) including drains

2) Flying insect pests (i.e., houseflies, stable flies, blowflies, etc.)

3) Parasitic pests (i.e., lice, bedbugs, fleas, mites, ticks, mosquitoes, etc.)

4) Invader pests (i.e., bees, wasps, scorpions, pill bugs, crickets, saw tooth grain beetles,

red/confused flour beetles, grain moths, etc.)

5) Mice and rats (i.e. house mice, field mice, roof rats, Norway rats etc.)

6) Pest birds (i.e., pigeons, sparrows, blackbirds, etc.)

7) Other vertebrate pests (i-e., dogs, cats, bats, squirrels, gophers, groundhogs, moles, skunks,

snakes, rabbits, etc.)

8) Lawn and turf pests (i.e., sod webworm, cinch bugs, crickets, Japanese beetle larvae,

armyworms, cutworms, wireworms, ants, wasps, crabgrass, chickweed, broadleaf weeds,

molds, blights, rusts, anthracnose, mildews, fungi, etc.)

9) Shade tree and ornamental pests (i.e., aphids, scales, meal bugs, mites, weevils, leaf miners,

caterpillars, borers, sawflies, chaffers, bacterial diseases, fungi, etc.)

10) Wood destroying organisms (i.e., subterranean termites, dry wood termites, fungi wood

boring beetles, etc.)

11) Aquatic pests (i.e., mosquito larvae/pupae, algae, etc.)

INITIAL BUILDING INSPECTIONS: The contractor shall complete a thorough, initial inspection of

each building or site at the start of this contract. 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 practices that are contributing to pest infestations. Access to building

space shall be coordinated with the Contracting Officer's Technical Representative (COR).


A. The contractor shall submit to the COR a Pest Control Plan prior to the starting date of the

contract. Upon receipt of the Pest Control Plan, the COR will render a recommendation within (2)

working days to the contractor concerning the acceptability of the Plan. If aspects of the Pest

Control Plan are incomplete or disapproved, the contractor shall have two (2) working days to

submit revisions. The contractor shall be on-site to perform the initial service visit for each

building within the first five (5) days of the contract-

B. The Pest Control Plan shall consist of five parts as follows:

(1) Proposed Materials and Equipment for Service. The contractor shall provide current labels

and Material Safety Data Sheets (MSDS) 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.

(2) 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.

(3) Service Schedule for each Building or Site. The contractor shall provide complete service

schedules that include weekly or monthly frequency of Contractor visits, specific day(s) of

the week of Contractor visits, and approximate duration of each visit.

(4) 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.

(5) Commercial Pesticide Application Certificates or Licenses

(a) The contractor shall provide photocopies of State-issued Commercial Pesticide

Applicator Certificates of License for every contractor employee who will be applying

on-site pesticides under this contract.

(b) The contractor shall be responsible for carrying out work according to the approved

Pest Control Plan. The contractor shall receive the concurrence of the COR prior to

implementing any subsequent changes to the approved Pest Control Plan, including

additional or replacement pesticides and on-site service personnel.

(c) In the event climate or weather conditions become unsuitable for work or may

include an environmental hazard, the entire work shall be rescheduled to a date and time

satisfactory to the COR. Postponement due to climate/weather conditions shall not

reflect any penalties assessed to the contractor or the Government, nor shall there be any

additional cost to the Government.



RECORD KEEPING: The contractor shall be responsible for maintaining a pest control logbook or file

for each building or site specified in this contract. These records shall be kept on-site and maintained on

each visit by the contractor. Each logbook or file shall contain at least the following items:

A. Pest Control Plan. A copy of the contractor's approved Pest Control Plan, including labels and

MSDS for all pesticides used in the building, brand names or all pest control devices and

equipment used in the building, and the contractor's service schedule for building.

B. Records. Pest Control Work and Inspection Report, or an equivalent These f o m will be used

to advise the contractor of routine service requests and to document the performance of all work,

including emergency work. Upon completion of a service visit to the building or site, the

contractor's employee performing the service shall obtain a signature from serviced area on the

record, sign and date the record, annotation action taken, and return in the logbook or file on the

same or succeeding day of the services rendered.

C. Contractor's Service Report Forms. Customer copies of the Contractor's Service Report Form,

documenting all information on pesticide application required by statue in the jurisdiction where

service is actually performed. These forms shall not be mandatory if all required information on

pesticide application is included on the Pest Control Work and Inspection Report.

D. Contractor personnel shall sign in the beginning of their scheduled work shift and sign out at

the end of their shift. This will be done at the office of the Chief of EMS at the Marion VAMC.

Upon signing in, contractor personnel shall provide a tentative itinerary for the services to be

provided during their scheduled work shift.


A. Time Frame of Service Visits. The contractor shall perform routine pest control services that do not

adversely affect patient and employee health or productivity during the regular hours of operation in

buildings. Regular hours of operation are defined as 8:00 a.m. to 4:30 p.m., Monday through Friday.

When it is necessary to perform work outside of the regularly scheduled hours set forth in the Pest

Control Plan, the contractor shall notify the COR at least one (1) day in advance.

B. Safety and Health.

(1) The contractor shall observe all safety precautions throughout the performance of this

contract. All work shall comply with the application requirements of Title 29 Code of Federal

Regulations (CFR) 1910, 29 CFR 1926, and 40 CFR 75 1. All work shall comply with applicable

stale and municipal safety and health requirements. Where there is a conflict between applicable

regulations, the most stringent will apply

(2) The contractor shall assume full responsibility and liability for compliance with all applicable

regulations pertaining to the health and safety of personnel during execution of work.

C. Critical Areas. The contractor shall submit a list of pesticide for intended use in critical areas for

approval by the COR, prior to application Critical areas are identified as: Pharmacy, Intensive Care

Unit, Research and Development Service, Operating Rooms, Respiratory Care Units and Processing and

Decontamination The planned use of pesticide in these areas requires recognition of the attendant hazards

to occupants, supplies, equipment and surfaces. No substitutions shall be made at any time without prior

written approval from the COR.

D. Special Provisions. The following provisions shall be adhered to by the contractor personnel in

performing pesticide application of the areas specified below:

(1) Food Handling Areas: Treatment of these areas is limited to time when food is NOT being

processed, prepared or served, generally after 7:00 p.m.

(2) Elevators: Contractor personnel, having pesticide/pesticide application equipment in their

possession, shall not enter medical center elevators that are occupied by food service equipment.

(3) Patient Occupied Areas: Contractor personnel shall utilize pesticide with low volatility and as

odor free as possible in order to avoid odor levels affecting patients.

(4) Space Treatment: When required in these areas, the Ultra Low Volume (ULV) method of

pesticide application should be utilized with approved equipment capable of delivering a particle

size range of .5 to15 microns.

(5) Administrative Clinics and Laboratory Areas: These areas shall be treated after 6:00 p.m.

(6) Compactors and Dumpsters: These items shall be treated weekly and shall include rat baits.

E. Special Entrance. Certain areas within some buildings may require special instructions for persons

entering them. Any restrictions associated with these special areas will be explained by the COR. The

contractor shall adhere to these restrictions and incorporate them into the Pest Control Plan.

F. Uniforms and Protection Clothing. All contractor personnel working in or mund buildings designated

under this contract shall wear distinctive uniform clothing. The contractor shall determine the need for

and provide any personal protective items required for the safe p e r f m c e of work. Protective clothing,

equipment arad devices shall, as a minimum, conform to United States (U.S.) Occupational Safety and

Health Administration (OSHA) standards for the products being used.

G. Vehicles. Vehicles used by the contractor shall be identified in accordance with state and local


CALL BACK REQUIREMENT: On occasion, the COR may request that the contractor perform

corrective, special or emergency service(s) that are beyond routine service requests. The contractor shall

respond to these exceptional circumstances and complete the n e c e q work within the time designated

below. In the event that such services cannot be completed as indicated, the Contractor shall immediately

not@ the COR and indicate an anticipated completion date.

A. Routine: The contractor shall within twenty-four (24) hours after receipt of notification by the

COR, and no additional cost to the Government, re-treat previously treated areas when

inadequate control was obtained.

B. Emergency: The contractor shall, within three (3) hours after receipt of notification by the

COR, and at no additional cost to the Government, perform IPM services to correct the

emergency condition

CONTRACTOR PERSONNEL: Throughout the term of this contract, all contractor personnel

providing on- site pesticide application must maintain certification as Commercial Pesticide Applicators

in the category of Industrial, Institutional, Structural, and Health Related Pest Control. Uncertified

individuals working under the supervision of a Certified Applicator will not be permitted to apply

pesticides under the contract.

USE OF PESTICIDES: The contractor shall be responsible for application of pesticides according to the

label. All pesticides used by the contractor must be registered with the U.S. Environmental Protection

Agency (EPA). Transport, handling and use of all pesticides shall be in strict accordance with the

manufacturer's label instructions and all applicable Federal, state and local laws and regulations. The

contractor shall adhere to the following rules for pesticide use:

A. Approved Products: The contractor shall not apply any pesticide product that has not been

included in the Pest Control Plan or approved by the COR. Prior to initial application of

pesticides, the contractor shall furnish the COT& the trade names (if any) and chemical names of

the chemical and/or products to be used. Each container of chemical and/or products must have a

label identifying the contents, the use strength of the chemical as applied and the antidote thereto.

Contractor shall furnish the same information each time a change is made in chemical and/or

products used in the performance of this contract. This information is required by the

Government for emergency treatment in the event of ingestion or contact by humans.

B. Pesticide Storage: The contractor shall not store my pesticide product on premises listed


C. Pesticide Formulation: Contractors shall not formulate pesticides from concentrates on

Department of Veterans Affairs (VA) property without written approval by the COR.

D. Application of Need: Pesticide application shall be accor1ding to need and not by schedule.

As a general rule, application of pesticides in any inside or outside area shall not occur unless

visual inspections or monitoring devices indicate the presence of pests in that specific area.

Preventive pesticide treatments of areas where surveillance indicates a potential insect or rodent

infestation are acceptable on a case-by-case basis. Written approval must be granted by the COR

prior to any preventive pesticide application.

E. Minimization of Risk: When pesticide use is necessary the contractor shall employ the least

hazardous material, most precise application technique and minimum quantity of pesticide

necessary to achieve.

F. 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 center premises except as authorized by the COR.


A. Non-Wide Methods of Control. The contractor shall use non-pesticide methods of control wherever

possible. For example:

(1) Portable vacuums rather than pesticide sprays shall be used for initial cleanouts of cockroach

infestations, for swarming (winged) ants and terminates, and for control of spiders in webs

wherever appropriate.

(2) Trapping devices rather than pesticide sprays shall be used for indoor fly control whenever

appropriate and shall be installed at all entry ways to patient care, food areas and other buildings

are requested. Trapping devices are deemed to be electronic bug lights and/or sticky pest strips.

Customer to determine which method best supports their needs.

(3) Hot water delivery devices for weeds.

B. Application of Insecticides to Cracks and Crevices. As a general rule, the contractor shall apply all

insecticides as "crack and crevice" treatments only, defined in the contract as kaments in which the

formulated insecticide is not visible to a bystander during or after the application process.

C. Application of Insecticides for Exposed Surfaces or as Space Sprays. Application of insecticides to

exposed surfaces or as space sprays (including fogs, mists, and ultra-low volume applications) shall be

restricted to unique situations where no alternative measures are practical. The contractor shall obtain

the approval of the COR prior to any application of insecticide to an exposed surface or any space

treatment. No surface application or space spray shall be made while tenant personnel are present. The

contractor shall take all necessary precautions to ensure patient and employee safety, and all necessary

steps to ensurethe containment of the pesticide to the site of application.

D. Insecticide Bait Formulations. Bait formulations shall be used for cockroach and ant controls

wherever appropriate.

E. Month Sticky traps shall be used to guide and exhate indm insect control efforts wherever



A. Indoor Trapping. As a general rule, rodent control inside occupied buildings shall be accomplished

with tapping devices only. All such devices shall be affected by routine cleaning and maintenance.

Trapping devices shall be checked on a schedule approved by the COR The contractor shall be

responsible for disposing of all trapped rodents and all rodent carcasses off-site, in an appropriate manner.

B. Use of Rodenticides. In exceptional circumstances, when Rodenticides are deemed essential for

adequate rodent control inside occupied buildings, the contractor shall obtain the approval of the COR

prior to making any interior Rodenticides treatment. All Rodenticides, regardless of packaging, shall be

placed either in locations not accessible to children, pets, wildlife, and domestic animals, or in EPA

approved tamper-resistant bait boxes. As a general rule, Rodenticides application outside buildings shall

emphasize the direct treatment of rodent burrows whenever feasible.

C. Use of Bait Boxes. Frequency of bait box servicing shall depend upon the level of rodent infestation.

All bait boxes shall be maintained in accordance with EPA regulations, with an emphasis on the safety of

non-targeted organisms. The Contractor shall adhere to the following five points:

(1) All bait boxes shall be placed out of the general view, in locations where they will not be

disturbed by routine operations.

(2) The lids of all bait boxes shall be secretly locked or fastened shut.

(3) All bait boxes shall be securely attached or anchored to the floor, ground, wall, or other

immovable surface, so that the box cannot be picked up or moved.

(4) Bait shall always be placed in the baffle-protected feeding chamber of the box and never in

the runway of the box.

(5) An bait boxes shall be labeled on the inside with the ~ m ' s business name and address, and

dated by the contractor's technician at the time of installation and each servicing.


contract, the contractor shall be responsible for advising the COR about any structural, sanitary, or

procedural modifications that would reduce pest food, water, harborage or access. The contractor shall be

responsible for adequately suppressing all pests included in this contract regardless of whether or not the

suggested modifications are implemented. The contractor will not be held responsible for carrying out

structural modifications as part of the pest control effort. However, minor applications of caulk and other

sealing materials by the contractor to eliminate pest harborage or access may be approved by the COR on

a case-by- case basis. The contractor shall obtain the approval of the COR prior to any application of

sealing material or other structural modification

PROGRAM EVALUATION: The COR will continually evaluate the process of this contract in terms of

effectiveness and safety, and will require such changes as are necessary. The contractor shall take prompt

action to correct all identified deficiencies.

QUALITY CONTROL PROGRAM: The contractor shall establish a complete quality control program

to assure the requirements of the contract are provided as specified. Within five (5) working days prior to

the starting date of the contract, the Contractor shall submit a copy of his program to the CO. The

program shall include at least the following items:

A. Inspection System. The contractor's quality control inspection system shall cover all the

services stated in this contract. The purpose of the system is to detect and correct deficiencies in

the quality of services before the level of performance becomes unacceptable and/or the COR

identifies the deficiencies.

B. Checklist. A quality control checklist shall be used in evaluating contract performance during

regularly scheduled and unscheduled inspections. The checklist shall include every building or

site serviced by the Contractor, as well as every task required to be performed.

C. File. A quality control file shall contain a record of all inspections conducted by the Contractor

and any corrective actions taken. The file shall be maintained throughout the term of the contract

and made available to the COR upon request.

D. Inspector(s). The contractor shall state the name@) of the individual(s) responsible for

performing the quality control inspections.


A. Normal Business H m : Normal business hours are 8:00 a.m. to 4:30 p.m. Monday through

Friday, excluding Federal Holidays. Pest Control personnel will need to report BEFORE 4:30

p.m. and in accordance with the IPM schedule.

B. Federal Holidays: The ten (10) Federal Holidays observed by the Government are: New Year's

Day, Martin Luther King's Birthday, Presidents Day, Memorial Day, Independence Day, Labor

Day, Columbus Day, Veterans Day, Thanksgiving, Christmas and any other day specifically

declared by the President as a Federal Holiday.

QUALIFICATIONS: Contractors must be regularly established in the business called for and in the

judgment of the Contracting Officer be financially responsible; and able to show evidence of their

reliability, ability, experience, equipment, facilities, and personnel directly employed or supervised by

them to render prompt and satisfactory service. The contractor shall be licensed by the state and local

health authority in those locations where such licenses are required.


reserves the right to designate representatives to act for him in finishing technical guidance and advice or

generally supervise the work to be performed under this contract. Such designation will be in writing and

will define the scope and limitations of the designee's authority. A copy of the designation shall be

furnished the contractor.

WORKMEN'S COMPENSATION: The contractor agrees to procure and maintain for the contract

period Workmen's Compensations and Employee's Public liability Insurance in accordance with the laws

of the State of Illinois. This policy shall provide coverage for Public Liability limits of not less that

$100,000, the statutory limitation for any one accident, and at least $300,000, meeting the statutory

limitation if more person is involved. The contractor shall furnish the Contracting Officer a certificate of

insurance indicating the coverage outlined and containing an endorsement to the effect that cancellations

of or any material change in the policies which adversely affect the interests of the Government in such

insurance shall not be effective unless a thirty (30) day advance written notice of cancellation of change is

furnished the Contracting Officer.

INVOICE: Contractor shall submit invoices monthly in arrears for services performed under the contract

during the month. Only one payment per month will be made for payment of services.

SERVICE CONTRACT ACT: Service employees who will be employed in the performance of the

contract shall be paid no less than the wages indicated in the applicable Wage Determination