Inactive Total Small Business Set-Aside (FAR 19.5)

RFQ 36C24224Q0009 Amendment 0001 Questions received from potential quoters, as well as answers provided. Question 1: Will there be a scheduled site visit? Answer: There will be no site visits as state... RFQ 36C24224Q0009 Amendment 0001 Questions received from potential quoters, as well as answers provided. Question 1: Will there be a scheduled site visit? Answer: There will be no site visits as stated on page 1 section 20 of the solicitation. Question 2: How many afterhours service requests at each site have there been in the past 12 months? Answer: Zero. Typically, all calls are funneled through our administrative support staff that works during normal business hours. Question 3: What is the number of bed bug service requests at each site over the past 12 months? Answer: Average about 4 to 10 per month. Question 4: Has any of the scope of service changed from this Solicitation compared to that of the last awarded contract? If so, what changed or was added? Answer: No change. Question 5: The solicitation name is "Pest and Weed Control Services" Can the government confirm that weed abatement is included in this fixed cost solicitation? If weed abatement service is included, can the government provide the square footage of the landscape that weed abatement is to be serviced as well as a defined SOW for weed abatement services? Answer: Yes, weed abatement needs to be included in the fixed cost. We have a 268-acre campus and about half of it is wooded. Therefore, there is about 135 non-wooded acres to cover, including any weeds that emerge in the sidewalks, against the buildings etc. (see PWS sections B and K for additional information) Question 6: What is the square footage for pest control? Answer: 1,315,605 square feet (information updated in PWS below) Question 6: Has the government issued any CURE notice or corrective action request to the pest control contractor over the past 24 months?  Answer: No Question 7: What will be the anticipated award date for this contract? Answer: Anticipated award on or around 10/1/2023. Question 8: What will be the anticipated start date for this contract? Answer: Anticipated start date is 10/2/2023 since October 1st is on a Sunday. (see section S: hours of coverage) Question 9: What was the previous awarded Solicitation Number, Date awarded and awarded value? What is the name of the current contractor for this contract? What is the current monthly or total annual awarded amount for this contract? Answer: Please submit a Freedom of Information Act (FOIA) request to Dorothy Baker at Dorothy.Baker3@va.gov. Question 10: Have funds been appropriated for this opportunity? Answer: Funds will be appropriated at contract award. Question 11: Is this an existing contract? Answer: This requirement is for a new contract. Updated Performance Work Statement to include square footage. PERFORMANCE WORK STATEMENT Pest and Weed Control Services BACKGROUND: The Northport VA Medical Center (VAMC) located at 79 Middleville Road, Northport, NY 11768 has a requirement for Pest and Weed Control Services (1,315,605 square feet for pest control and about 135 acres for weed control, including any weeds that emerge in the sidewalks, against the buildings etc.). The period of performance shall be from 10/1/2023 9/30/2024, with the provision of four (4) option years. INTERIOR & EXTERIOR PEST CONTROL SERVICES AND HERBICIDE CONTROL: The contractor shall furnish all supervision, labor, materials, and equipment necessary to accomplish the surveillance, trapping, pesticide application, and pest removal components of the Integrated Pest Management (IPM) program. All work is to be performed by qualified/certified applicators in accordance with all requirements and regulations, Federal, State and local, governing the service requested and in accordance with the contractor s Procedures Manual and Quality Control Manual. The contractor shall provide detailed, site-specific recommendations for structural and procedural modifications to aid in pest prevention. Contractor shall apply all herbicide labor, materials and equipment to remove and control weeds at Northport VAMC. PESTS INCLUDED: The contractor shall the following pests: Indoor populations of rats, mice cockroaches, ants, flies, spiders, and any other arthropod pests not specifically excluded from the contract. Populations of the above pests that are located outside of the specified buildings, but within the property boundaries of the Northport VAMC. Winged termite swarmers emerging indoors. Other pest populations not listed that are incidental / occasional invaders inside buildings. May periodically need to be controlled: Raccoons, skunks, woodchucks, pigeons, dogs, cats, birds, bats, snakes and all other vertebrates other than commensal rodents. Termites and other wood-destroying organisms. Mosquitoes. Bees / wasps / hornets / yellow jackets Bedbugs are included in the contractor s IPM for this requirement. See contractor requirement for bedbugs below. Bed Bugs The Contractor shall employ the latest technology to eradicate bed bug infestation applicable to medical care facilities. Treatment will occur on a needed basis. Upon notice of a treatment, Contractor shall be able to provide treatment within four (4) hours of notification. Reasonable exceptions will be made for cases such as adverse weather or restriction of accessed by the Medical Center that are beyond a Contractor s direct control. Termites are included in the contractor s IPM for this requirement. See contractor requirements for termites below. Contractor shall perform yearly inspection for termite infestation, treatment and must have appropriate certifications and licenses to perform such work. Preferred month for inspection: APRIL Inspection Services Upon initial service requirement the contractor shall make an assessment to determine if a particular location needs a weekly inspection services to address or mitigate issues relating to termites. REMOVAL OF DEAD ANIMALS, DROPPINGS: All trapped and/or dead or dying animals (i.e., geese, rodents, raccoons, opossums, skunks, squirrels, bats, birds, pigeons, etc.) shall be recovered and disposed of by the Contractor daily or whenever reported, as established by the Contracting Officer Representative. Contractor is responsible for cleaning guano, droppings, etc. in a timeframe approved by the Contracting Officer Representative. INITIAL BUILDING INSPECTIONS: The contractor shall complete a thorough, initial inspection of each building or site within 90 days after award. The purpose of the initial inspections(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 may contribute to pest infestations. Access to building space shall be coordinated with the COR. PEST CONTROL PLAN The contractor shall submit to the COR a pest control plan within 120 days after contract award. Upon receipt of the pest control plan, the COR will render a recommendation within 2 working days to the CO 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 award. The pest control plan shall consist of five parts as follows: 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 of equipment that may be used to provide service. 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. Service schedule for each building or site. The contractor shall provide complete service schedules that include weekly or monthly contractor visits, specific day(s) of the week of contractor visits, and approximate duration of each visit (which are equal to or more frequent than the requirements provided by each facility i.e. Northport requires 5 day / 8 hour / day coverage and one day is evening coverage). Structural or operational changes. 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. Contractor is responsible to abate simple structural repairs such as by use of caulking, screening, etc., however must get VA approval to do so prior to abating the item. Commercial Pesticide Applicator Certificates or Licenses. The Contractor shall provide photocopies of State-issued Commercial Pesticide Applicator Certificates or Licenses for every Contractor employee who will be applying on-site pesticides under this contract. 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. The Plan is a living document and needs to be periodically reviewed and updated by the contractor with final approval being made by the COR. 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: Pest Control Plan. A copy of the Contractor s approved Pest Control Plan, including labels and MSDS for all pesticides used in the building, and names of all pest control devices and equipment used in the building, and the Contractor s service schedules for the building. Records. Pest Control Work (Complaint Log) and Inspection Report, or an equivalent. These forms 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 sign and date the record and return it to the logbook or file on the same or succeeding day of the services rendered. Monthly summary report shall be reported to the COR at each facility. Contractor is required to generate, submit, and maintain any and all required State / Local Pesticide Application, Use and Disposal Reports for pesticides applied on VA Properties and provide a copy to the COR. Contractor s Service Report Forms. Customer copies of the Contractor s Service Report Form, documenting all information on pesticide application required by statute in the jurisdiction where service is performed. These forms shall not be mandatory if all required information on pesticide application is included on the Pest Control Work and Inspection Report. Treatment Report. Contractor shall furnish a daily treatment report after each inspection. The daily treatment report should include the areas treated / inspected, identify any pests treated, what was used for the treatment (pesticide product / traps) and any structural deficiencies needing repair. There should also be a complaint log maintained with the daily treatment report for the VA to provide any complaints that need to be addressed and the contractor s abatement of those complaints. Monthly service record reports should include any adverse findings, structural deficiencies, and recommendations for corrective action to be reported to the facility COR. In addition, quarterly reports of all pesticides applied will be provided to the facility COR. All reports should be received by the VA facility COR no later than 15 days after the following month. MANNER AND TIME TO CONDUCT SERVICE: Time Frame of Service Visits. The Contractor shall perform routine pest control services that do not adversely affect patients and employee health or productivity during the regular hours of operation in buildings as specified in Section 24. 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. Safety and Health (1) The Contractor shall observe all safety precautions throughout the performance of this contract. All work shall comply with the applicable requirements of Title 29 Code of Federal Regulations (CFR) 1910, 29 CFR 1926, and 40 CFR 751. All work shall comply with applicable state 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 the execution of work. Special Entrance. Certain areas within some buildings may require special instructions for persons entering them. Any restriction 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. Uniforms and Protective Clothing. All contractor personnel working in or around 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 performance of work. Protective clothing, equipment, and devices shall, as a minimum, conform to United States (U.S.) Occupational Safety and Health Administration (OSHA) standards for the products being used. Vehicles. Vehicles used by the contractor shall be identified in accordance with state and local regulations. ID Badges. All contract employees must wear VA provided ID s and must follow all VA procedures and policies including adherence with the now standing policy. All control employees must attend on initial orientation provided by VA staff for fire, safety, and infection control. REQUEST FOR EMERGENCY SERVICE: On occasion, the CO or 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 necessary work within one (1) working day; the contractor shall immediately notify the CO or COR and indicate an anticipated completion date. In cases of emergency service required, Contractor response time should be within 2 hours of contact from facility. 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 this contract. Contractor personnel will be required to periodically attend VA training that addresses site specific mandatory staff training on topics such as Fire Safety, Infection Control, Privacy, etc. This training will be coordinated with the COR and contract staff. USE OF HERBICIDES: The Contractor shall be responsible for application of herbicides according to the label 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 herbicide use: The hot water delivery devices for weeds shall be used where applicable. Weed control using hot water (AKA Steam Treatment) method is required if applicable to reduce herbicides usage at VAMC Northport. This method is required for weed control along walkways, sidewalks, roadways, parking lots, driveways, curbs, loading docks and buildings. It is understood that this method is not applicable for general turf weeds as it will kill surrounding grass. Also, it is not effective against poison ivy/oak as it may cause oils from these plants to go airborne. 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: Approved Products. The Contractor shall not apply any pesticide products that have not been included in the Pest Control Plan or approved in writing by the COR. Pesticide Storage & Disposal. The Contractor shall not store or dispose of any pesticide product or container on the premises listed herein. Pesticide Formulation. Contractors shall not formulate pesticides from concentrates on Department of Veterans Affairs (VA) property without written approval by the COR. Application by Need. Pesticide application shall be according 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 pesticides application. 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 control. INSECT CONTROL: Non-pesticide 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 clean-outs of cockroach infestations, for swarming (winged) ants and termites and for control of spiders in webs wherever possible. (2) Trapping devices rather that pesticides sprays shall be used for indoor fly control wherever appropriate. Application of Insecticides to Cracks and Crevices. Generally, the Contractor shall apply all insecticides as crack and crevice treatment only, defined in the contract as treatments in which the formulated insecticide is not visible to a bystander during or after the application process. Application to 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 of any space spray treatment. No surface application or space spray shall be made while VA staff, patients &/or visitors are present. The Contractor shall take all necessary precautions to ensure patient and employee safety, and all necessary steps to ensure the containment of the pesticide to the site of application. Insecticide Bait Formulations. Bait formulations shall be used for cockroach and ant control wherever appropriate. Monitoring. Sticky traps shall be used to guide and evaluate indoor insect control efforts wherever necessary. RODENT CONTROL: Indoor Trapping. Generally, rodent control inside occupied buildings shall be accomplished with trapping 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 a manner appropriate to legal requirements for disposal. 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 rodenticide 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. Generally, rodenticide application outside buildings shall emphasize the direct treatment of rodent burrows wherever feasible. 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-target 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 securely 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) All bait boxes shall be labeled on the inside with the Contractor s business name and address and dated by the contractor s technician at the time of installation and each servicing. TRAPPING OF OTHER VERTEBRATE PESTS: Trappings must be accomplished in accordance with all Federal, State, and local laws. Disposal of trapped animals must be accomplished in the most feasible way possible. (Reference: http://www.dec.ny.gov/chemical/298.html and VHA Publications (va.gov) (Directives number 1850.02 Pest Management Operations Program). STRUCTURAL MODIFICATIONS AND RECOMMENDATIONS: Throughout the term of this 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 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 progress 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 this program to the CO. The program shall include at least the following items: 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. 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. 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. Inspector(s). The Contractor shall state the names responsible for performing the quality control inspections. HOURS OF COVERAGE: All work associated within this Statement of Work shall be completed between 8:00am and 4:00pm Monday through Friday, exclusive of Federal Holidays, or other mutually agreed upon time on the designated date of service by the Contracting Officer Representative (COR) and the Contractor. There may also be times otherwise noted during an emergency. Federal Holidays observed by the VAMC are: New Year s Day Martin Luther King Day President s Day Memorial Day Juneteenth Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day *To include any other day the President declares a Federal Holiday

Inactive Total Small Business Set-Aside (FAR 19.5)

Pre-Solicitation Notice The Department of Veterans Affairs, Veterans Health Administration, Network Contracting Office 02 (NCO 2), intends to solicit quotes from contractors to provide Pest and Weed C... Pre-Solicitation Notice The Department of Veterans Affairs, Veterans Health Administration, Network Contracting Office 02 (NCO 2), intends to solicit quotes from contractors to provide Pest and Weed Control Services under a single-award Firm-Fixed Priced contract for the Northport VA Medical Center (VAMC) located at 79 Middleville Road, Northport, NY 11768. The VA anticipates issuing an RFQ for this requirement on or about September 5, 2023 to be posted to www.SAM.gov. This procurement will be solicited in accordance with FAR Part 12 Commercial Items and FAR Part 13.5 Simplified Acquisition Procedures. Interested contractors will be responsible for downloading copies of the solicitation (and any subsequent amendments) from that website, and no hard copies will be made available. The solicitation will provide instructions to contractors about the quote submission process. Perspective offerors must be registered in System for Award Management (SAM) at the time of submission of quotes. Contractors may obtain SAM information at https://www.sam.gov. NAICS Code is 561710 Exterminating and Pest Control Services with a Small Business Size Standard of $17.5 Million. Classification Code: S207. Anticipated Solicitation Number: 36C24224Q0009. The solicitation will be issued as a Small Business set-aside. Period of Performance: Anticipated October 1, 2023 September 30, 2024, with a provision of four (4) option years. Description: The contractor shall furnish all supervision, labor, materials, and equipment necessary to accomplish the surveillance, trapping, pesticide application, and pest removal components of the Integrated Pest Management (IPM) program. All work is to be performed by qualified/certified applicators in accordance with all requirements and regulations, Federal, State and local, governing the service requested and in accordance with the contractor s Procedures Manual and Quality Control Manual. The contractor shall provide detailed, site-specific recommendations for structural and procedural modifications to aid in pest prevention. Contractor shall apply all herbicide labor, materials and equipment to remove and control weeds at Northport VAMC. Provider of service shall be available to be on-site for emergencies within two (2) hours of requested service by the Contracting Officer Representative (COR). Required licensures: Pesticide Business Registration, NYS DEC; NYS DEC 5B Aquatic Insect & Miscellaneous Aquatic Organisms Control License; and Commercial Pesticide Applicator or Technician in New York state. All responsible Small Businesses under the identified NAICS may submit quotes which shall be considered by the Agency. Questions concerning this announcement should be directed to the Contract Specialist using the email link provided. Telephone requests for information or questions will NOT be accepted. Please email requests or questions to Lynn Krakowiak at the following e-mail address: Lynn.Krakowiak@va.gov and ensure that the subject line includes: RFQ 36C24224Q0009.