Inactive Total Small Business Set-Aside (FAR 19.5)

Inactive

SOURCES SOUGHT SYNOPSIS FOR SMALL BUINSESSES ONLY. The Department of Veterans Affairs is issuing this sources sought synopsis as a means of conducting market research to identify Small Business partie... SOURCES SOUGHT SYNOPSIS FOR SMALL BUINSESSES ONLY. The Department of Veterans Affairs is issuing this sources sought synopsis as a means of conducting market research to identify Small Business parties having an interest in and the resources to support a requirement for Integrated Pest Management in accordance with the Performance Work Statement (PWS) for the William S. Middleton Memorial Veterans Hospital in Madison, WI. The result of this market research will contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 561710 Pest control (except agricultural, forestry) services. THERE IS NO SOLICITATION AT THIS TIME. This request for capability information does not constitute a request for proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred. Requirements: PERFORMANCE WORK STATEMENT (PWS) Madison Pest Control Part 1 General Information 1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Madison Pest Control as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract. 1.2 Background: Madison VA requires a service contract for the purpose of Integrated Pest Management. 1.3 Objectives: Contractor is to provide a comprehensive Integrated Pest Management Service for interior and exterior properties of the William S. Middleton Veterans Hospital. 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. 1.4 Scope: The contractor shall furnish all supervision, labor, materials, equipment, transportation, lodging, and anything else necessary to accomplish the surveillance, trapping, pesticide application, 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 prevention. The Contractor shall conform to all regulations Federal, State, Local and Department of Veterans Affairs, governing examining and licensing of pest control operators, performance of pest control, use of approved pest control chemicals and equipment, which may be in effect in the area in which the work under the contract will be performed. Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and four (4) 12-month option years. The Period of Performance reads as follows: Base Year Option Year I Option Year II Option Year III Option Year IV 1.6 General Information 1.6.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. The QCP is to be provided with the contractor s proposal so that it can be included as an evaluation factor. Three copies of a comprehensive written QCP shall be submitted to the Contracting Officer and COR within 5 working days when changes are made thereafter. After acceptance of the quality control plan the contractor shall receive the contracting officer s acceptance in writing of any proposed change to his QC system. 1.6.2 Quality Assurance: The government shall evaluate the contractor s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s). 1.6.3 Recognized Holidays: Contractor is not required to perform services on holidays. New Year s Day Labor Day Martin Luther King Jr. s Birthday Columbus Day President s Day Veteran s Day Memorial Day Thanksgiving Day Independence Day Christmas Day 1.6.4 Hours of Operation: The contractor is responsible for conducting business, between the hours of 7:00AM and 3:00PM Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential. 1.6.5 Place of Performance: The work to be performed under this contract will be performed at the following government facilities: William S. Middleton Memorial Veterans Hospital 2500 Overlook Terrace Madison, WI 53705-2286 1.6.6 Type of Contract: The government will award a (Type of contract to be determined by CCE and the customer). 1.6.7 Security Requirements: Contractor will have no access to PHI, therefore, only general security requirements and training will be required. 1.6.7.1 PHYSICAL Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured. 1.6.7.2 Key Control: The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Contracting Officer. 1.6.7.2.1. In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor. 1.6.7.2.2. The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer. 1.6.7.3 Lock Combinations: The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the Contractor s Quality Control Plan. 1.6.8 Special Qualifications: Certified applicators are required in the performance of the work under the contract. Each applicator designated by the Contractor to perform work under the contract will furnish a copy of his/her state certification (showing categories) to the Contracting Officer prior to reporting for work. The Contractor will be responsible to ensure Contractors employees providing work on this contract are fully trained and completely competent to perform the required work. 1.6.9 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government. 1.6.10 Contracting Officer Representative (COR): The COR will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order. 1.6.11 Key Personnel: The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 8:00 a.m. to 4:30p.m., Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons. 1.6.12 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. Contractor personnel will not be required to obtain and wear a VA badge in the performance of this service, however, they should wear and display any forms of ID provided by their employer. 1.6.13 Contractor Travel: Travel is specified in the conditions of this contract, however, travel outside of the confines of this contract are not approved for payment. 1.6.17 PHASE IN /PHASE OUT PERIOD: To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board, during the thirty (30) day phase in/ phase out periods. During the phase in period, the Contractor shall become familiar with performance requirements in order to commence full performance of services on the contract start date. PART 2 DEFINITIONS & ACRONYMS 2. DEFINITIONS AND ACRONYMS: 2.1. DEFINITIONS: 2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime. 2.1.2. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government. 2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract. 2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement. 2.1.5. DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports. 2.1.6. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal. 2.1.7. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property. 2.1.8. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards. 2.1.9. QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance. 2.1.10. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements. 2.1.11. SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor. 2.1.12. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract. 2.1.12. WORK WEEK. Monday through Friday, unless specified otherwise. 2.2. ACRONYMS: ACOR Alternate Contracting Officer's Representative AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation CCE Contracting Center of Excellence CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTR Contracting Officer's Technical Representative COTS Commercial-Off-the-Shelf DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DOD Department of Defense FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 KO Contracting Officer OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit PART 3 GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES 3. GOVERNMENT FURNISHED ITEMS AND SERVICES: 3.1. Services: None 3.2 Facilities: None. 3.3 Utilities: Not applicable. Contractor will not require use of Government utilities to fulfill the requirements of this contract. 3.4 Equipment: None 3.5 Materials: None PART 4 CONTRACTOR FURNISHED ITEMS AND SERVICES 4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES: 4.1 General: The Contractor shall furnish all materials necessary to perform the tasks specified in the contract. The Contractor shall secure all materials. The Government assumes no liability for loss of or damage to Contractor-owned property held on Government premises (including vehicles) unless the Government requests supplies and they are held overnight and lost. 4.2. Equipment: The Contractor shall furnish all tools and equipment necessary to properly perform the work defined in the contract. The Contractor shall secure all ancillary tools and equipment. PART 5 SPECIFIC TASKS 5. Specific Tasks: 5.1. Basic Services The contractor shall develop an IPM plan for approval. The IPM plan will require approval by the Contractor s Representative, COR prior to implementation and is subject to the COR and contracting officer s approval. The contractor s IPM plan shall establish the strategy and methods for conducting a safe, effective, and environmentally sound pest management program. Prospective contractors may review the installation s historical records of pest activity and abatement actions, and survey facilities and grounds in order to develop a pest management plan. In developing the IPM plan, the contractor should address continuous monitoring, pest response and removal procedures, record keeping, warranties, pest education and communication to hospital personnel to prevent pests and disease vectors, and to initiate bird control around the campus. The IPM approach should use targeted methods including habitat/facility modification, biological/genetic/cultural control, mechanical/physical control, and where necessary, the judicious use of least hazardous pesticides. The IPM plan shall comply with all applicable Environmental Protection Agency (EPA), Occupational Safety and Health Administration (OSHA), and state/local regulatory guidance on pesticide storage, disposal and applications. Contractor shall submit their IPM plan for approval with the signed offer. IPM services plan required of the contractor shall include but not be limited to the following tasks: 5.2. Tasks 5.2.1 Inspect to determine pest management measures are appropriate and required. 5.2.2 Recommend environmental sanitation practices that restrict or eliminate food, water or harborage for pests and recommend engineering practices that limit entry of pests. 5.2.3 Selection and utilization of non-chemical control methods, which eliminate, exclude or repel pest (i.e.), insect electrocution devices, traps, caulking, air screens, etc. Collection and disposal of all pests collected per non-chemical methods. 5.2.4 Selection and use of the most environmentally sound pesticide(s) to affect control when chemical control methods are necessary. 5.2.5 Control of general structural arthropod pests (i.e., cockroaches, ants, carpet beetles, spiders, carpenter ants, carpenter bees, etc.). 5.2.6 Control flying insect pests (i.e., housefly, stable fly, blow flies, cluster flies, etc.). 5.2.7 Control predatory pests, including the heat treatment of rooms infested by bedbugs, with a method of inspection, control and validation of eradication (i.e., lice, bedbugs, fleas, mites, ticks, bees, wasps, mosquitoes, scorpions, etc.) 5.2.8 Control of stored product pests (i.e., saw tooth grain beetle, red confused flour beetle, trogderma beetles, grain moths etc.) 5.2.9 Control of mice and rats (i.e., house mouse, field mouse, roof rat, Norway rats, etc.) 5.2.10 Control of pest birds (i.e., pigeons, sparrows, blackbirds, starlings, etc.) 5.2.11 Control of other vertebrate pests to include trapping and removal from the facility (i.e., dogs, cats, bats, squirrels, gophers, moles, skunks, snakes, rabbits, raccoons, etc.). 5.2.12 Control of wood destroying organisms (i.e., subterranean termites, dry wood termites, fungi, wood boring beetles, etc.). 5.2.13 Control of aquatic pests (i.e., mosquito larva/pupae, algae etc.). 5.2.14 Evaluation of control measures through follow-up inspections. Consist of all required control methods except fumigation. NOTE: Tasks 5.2.1 and 5.2.2 shall occur monthly at V.A. Madison leased spaces including West Annex, Deming Way, CSP Brooks Street and Vet Center/CWT West Washington Ave. as requested/approved by the COR. NOTE: Fumigation treatment may be required as a separate service in a contract negotiated by the local medical facility at the time of need. PART 6 APPLICABLE PUBLICATIONS 6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS) 6.1. Contractor will comply with all VA policies relative to personal property control and use.