Sources Sought Notice - S-- Integrated Pest Management Contract

Federal Information & News Dispatch, Inc.

Notice Type: Sources Sought Notice

Posted Date: 11-DEC-13

Office Address: Department of Veterans Affairs;Birmingham VA Medical Center;700 South 19th Street;Birmingham AL 35233

Subject: S-- Integrated Pest Management Contract

Classification Code: S - Utilities and housekeeping services

Solicitation Number: VA24714R0168

Contact: Connie GanierContract Specialist 205-933-8101 x6018 mailto:[email protected] [Contracting Officer's e-mail address]

Setaside: N/AN/A

Place of Performance (address): Birmingham VA Medical Center;700 South 19th Street;Birmingham, AL 35233

Place of Performance (zipcode): 35233

Place of Performance Country: USA

Description: Department of Veterans Affairs

Birmingham VAMC

Department of Veterans Affairs Medical Center

This is a Sources Sought Notice. This notice is posted for the purpose of market research only. Information gained as a result of this sources sought notice will be used for planning purposes only.This notice shall not be construed as a commitment by the Government to ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. All information submitted in response to this announcement is voluntary; the Government will not pay for information requested not will it compensate any respondent for any cost incurred in developing information provided to the Government.

The Birmingham VA Medical Center is seeking small business sources (i.e. Service Disable Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Hubzone, 8a, Woman Owned, Small Disadvantaged, Small Businesses, etc.) to provide all labors and materials necessary in the performance of pest control services to exterior and interior portions of the Birmingham Veteran Medical Center, located at 700 South 19th Street, Birmingham, AL 35233. See Statement of Work provided below for further details.

To express interest in the impending solicitation, please send the following information no later than 11:00 AM CST, 16 December 2013, to the Point of contact (POC) below:

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Offeror's company name, business size; socioeconomic categories, DUNS, full address, point of contact, title, phone number, and email address.

Responses may be e-mailed to [email protected]. All interested parties are reminded that they must be registered with the System for Award Management (SAM) at to do business with the VA. Veteran-owned businesses must be registered and validated at

No solicitation document is available at this time; this notice is to acquire information only. Vendors interested in providing an offer will have to respond to a solicitation announcement published separately.

Statement of Work

Integrated Pest Management Contract


The contractor shall provide all labors and materials necessary in the performance of pest control service to exterior and interior portions of the Birmingham VA Medical Center, located at 700 South 19th Street, Birmingham, Alabama 35233.

Contractor to apply as indicated by frequency, appropriate chemical product(s) per manufacturer's recommendation, to control pests such as roaches, spiders, ants, etc. Appropriate products and materials per manufacturer's recommendation to be applied per schedule for control of rodents. These products are applied to the interior or/ and exterior of the building.

1. General: The contractors shall provide all supplies, materials, equipment, labor, supervision, management and transportation to perform all tasks as identified below. All work is to be performed in accordance with the guidelines established by federal, state, and local ordinance and with the Contractor's Procedural Manual and Quality Manual.


a. The task and frequency of Integrated Pest Management (IPM) Plan tasks are shown below and the indicated time frames shall be in the minimum basis for the scheduling of pest management tasks.

b. Service will be based on contractor treating areas on attached schedule. Contractor will provide COR with contact person and a phone number of contract staff who facility would call in the event of an emergency or if emergency pest management treatment services is needed.

c. In the event climate or weather conditions become unsuitable for work or may induce an environmental hazard, and then the entire work shall be rescheduled to date and time satisfactory of the Contractor and the COR. Postponement will not reflect any penalties assessed to the Contractors, nor should there be any additional cost to the government.

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3. Standards: All IPM tasks shall be accomplished to meet the guidelines as shown in the National Pest Control Association's good practice statement.

4. Coverage: The Contractor shall provide complete IPM service for building and grounds as shown under Tasks and Frequency.

5. Tasks: Integrated Pest Management Service requires from the contractor the following:

a. Inspections to determine which pest management measures are appropriate and are required.

b. Selection and utilization of non-chemical control methods as approved which eliminate, exclude or repel pests (i.e., insects electrocution devices, traps, caulking, air screens, etc.).

c. Selection and use of the most environmentally sound pesticides) to effect control when chemical control methods are necessary.

d. Control of general structural pests, (i.e., ants, carpet beetle, spiders, carpet ants, roaches, carpet bees, carpet mites, etc.).

e. Control of all flying insects pests (i.e., houseflies, stable flies, and blowflies, etc.).

f. Control of all predatory pest (i.e., lice, bedbug, flies, mites, ticks, bees, wraps, mosquitoes, scorpions, etc.).

g. Control of all mice and rats (i.e., house mouse, field mouse, roof rat, Norway rat, etc.).

h. Removal of all dead or dying rodent s from the medical center.

i. Evaluation of control measures through follow-up inspections.

j. Investigation of pest sighting recorded in the Pest Control Complaint Log Book to determine the source and take positive actions to eliminate the problem.

k. Control of all aviarian (bird droppings) pests.

6. Special Provisions: The following provisions shall be adhered to by the Contractor personnel in performing pesticide applications of the area specified below:

a. Food Handling Areas: Treatment in these areas are limited to only times when food is not being held, processed, prepared, served, and while not occupied by facility employees.

b. Patient Occupied Areas: Contractor personnel shall utilize pesticide with as low volatility and as order free as possible in those areas.

c. Critical Areas: The Contractor shall submit a list of pesticides for intended use in all areas listed below for approval by the Contracting Officers Technical Representative (COR) prior to any application. The planned uses of pesticides in these areas require recognition of the attendant hazards to occupants, supplies, equipment and surfaces. No substitutions can be made at any time without the approval from the COR. Critical areas (as determined by local medical facility and GS-3, M-1, Part VII Guidelines): Pharmacy, Operating Room, Intensive Care units, Respiratory Care Areas, SPD and sub-Basement areas.

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d. Space Treatment: When space treatment is required in these areas, the Ultra Low Volume (ULV0 method of pesticide application shall be utilized with approved equipment capable of delivering a particle size range of .5 to 15 microns.

e. Elevators: Contractor personnel shall not enter any facility elevator at any time when food equipment is present.

7. Interference to Normal function: Contractor personnel are required to interrupt their work at any time so as not to interfere with the normal functioning of the facility, including utility service, fire protection systems, and passage of facility patients, personnel, equipment and carts.

8. Disposal of Hazardous Water: The Contractor shall not dispose of any excess pesticide container or any other material contaminated by pesticides at any location on the medical center facility premises except as specified by the COR.

9. Storage of Pest Control Material: No pest control materials or equipment shall be stored or kept at Birmingham Veteran Affairs Medical Center when the operator is not working, without the express approval of the COTR.

10 Hours of Operation: Normal business hours are 8:00 am. to 4:30 pm., Monday through Friday, excluding federal holidays. All key area outlined in Exhibits 1 and 2 must be treated after normal business hours. These must be coordinated between the contractor and the COR ONLY!

11. Call back requirement:

a. Routine: The Contractor shall be subject to 24-hour call back service for all areas of the medical center.

b. Emergency: When an emergency condition exist (as determined by the COR), the contractor shall respond within 4 hours after receipt of a call from the service.

12. Required Contractor Reporting:

a. Contractor personnel will sign in at the beginning of their scheduled work shift and sign out at the end of their work shift. The sign log will be accomplished at an office designated by the COR. The Contractor representative will provide a tentative itinerary to the COR or designee upon signing in. Coordination of special pest control problems will be conducted between the operations COR and the Contractor representatives at this time. The Contractor representative will also review the Pest Control Complaint Log Book and provide remedial services to correct the complaints in addition to regularly scheduled services in those areas. The Contractor will sign out with one of Environmental Management Service Line's foreman or page Housekeeping Aid Supervisor.

b. The Contractor is responsible for completing and submitting to the designated medical center representative, VA Foam 10-9020, Pest management Operations Records (daily), for each visit to the medical center. The medical center representative will provide blank forms.

c. The Contractor is responsible for maintaining locally produced foams relating to the treatment of the building listed under Task and Frequency.

13. Restrictions of Pest control Operation:

a. Any insecticide or rodenticide authorized by the Environmental protection Agency (EPA) for the specific application process being accomplished may be used by the Contractor.

b. The Contractor will provide the trade name, chemical name, complete product label, the use strength of the product as applied, and the antidote thereto to the COR prior to use.

c. No additional products will be used without prior approval of the COR. When the contractor desires to apply a different product, the requirement listed "B" above must be complied.

d. Product data, application data, MSDS and antidote are required by the Medical Service for emergency treatment in the event of ingestion of an/ or contact with the material by humans.

e. All rodents, aviacides, or traps shall be placed only at times and in area approved by the COR, and unused portions shall be recovered at the latest by a time set by the COTR. No pest control materials or traps shall be placed where they may recovered by patients.

f. The use of rodenticide shall be restricted to indoor locked accessible only to persons designated by the COR, or any other locations specifically provided by him. A record, in duplicate, shall be made of the location where each portion of any such rodenticide or traps are placed, one copy to be retained by the operator and one copy left for the designated medical representative.

g. Warfarin, Pival, Pivacin, Rozoi, Promar and other anticoagulants are effective only after repeated eating by the rodent; therefore, traps and bait should be left exposed as long as there is evidence that the animals are eating the bait (up to 6 weeks).

14. Grounds: Seasonally, and on an as needed basis, all trees, plants, and shrubbery will be treated for weeds, pest, and fungus. Herbicide and fungicide treatment will be required when grounds plant inspections reveal a need. The contractor is required to inspect weekly and insure all herbicide and fungicide treatment is accomplished. Seasonally, and on crickets, fire ants, etc., and grounds will be treated with herbicide treatment.

15. Scheduling of Treatment:

a. Pest management tasks are scheduled so as to be performed on definite appointed days and in no event shall the Contractor carry on work outside regular agreed upon working hours without prior approval of the COR. Postponement will not reflect any penalties assessed to the Contractor, nor there any additional coasts to the Government.

b. Contractor shall provide complete management services for the buildings and grounds as shown in Exhibit 2, attached.

16. Coverage: The Contractor shall provide IPM service for building and on grounds as shown on Exhibit 2.

17. Tasks, Integrated Pest Management Service required of the Contractor is as follows:

a. Inspections to determine which pest management measures are appropriate and required.

b. Recommending environmental sanitation practices that restrict or eliminate food, water or harborage for pest.

c. Selection and utilization of non-chemical control methods which eliminate exclude or repel pest (i.e., insect Control of flying insect pest (i.e., house flies, stable flies, blow flies, etc.).

d. Selection and use of the most environmentally sound pesticide(s) to affect control when chemical methods are necessary.

e. Control of general structural anthropoid pest (i.e., ants, carpet beetles, spiders, carpenter ants, carpenter bees, etc.).

18. Residual Treatment: During regularly schedule visits, the Contractor shall apply a residual treatment:

a. Control of predatory pest (i.e., lice, bedbugs, flies, mites, ticks, bees, wasps, mosquitoes, scorpions, etc.).

b. Control of stored products pest (i.e., sawtooth grain beetles, red beetles, trogoderma beetles, train moths, etc.).

c. Control of mice and rats (i.e., house mice, field mice, roof rats, Norway rats, etc.).

d. Control of aviarian birds (i.e., pigeons, sparrows, blackbirds, etc.).

e. Control of other vertebrate pests (i.e., dogs, cats, bats, squirrels, gophers, moles, skunks, snakes, rabbits, etc.).

f. Control of lawn and turf pests; label showing the contents, the use of strength of the chemical as applies, the antidote thereto, and Material Safety Data Sheets. This information is required for emergency treatment in the event of ingestion, and shall be maintained in the office of the COR.

19. Visit: Inspection and treatment visits must be made at a time satisfactory to the COR. For the control of roaches using crack and crevice method at least once every month in the kitchen, dining room, etc. Approved residual pesticides will be used in other areas as required.

20. ULV Treatment: At the aforementioned time, the Contractor shall apply an EPA approved nonresidual pesticide to the Dietetic kitchen and Canteen food preparation areas using an Actisol ULV unit or equivalent.

21. Removal of Dead Rodents: All trapped rodents shall be recovered and disposed of by the contractor at the time of discovery.

Contractor's Conduct: Contractor and their employees are subject to the rules and regulations of the Medical Center applicable to their conduct while performing services at the Birmingham VAMC.

Authority of Applicator (s): Certified applicators are required in the performance of the work under this contract. Each applicator or 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 or his/her designee prior to reporting to work. All applicators must have visible on their uniforms the individual's name and the company name so they are easily recognizable at all times. In cases where the Contractor has two or more persons reporting to work under contract, one of these will be designated as a supervisor and must fully certified in all pest management categories in which work is to be performed. Non-certified employee may assist the supervisor in the performance of the work as long as they are in immediate contact with and visible to the supervisor. The supervisor will assume all responsibility for their work. On each visit, the applicator (s) shall report to the Chief, Environmental Management Service prior to performing any work. NOTE: Certification shall mean a current Certificate of Competency in pest management in any and all categories or subcategories as identified by the state in which work is being performed under contract.

Contractor Qualification: Contractor shall possess a pest control company license from the State of Alabama and Agriculture Department, a $2500 Bond in the State and a minimum of $1 million liability insurance.

There will be a requirement for at least one site visit prior to the contract being awarded.


The following list of exhibits shall be used in the service of Integrated Pest Management at the Birmingham VAMC.

1. Exhibit 1- Listing of Building/Areas/Functions.

2. Exhibit 2- Frequency Chart (Interior and Exterior)




Floor N&FS Patient Food Preparation Area


Floor Canteen Food Prep and dining area


Floor SPS Sterilization area

1st Floor ED, Clinics, Blood

Lab, Dialysis,

Pharmacy Patient Care and administrative areas

2nd Floor Clinics, Nuc Med Patient Care and administrative

3rd Floor Clinics, Amb

Surg, Lab,

Doctor's qtrs. Patient Care, administrative areas, and

Doctor's sleep quarters

4th Floor Patient Units,


CVICU Patient Care, administrative offices,

Operating room suites

5th Floor Patient Units,

Holding area,

Admin offices Patient Care and administrative offices

6th Floor MICU, CCU,

Cath Lab, Safe


Heart Station Specialized care, administrative offices,

Patient care areas.

7th Floor Sleep Lab,

Admin offices Patient care and admin area

8th Floor GRECC, Clinics,

P.T. Administrative Offices

9th Floor Director Suite

Admin offices Administrative Offices




N&FS, Ground

Floor 1 x



Ground Floor 1 x



Suites, 4th

Floor 1 x


SPS, Ground

Floor 1x


7th Floor 1 x


8th Floor 1 x


9th Floor 1 x


4th Floor 1 x


5th Floor 1 x


6th Floor 1 x


3rd Floor 1 x


2nd Floor 1 x


1st Floor 1 x


Ground Floor 1 x


Basement 1 x



Grounds 1 x


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