RFP: Presolicitation Notice for Pest Control Service Contract

The Department of Veterans Affairs Connecticut Health Care System is pre-soliciting a contractor that will develop and implement an Integrated Pest Management (IPM) plan for the VAMC Connecticut West Haven and the Newington Campuses.

July 21, 2014

The Department of Veterans Affairs Connecticut Health Care System is pre-soliciting a contractor that will develop and implement an Integrated Pest Management (IPM) plan for the VAMC Connecticut West Haven and the Newington Campuses

Office Address: Department of Veterans Affairs;VA Connecticut;Network Contracting Office 1;950 Campbell Avenue;West Haven CT 06516

Subject: S-- Pest Control Service Contract

Classification Code: S - Utilities and housekeeping services

Solicitation Number: VA24114Q0647

Contact: Mary Jane Shea mailto:maryjane.shea@va.gov [MARYJANE.SHEA@VA.GOV]

Setaside: Total Small BusinessTotal Small Business

Place of Performance (address): Department of Veterans Affairs;VA Connecticut;Network Contracting Office 1;950 Campbell Avenue;West Haven CT 06516

Description: Department of Veterans Affairs

VA Connecticut Health Care System

Department of Veterans Affairs Connecticut Health Care System



The contractor shall provide all management, laboratory testing, tools, supplies, equipment, transportation, and labor to develop and implement an Integrated Pest Management (IPM) plan for the VAMC Connecticut West Haven and the Newington Campuses in a manner that ensures the health and general well-being of patients, staff, and visitors. All infestations will be addressed until complete elimination of pests.


Location 1: VAMC Connecticut, 950 Campbell Ave., West Haven, CT 06516

Location 2: VAMC Connecticut - Newington Campus, 555 Willard Ave., Newington, CT 06111

Location 3: Brownell House - 121 Brownell St., New Haven, CT 06516


1. All work is to be performed during normal business hours (8:00am-4:30pm) unless otherwise approved by the Contracting Officer Representative (COR). Some contract tasks may require work to be performed outside of normal business hours. In those instances, the Contractor shall schedule in advance and shall check in and out with the COR or with the Housekeeping Supervisor on duty, if after hours.

2. National Holidays: The ten holidays observed by the Federal Government are: New Year's Day, Martin Luther King's Birthday, President's Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran's Day, Thanksgiving Day and Christmas Day and any other day specifically declared by the President of the United States to be a national holiday.


1. The contractor shall conform to all federal, state, and local regulations governing examining and licensing of pest control operators, performance of pest control, use of approved pest control chemicals and equipment, and proper disposal methods for all products/containers, which may be in effect for the area where the work under the contract will be performed.

2. The Integrated Pest Management (IPM) plan requires approval by the COR prior to implementation.

3. Contractors IPM plan requires but is not limited to the following tasks:

a. Inspect at least weekly to determine pest management measures are appropriate and required.

b. Recommend and communicate to the COR environmental sanitation practices that restrict or eliminate food, water or harborage for pests and recommend engineering practices that limit entry of pests.

c. Selection and utilization of non-chemical control methods, which eliminate, exclude or repel pests, i.e. flying insect traps, rodent traps, animal cages, caulking, air screens, etc.

d. Collection and disposal of all pests.

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

f. Control general structural arthropod pests (i.e., cockroaches, ants, carpet beetles, spiders, carpenter ants, carpenter bees, etc.).

g. Control flying insect pests (i.e., housefly, stable fly, blow flies, etc.) by providing a minimum of 24 flying insect traps

h. Control predatory pests (i.e., lice, bedbugs, fleas, mites, ticks, bees, wasps, mosquitoes, scorpions, etc.)

i. Control stored product pests (i.e., saw tooth grain beetle, red confused flour beetle, trogderma beetles, grain moths etc.)

Introducing Term 25 for the

j. Control mice and rats (i.e., house mouse, field mouse, roof rat, Norway rats, etc.) by providing a minimum of 18 rat boxes.

k. Control pest birds (i.e., pigeons, sparrows, blackbirds, etc.)

l. Control other vertebrate pests (i.e., dogs, cats, bats, squirrels, gophers, moles, skunks, snakes, rabbits, raccoons, etc.) by providing a minimum of 3 large animal cages.

m. Control wood destroying organisms (i.e., subterranean termites, dry wood termites, fungi, wood boring beetles, etc.).

n. Control aquatic pests (i.e., mosquito larva/pupae, algae etc.).

NOTE: Fumigation treatments may require separate scheduling as approved by COR for the convenience of the facility.


Certified applicators shall be required for performance of the work under this contract. Each applicator designated by the Contractor to perform work under this contract shall furnish a copy of their state certification showing categories to the COR prior to performing any work under this contract. Certification shall mean a current certificate of competency in pest management in any and all categories or sub-categories, as defined in CIFIR 40 Sub-Chapter E Part 162-180 All applicators shall have their name and their company name on their uniform or name badge at all times. If more than one applicator is on premises, one shall be the supervisor and be responsible for the performance of the work.

The following shall govern the working relationship between the Contractor and the COR:

1. On all routine and emergency visits the Contractor's personnel shall check into the office of the COR or his/her designated COR. The time of that visit shall be recorded.

2. The established schedule of visits, inspections and/or treatments to be rendered shall be given to the Contractor along with a list of complaint areas. Specific complaint areas shall be treated first.

3. The COR or a designee will observe the preparation of pesticide chemicals, formulations or solutions by the Contractor. Only fresh formulations shall be used in performance of this contract.

4. The Contractor shall be accompanied by the COR or a designee to open locked doors, find locations, observe treatment and serve as a liaison with other medical center personnel.

5. The Contractor's personnel shall sign out at COR office upon completion of scheduled services. Prior to departure, the contractor shall brief the COR or their designee regarding the conditions encountered, the treatment rendered and recommendations.


Do your IULs have options like these?

1. EMERGENCY CALL BACK: The Contractor shall within 4 hours after receipt of notification by the Contracting Officer or his/her designee, perform Integrated Pest Management (IPM) Services to correct the emergent condition. This call back service shall be accomplished at no additional charge to the Government.

2. NON-EMERGENT CALLS: Contractor shall report within 12 hours after receipt of notification by the Contracting Officer or his/her designee and shall and shall retreat the area for non-scheduled services without additional charge to the Government.

3. REQUIRED VISITS: There is no limit to the number of visits that may be estimated by the Contractor to accomplish the required service. It is understood that a minimum of one visit per week is contemplated.

G. REPORTING FOR SCHEDULED SERVICES: Contractor shall report to the COR or designee responsible on scheduled days for any instructions for location of infestation, as called in by wards, clinics, etc. The contractor will submit a written report of all activities following each visit, with the signature of the COR or designee responsible.


All rodenticides or traps shall be placed only at times and in the areas approved by the COR or his/her designee. Rodenticides, and/or traps shall be replaced as necessary and per manufacturer recommendations. No pest control material or trap shall be placed where it may be recovered by patients, nor shall such material be allowed to contact food or cooking utensils.


Storage of pest control materials or equipment are prohibited without the written approval of the COR.

The Contractor shall not dispose of any excess pesticide containers or any other materials contaminated by pesticides at any location of the medical center premises.


Performance Objective Performance Threshold Benefit/Penalty

All emergency complaints will be addressed and corrected within (timeframe specified above).

Non-emergent complaints will be addressed and corrected within (timeframe specified above). Failure to meet prescribed timeframes shall not exceed once per quarter. Exercise or not exercise next option year.


1. After each service (scheduled or non-scheduled) contractor personnel will submit documentation utilizing Report Form 10-9020 to include but not limited to:

a. The name and address of the individual who applied the pesticide.

b. The location, by building and room number where each pesticide was applied.

c. The pest or pests against which the pesticide was applied.

d. The date and time of application.

e. The brand name of the pesticide applied.

f. The name of the pesticide manufacturer, or the federal environmental protection agency registration number of the pesticide.

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

2. The contractor is responsible for supplying, completing and submitting all reports required or requested by Federal, State or local ordinances, which pertain to any duties contained in the contract.

3. The Contractor will furnish the COR's office, prior to initial application the trade names (if any), and the chemical names of all approved pesticides/chemicals along with appropriate antidote information and current -Material Safety Data Sheet (MSDS). The Contractor shall supply this information as new products are submitted for approval to the COR.


1. The contractor shall provide the COR with a list of contractor employees expected to enter the buildings. While on VA premises, all contractor personnel shall comply with the rules, regulations, and procedures governing the conduct of personnel and the operation of the facility.

2. An access badge will be given to the contractor's employee upon entrance into VA buildings. The contractor employee must safeguard the access badge and immediately report any lost, stolen, or destroyed badges to the COR. All contract personnel must properly display their access badges. Access badges must be worn at or above the waist (facing forward.). The contractor's employees must return the access badge(s) to the COR or designee at the end of each pick up process.

3. The contractor shall be required to comply with all security policies/requirements of the VAMC Connecticut. All security policies/requirements must be met and employees cleared prior to the contractor performing work under this contract. Employees that cannot meet the security and clearance requirements shall not be allowed to perform work under this contract.

4. It is the responsibility of the contractor's personnel to park in the appropriate designated parking areas. Parking information shall be coordinated with each facility COR.

5. VAMC Connecticut does not validate or make reimbursement for parking violations of the contractor's personnel under any circumstance.

L. INTERFERENCE TO NORMAL FUNCTION: Contractor may be required to interrupt their work at any time so as not to interfere with the normal functioning of the facility, including utility services, fire protection systems, and passage of facility patients, personnel, equipment and carts.

1. In the event of an emergency, contractor services may be stopped and rescheduled at no additional cost to the government.

2. Contractor personnel shall inform the COR or the designee of the need to gain access to secured areas. If access is required to secure areas, prearranged scheduling will be made with COR or designee.


1. Worker's compensation and employer's liability: Contractor is required to comply with applicable Federal and State worker's compensation and occupational disease statutes. Employer's liability coverage of at least $100,000 shall be required, except in States with exclusive or monopolistic funds that do not permit worker compensation to be written by private carriers.

2. General Liability: The Contracting Officer shall require bodily injury liability insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence.

3. Automobile liability. The Contracting Officer shall require automobile liability insurance written on the comprehensive form of the policy. The policy shall provide for bodily injury and property damage liability covering the operation of all automobiles used in connection with performing the contract. Policies covering automobiles operated in the United States shall provider coverage of at least $200,000 per person and $500,000 per occurrence for bodily injury and $20,000 per occurrence for property damage. The amount of liability coverage on other policies shall be commensurate with any legal requirements of the locality and sufficient to meet normal and customary claims.

4. Before commencing work under this contract, the Contractor shall furnish to the Contracting Officer a certificate from his insurance company indicating that the coverage outlined above and that such coverage may not be changed or cancelled unless 30 days advanced notice is provided to the Contracting Officer.


1. Main Hospital (including all additions)

a. Critical Areas:

i. Operating Rooms

ii. Pharmacy

iii. Research Facilities

iv. Intensive Care Units

v. Respiratory Care Units

vi. SPD (Sterile Products Distribution)

The Contractor shall submit a list of pesticides for intended use in areas listed as critical to the COR for approval prior to any application. Pesticides shall not be used without prior written approval. When space treatment is required in these areas, the Ultra-Low Volume (ULV) method of pesticide shall be utilized with approved equipment capable of delivering a particle size range of .5 to 15 microns.

b. Special Areas:

i. Food Handling Areas - Treatment of these areas are limited to times when food is not being held, processed, prepared, served and while not occupied by facility employees. The Contractor's personnel shall not enter facility elevators occupied by food service equipment while in possession of pesticide or application equipment.

ii. Patient Occupied Areas - Contractor's personnel shall utilize pesticides with as low volatility and as odor free as possible in order to keep odor levels from affecting patients in those areas.

c. All Other Areas of the Premises

i. Sub-basements - Main Hospital (including all additions)

ii. Newington Campus

iii. Brownell House

 Link/URL: https://www.fbo.gov/spg/VA/WHVAMC/VAMCCO80220/VA24114Q0647/listing.html