36C24521Q0032 – Sources Sought – S207–PEST CONTROL SERVICES

Oct 23, 2020 | Sources Sought


Please note this is NOT a request for quotes or proposals, the Government is seeking information for market research purposes only. Network Contracting Office (NCO) 5 of the Department of Veterans Affairs is currently conducting a market survey for qualified firms capable of providing Pest Control Services for Washington DC VA Medical Center and the eight (8) Community Base Outpatient Clinics (CBOC) according to the Statement of Work.

The North American Industry Classification System (NAICS) is 571610. The current size standard for NAICS code 571610 is 12 million. Interested parties shall identify whether they are a (small business or other than small business in accordance with the size standard for NAICS code 571610. If another NAICS code may be applicable, please identify the NAICS in your capability statement along with your corresponding business size and socio-economic status.

Submission Instructions: Interested parties who consider themselves qualified to perform above-listed services are invited to submit a response to this Sources Sought Notice no later than: October 18, 2020 at 1:00 PM. All responses and questions are to be email to Veronica.Dillard@va.gov and MUST provide company name, a capability statement, specific examples/descriptions of same or similar work performed at other facilities, DUNS number, address, point of contact and social-economic status.
Disclaimer and Important Notes: This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization’s qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. Government reserves the right to determine if a solicitation will or will not be issued.



Furnish all labor, materials, tools, specialized equipment and supervision necessary to perform all acceptable Integrated Pest Management Services at the Department of Veterans Affairs Medical Center. Services provided will be in strict accordance with all terms, conditions, provisions, specifications, licensing requirements (Federal, State and Local), Animal Rescue League guidelines, ASPCA guidelines, IPM Program requirements and schedules of this solicitation for the Contract period.



Description of Program: This specification is part of a comprehensive integrated Pest Management (IPM) Program for the premises listed herein. IPM is a process for achieving long term, environmentally sound pest elimination 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 pest.

Contractor Service Requirements The Contractor shall furnish all supervision, labor materials, and equipment 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.

Cleanup of Infestations When requested, the contractor will provide staff and materials to clean up specified areas of pest infestation. This clean-up will be done in a way that contains and controls dust so that it will not leave the area of the clean-up. This clean-up will eliminate any potential contagion from the specified pest. If needed for pricing, cleanup cost could be by square foot. Cleanup of interstitial or mechanical or crawl space areas may be a different cost than cleanup of habitable spaces.


The contractor shall meet the performance expectations of the client in suppressing the following pests in Washington, DC pesticide applicator certification categories:

(1) Category 7 Industrial, institutional, structural and health related (PCO General, PCO Structural and turf de-mossing

(2) Category 8 – Public Health (Public Health Pest Control)

(3) Pest Animal Control (Vendor responsible for licensing/permit requirements from Washington Department of Fish and Wildlife


The Contractor shall complete a thorough, initial inspection of each building or site at least five (5) working days prior to the starting date of the 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 management practices that are contribution to pest infestations. Access to building space shall be coordinated with the Contracting Officer Representative (COR).


The Contractor shall submit to the Contracting Officer Representative (COR) a Pest Control Plan at least five (5) working days 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 Contracting Officer (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 s Pest Control Plan must be based on the facility s Integrated Pest Management Plan and meet all requirements within the scope of this contract.

The Pest Control Plan will be based on Integrated Pest Management approach and guideline.

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 pest harborage and access, and for making objective assessments of pest population levels throughout the term of the contract. The Contractor will provide documentation depicting methods in which the Integrated Pest Management approach was applied in all pesticide service operations.

(3) Service Schedule for each Building or Site. The Contractor shall provide complete service
schedules that include weekly or monthly frequently of Contractor visits, specific day(s) of the week of Contractor visits, and approximate duration of each visit.

(4) 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.

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 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 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 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 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. At a minimum, the Service Reports will contain:

Specific location of reported activity.
Identification of pest
Analysis of pest activity and reasons for infestation
Listing of all non-chemical actions taken
Listing of chemicals used by name, EPA registration number, percentage of active ingredient applied, and amount of chemical applied
Method of application
Square footage of applications larger in size than spot application (defined as a surface treatment to an area of no more than two square feet).
Wind direction and speed and temperature if outside.

Treatment Report. Contractor shall furnish a daily treatment report after each inspection. Monthly service record reports should include any adverse findings, structural deficiencies and recommendations for corrective action to be reported to COR. Monthly reports should be received at the VA facility no later than 15 days of the following month.


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. 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

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.

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. The VA requires that all Contractor personnel be subject to an appropriate Federal background screening, and 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 an initial orientation provided by VA staff for fire, safety and infection control.


On occasion, the COR may request that the Contractor perform corrective, special or emergency service(s) that are beyond routine service requests to the CO. The contractor shall respond to these exceptional circumstances and complete the necessary work within a 4-hour response time, the contractor shall immediately notify COR and indicate an anticipated completion date.


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.


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 has not been included in the Pest Control Plan or approved in writing by the COR.

Pesticide Storage. The Contractor shall not store any pesticide product 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.


Non-pesticide Methods of Control. The Contractor shall use non-pesticide methods of control wherever possible. For example:

Portable HEPA filtered 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.

Trapping devices rather that pesticides sprays shall be used for indoor fly control wherever appropriate.

Hot water delivery devices for weeds.

Application of Insecticides to Cracks and Crevices. As a general rule, 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 tenant personnel 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 or other monitoring devices shall be used to guide and evaluate indoor pest control activity efforts wherever necessary.

Safety and Notification to Staff. All staff working in the area(s) to be treated will be pre-notified of the application, including the date, time, pest problem, and material to be applied with the exception of insect baits. Baits must be containerized or applied to cracks and crevices, or inaccessible voids. Exterior applications shall be scheduled for a time when staff, patients or visitors will not be present in the treatment area.

Special Areas of Concern: As a healthcare facility, all areas should be treated with extra precaution regarding the use of pesticides, however additional areas of concern consist of:

Patient Rooms: No treatment will be made to any room when patients are present with exception of insect baits. Baits must be containerized or applied to cracks and crevices, or inaccessible voids.

Animal Research. Use of pesticides in this area may affect research activities.

Food Service Areas. Use of pesticides in food service areas should be conducted with care to avoid contamination of food prep areas. Types of traps should also be carefully considered to avoid any pest debris entering the food (i.e. fly swatters may scatter pest detritus, so should not be used).

Child Daycare Center areas used for care of young children or residential facilities shall receive pre-notification at least 24 hours before any pesticide application is performed, with the exception of the use of insect baits, and must be posted following treatment with a sign at least 8 by 11 inches stating the date and time of the application, the product used, time when re-entry is allowed, and the name and contact information of the PCO or Contractor. The same requirements shall be followed in any exterior area specifically designated as a children s play area.


Indoor Trapping. As a general rule, 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 an appropriate manner.

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. As a general rule, 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:

All bail box locations will be documented and provided to the COR

All bait boxes shall be placed out of the general view, in locations where they will not be disturbed by routine operations.

The lids of all bait boxes shall be securely locked or fastened shut.

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.

Bait shall always be placed in the baffle-protected feeding chamber of the box and never in the runway of the box.

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.

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.


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 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.


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.


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.


Services typically range between 8:00a.m. and 4:30pm Monday through Friday, however service may be required outside of those time periods. Emergency Service must be available on weekends and Federal holidays.


The ten holidays observed by the Federal Government are:

New Year s Day, Labor Day, Martin Luther King Day, Columbus Day, President s Day, Veterans Day, Christmas Day, Memorial Day, Independence Day, Thanksgiving Day and any other specifically declared by the President of the United States to be a National Holiday.


The contract is for base year plus one (1) four(4) one-year option periods that may be awarded at the discretion of the government. Period of performance is one year from the date of award. Prior to the end of period of performance, the government will notify contractor regarding exercising option period. Any work performed prior to notification of exercise of option period will be consider an unauthorized commitment.


VA Medical Center and Fisher House
50th Irving Street, NW
Washington, DC 20422
Point of Contact:
Shyrldine Edwards
Contact Number: 202-251-4433

Seven days per week Monday Friday
Monday 9:00am to 11:00am
Monday 5:30pm to 8:30pm
Tuesday 5:00pm to 8:00pm
Wednesday 9:00am to 11:00am
Wednesday- 5:30pm to 8:30pm
Thursday – 5:00pm to 8:00pm
Friday 9:00am to 11:00am
Friday- 5:30pm to 8:30pm

Locations Monthly Services

Community Clinic Southeast (2,500 sf)
820 Chesapeake Street, Southeast
Washington, DC 20032-3428

Community Clinic – Southeast (2,500 sf)
820 Chesapeake Street, Southeast
Washington, DC 20032-3428

Montgomery County CBOC – (11,600 sf)
15810 Gaither Drive
Shady Grove Development Park
Suite 130
Gaithersburg, MD 20877-1429

Charlotte Hall VA Clinic – (3,200 sf)
29431 Charlotte Hall Road
Charlotte Hall, MD 20622-3042

Southern PG County Outpatient Clinic (10,000 sf)
5801 Allentown Road
Suites 104 and 106
Camp Springs, MD 20746-4563

Franklin Street VA Clinic (10,500 sf*)
1500 Franklin Street Northeast
Community Resource & Referral Center (CRRC)
Washington, DC 20018-2000

Lexington Park VA Clinic (8,000 sf)
45870 East Run Boulevard
East Run Center
Suite 300
Lexington Park, MD 20653-2383

Landover VA Clinic, MD
1802 Brightseat Road, Suite 100
Landover, MD 20785
Contact: Elsie Carter @ 202 745-8000 Ext. 5-6617

The Contractor will provide as needed bed bug extermination services for all facilities listed. Contractor must be available for Emergency Service on weekends, Federal holidays and in the case of any bed bug sightings.

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