S207--36C24226Q0505 Amendment 0001 - Questions and Answers

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial products and services for an Integrated Rodent and Pest Management (IPM) program at the VA New York Harbor Healthcare System. The solicitation is issued as an RFQ (Request for Quotation).

• Provide comprehensive Integrated Pest Management (IPM) services.

• Services include inspection, sanitation recommendations, structural change recommendations, non-chemical control methods, and pesticide application.

• Specific pest targets include, but are not limited to, insects, rodents, birds, and other vertebrate pests.

• Special provisions apply to food handling areas, laundry, patient occupied areas, elevators, and critical areas (e.g., pharmacy, nutrition and food service).

• Contractor must provide Material Safety Data Sheets (MSDS) for all chemicals.

• Contractor must provide proof of capability for specialized treatments like subterranean termites, drywood termites, fungi, and wood boring beetles, which may be paid via a separate purchase order.

• Contract Type: Firm Fixed Price, Single Award.

• Period of Performance: Estimated 05/01/2026 – 04/30/2027, with four (4) option years.

• Place of Performance: VA New York Harbor Healthcare System, including Manhattan Campus, Brooklyn Campus, and St. Albans Community Living Center.

• Quotes must be submitted electronically no later than April 29, 2026, 10:00 AM ET.

• Proposals must be submitted in three volumes: Technical Capability (max 10 pages), Past Performance (2 references), and Price/Cost Schedule.

• Evaluation Factors: Technical Capability, Past Performance, and Price. Technical and Past Performance combined are approximately equal to Price.

• Offerors must include a statement regarding acceptance of terms and conditions or list exceptions.

• This solicitation is a 100% Total Service Disabled Veteran Owned Small Business (SDVOSB) set-aside.

• Offerors must have NAICS Code 561710 (Exterminating and Pest Control Services) with a small business size standard of $17.5 Million.

• Offerors must be registered in the System for Award Management (SAM) and listed as a verified small business on the VA's Veteran Small Business Certification.

• Offerors must possess all required licenses and permits prior to quote submission.

• Questions regarding the solicitation are accepted in writing via email until April 20, 2026, 10:00 AM ET.

• Amendments will be posted on www.sam.gov.

• Attached documents include a Past Performance Questionnaire and VA Quality Assurance Surveillance Plan (QASP).

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding solicitation 36C24226Q0505, clarifying requirements and details for the pest management services opportunity.

• SF1449 Form: An SF1449 is not required to be submitted by offerors, as one was issued by the government. An amendment (0001) has been issued to add a signature section to page 2.
• Service Frequency: Pest management services will be performed 5 times per week at all 3 locations.
• Attachment Four (Task and Frequency Chart): This attachment is to be removed from the SOW.
• Emergency Response Time: Contractors must confirm communication within 1 hour of notification and perform necessary services on-site within 4 hours of notification for emergencies.
• Page Limit for Technical Narrative: Licenses, permits, and certificates of liability insurance do not count towards the 10-page limit for the technical narrative and may be submitted as separate attachments, labeled as part of Volume 1.
• Subcontractor Qualifications: Prime contractors can utilize the certifications, licenses, and past experience of subcontractors.
• Wildlife Trapping: Wildlife trapping should be included in the contract.
• Exterior Rodent Bait Stations: The number of stations at each location are provided (Manhattan: 21, Brooklyn: 20, St. Albans: 53). These are not required to be provided by the contractor upon award.
• Fly Lights: The number of fly lights at each location are provided (Manhattan: N/A, Brooklyn: 1, St. Albans: 7). These are not required to be provided by the contractor upon award.
• Bird Control: Bird control is not limited to monitoring and standard IPM methods; exclusion and deterrent services (netting, physical devices, trapping) should be included. Non-lethal methods are required, and methods should not impede staff or patients.
• Emergency Service Call-Back Window: The 4-hour emergency service call-back window will not shift into the next working day; it is 4 hours from initial contact/outreach.

Several requirements have been clarified, including service frequency, emergency response times, and submission guidelines for supporting documents. An amendment has been issued for a signature section. A site visit will not be scheduled, but a walk-through may be scheduled after contract award.

Amendment / Questions & Answers / Clarifications

This document is Amendment 0001 to Solicitation 36C24226Q0505. It serves to answer questions submitted by potential bidders and to update the original solicitation.

• 36C24226Q0505 Questions - Answers FINAL: Contains the official responses to vendor inquiries.

• AMENDED 0001 - 36C24226Q0505 - Combined Synopsis FINAL: Provides the updated solicitation document.

• Solicitation Number: 36C24226Q0505

• Response Date/Time/Zone: April 29, 2026, 10:00 AM Eastern Time, New York, USA

• Set-Aside: SDVOSBC (Service-Disabled Veteran-Owned Small Business)

• NAICS Code: 561710 (Exterminating and Pest Control Services)

• Product Service Code: S207

• Place of Performance: VA New York Harbor Healthcare System, 423 E 23rd Street, New York, NY 10010

Potential bidders should review the attached "Questions - Answers FINAL" document for clarifications and the "AMENDED 0001 - Combined Synopsis FINAL" for updated solicitation details. These documents are crucial for understanding the full requirements and for preparing a compliant proposal.

Form / Attachment / Pricing Sheet

This document is a U.S. Department of Labor Wage Determination (No. 2015-4187, Revision No. 34) that establishes minimum wage rates and fringe benefits for various occupations. It is relevant for contractors performing work under the Service Contract Act in specific areas of New York State.

• Lists numerous occupations with corresponding wage rates and, where applicable, footnotes indicating specific conditions or requirements.
• Includes general notes on Health & Welfare benefits, Vacation, Holidays, Hazardous Pay Differentials, and Uniform Allowances.
• Provides information on Executive Orders related to paid sick leave (EO 13706) and minimum wage rates (EO 13658).
• Details the conformance process for unlisted occupations.

Bidders must use this wage determination to ensure they are offering compliant wages and benefits to their employees for any work performed under the Service Contract Act. It is crucial for accurately calculating labor costs and ensuring compliance with federal regulations. The document specifies minimum rates for a wide range of job classifications, which directly impacts the financial aspects of bidding on covered contracts.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for Integrated Rodent and Pest Management (IPM) services for the VA New York Harbor Healthcare System. The goal is to procure comprehensive pest control services to protect the health and welfare of patients, employees, and visitors.

• Provide Integrated Rodent and Pest Management (IPM) services across multiple VA NYHHCS locations (Manhattan Campus, Brooklyn Campus, St. Albans Community Living Center).

• Services include inspection, identification of issues, treatment (chemical and non-chemical), and follow-up.

• Specific pest controls required for anthropods, flying insects, predatory pests, stored product pests, rodents, birds, vertebrate pests, lawn/turf pests, shade tree/ornamental pests, wood-destroying organisms, and aquatic pests.

• Qualified/certified applicators are mandatory.

• Emergency services must be responded to within 4 hours.

• Routine and unscheduled service callbacks are required within 12 and 24 hours, respectively.

• Adherence to strict safety protocols, especially in food handling, laundry, and patient-occupied areas.

• Provide Material Safety Data Sheets (MSDS) for all chemicals used.

• Maintain detailed records and submit reports as required.

• Contract Type: Firm Fixed Price, Single Award.

• Period of Performance: Base year (05/01/2026 – 04/30/2027) with four (4) one-year option periods.

• Submission Deadline: April 29, 2026, 10:00 AM ET.

• Proposals must be submitted electronically to Tiffany Vazquez-Simon (Tiffany.Vazquez-Simon@va.gov) and Natalie Acevedo (Natalie.Acevedo@va.gov).

• Evaluation Factors: Technical Capability, Past Performance, and Price. Technical and Past Performance combined are approximately equal to Price.

• Offerors must submit proposals in three volumes: Technical Capability, Past Performance, and Price.

• This solicitation is a 100% Total Service Disabled Veteran Owned Small Business (SDVOSB) set-aside.

• Offerors must be registered in SAM.gov and meet the NAICS code 561710 size standard ($17.5 Million).

• Offerors must possess all necessary Federal, State, and local licenses and permits, including specific NYS DEC licenses.

• Attachments include a Past Performance Questionnaire and a Quality Assurance Surveillance Plan (QASP).

• Offerors must acknowledge terms and conditions or list exceptions with rationale.

Statement of Work (SOW) / Performance Work Statement (PWS)

This Quality Assurance Surveillance Plan (QASP) outlines the framework for monitoring the timeliness and quality of services provided under a proposed contract, likely related to an Integrated Pest Management (IPM) program.

The QASP details how the contractor's performance will be measured. Key areas include:

• Timeliness: Ensuring services and reports are delivered within the stated performance period, scheduled timelines, and operating hours.
• Quality: Services will be assessed based on their validity, accuracy, clarity, and usefulness as determined by the Government. This includes evaluating the number and type of complaints, results of inspections, and the quality of reporting.
• Pest Management Success: A successful program is defined by a steady reduction in pest numbers to a point where they do not interfere with operations, damage property, or negatively impact health and morale.
• Emergency Response: Contractors must respond to emergency calls within one (1) hour of notification by the COR (Contracting Officer's Representative) and commence necessary services within one (1) hour or a mutually agreed-upon time.

Not explicitly detailed in this document, but performance is expected to commence as specified in the solicitation package.

• Work must be performed by competent, experienced, and qualified applicators.
• All work performed must be first-class and adhere to good commercial practice.

Form / Attachment / Pricing Sheet

This document is a Past Performance Questionnaire designed for official use only. It is intended to gather feedback on a contractor's performance for a specific contract or order. The information collected is crucial for determining the relevancy and recency of past performance, which can significantly impact a proposal's responsiveness.

• Contractor Information: Name, Address, Point of Contact.
• Contract Information: Contract Number, Type, Award Date, Period of Performance, Total Dollar Amount, and a description of the Scope of Services performed.
• Performance Ratings: A detailed questionnaire covering:
  • Quality of Service (compliance, deliverables, commitment, standards, overall quality).
  • Timeliness of Performance (response times, administrative reports, emergency services, overall timeliness).
  • Business Relations (problem identification, problem correction, willingness to improve, cooperative behavior, problem-solving approaches, working relationships, flexibility, customer service, customer satisfaction, overall business relations).
  • Management of Key Personnel (selection/retention, knowledge, staffing, subcontract management, overall management).
• Rating Scale: Includes definitions for Exceptional, Very Good, Satisfactory, Neutral, Marginal, and Unsatisfactory ratings.
• Remarks: A section for detailed explanations, especially for "Exceptional," "Marginal," or "Unsatisfactory" ratings, and general comments on the contractor's overall performance and recommendation for future requirements.

This questionnaire is a critical tool for evaluators to assess a potential offeror's past performance. Bidders should be aware that their performance on previous contracts will be evaluated using this form. The detailed questions cover various aspects of performance, and the ratings provided by the evaluating entity will directly influence the assessment of the bidder's capability and reliability. The submission instructions specify that failure to provide this information may render a proposal unresponsive. The completed questionnaire is to be returned to the US Department of Veterans Affairs, Network Contracting Office (NCO) 02, ATTN: Tiffany Vazquez-Simon, via email by the solicitation's due date.