S207--Sources Sought - VA Black Hills Health Care System - Pest Control Services

Form / Attachment / Pricing Sheet

This document is a site map of the VA Black Hills Healthcare System in Hot Springs, SD. It provides a visual layout of the campus and identifies various buildings and facilities by number and name.

• A numbered list of buildings with corresponding names (e.g., 1. DIRECTOR, DOM SVC., MENTAL HEALTH, HRM.; 12. MAIN HOSPITAL; 66. FIRE/POLICE STATION).
• A map illustrating the layout of the campus, with numbered markers corresponding to the building list.
• Roads, parking areas, and other site features are indicated.

This site map is relevant for bidders to understand the physical layout of the VA Black Hills Healthcare System campus. It can help in visualizing the location of facilities, understanding site access, and planning for any on-site activities or requirements related to an opportunity at this location.

Form / Attachment / Pricing Sheet

This document is a site plan for Fort Meade, SD. It provides a visual layout of the facility and identifies various buildings by number and name.

• A list of building numbers and their corresponding names (e.g., 40 - Carpenter Paint Shop, 46 - A&MMS Warehouse, 50 - Post Office, 113 - Hospital, T296 - Fire Station).
• A map illustrating the layout of buildings, roads, and other infrastructure within Fort Meade.

This site plan is relevant for bidders to understand the physical layout of Fort Meade, which may be important for understanding the scope of work, logistical considerations, or site access requirements for an opportunity located at this facility.

Sources Sought Notice

This notice is for market research purposes to identify businesses capable of providing Integrated Pest Management (IPM) Services for the VA Black Hills Health Care System (VA BHHCS). The VA is exploring acquisition strategies, including potential set-asides for Service-Disabled Veteran-Owned, Veteran-Owned, and other small business categories.

• Provide Integrated Pest Management (IPM) Services across multiple VA facilities and transitional residences in South Dakota.

• Adhere to VHA Directive 1850.02 and local VA policy.

• Implement IPM strategies focusing on long-term, environmentally sound pest suppression, including structural and procedural modifications.

• Conduct detailed scheduled inspections and provide recommendations for treatment plans.

• Eradicate a wide variety of pests and rodents, including bed bugs, with a response time of less than 24 hours for emergent situations.

• Provide written IPM plans for each location and monthly/annual reports detailing treatments and chemical applications.

• Perform semi-annual treatments at specified facilities (Fort Meade, Hot Springs) and other locations as needed.

• Respond to emergent conditions within 4 hours and non-emergent calls within 24 hours.

• Provide all necessary supplies, materials, equipment, labor, and transportation.

• The potential contract is for a one-year base period with four additional option years.

• Preliminary Statement of Work (SOW) is provided for reference.

• This is NOT a solicitation for proposals or pricing. No contract will be awarded from this notice.

• Interested parties capable of providing the services should submit proof of capability and answers to specific questions to Alisha.Milander@va.gov.

• Response Deadline: April 15, 2026, 12:00 PM Central Time.

• NAICS Code: 561710 (Exterminating and Pest Control Services), Size Standard: $17.5 Million.

• Responses will help determine potential set-aside categories (SDVOSB, VOSB, etc.).

• Vendors must provide socio-economic category, SAM Unique Entity ID, Government Contract POC, information on existing government contracts, subcontracting plans, estimated lead time, and pricing for services.

• Storage of pest control chemicals on government property is prohibited.

• Contractor personnel require background investigations, PIV badges, and mandatory training.

• Performance standards and potential penalties are outlined, including timeliness, professionalism, supply/service availability, and quality.

Other / Unclassified

This document, "NARA Records Management Language for Contracts," outlines the obligations and requirements for contractors regarding the management of Federal records. It details definitions of Federal records, applicability to contractors, and specific requirements for compliance with laws and regulations such as the Federal Records Act, NARA policies, and the Privacy Act of 1974.

This document is crucial for potential bidders as it establishes the mandatory records management practices that contractors must adhere to when handling Federal records. Key aspects include:

• Definition of Federal Records: Clarifies what constitutes a Federal record, including agency records, deliverables, and associated documentation.
• Compliance Requirements: Mandates adherence to all applicable records management laws, NARA policies, and regulations, including those related to the Privacy Act and Freedom of Information Act.
• Record Maintenance and Disposition: Outlines requirements for maintaining, preserving, and scheduling records for disposition, with strict prohibitions against unauthorized destruction or removal.
• Information Security and Disclosure: Details protocols for handling sensitive information, preventing unauthorized disclosures, and ensuring proper safeguards are in place.
• Subcontractor Flow-down: Requires contractors to flow down these records management obligations to any subcontractors.
• Training: Specifies that contractor employees handling records may be required to complete specific records management training.
• Ownership of Data: States that the VA Black Hills Health Care System owns all rights to data and records produced under the contract.

Bidders should carefully review these requirements to understand their responsibilities concerning data and records management throughout the contract lifecycle.

Other / Unclassified

This document is VHA Directive 1850.02, "Pest Management Operations Program," dated December 22, 2022. It establishes policy for the Department of Veterans Affairs (VA) medical facilities to implement effective pest management programs using Integrated Pest Management (IPM) principles. The directive outlines responsibilities for various VA officials, including the Under Secretary for Health, Assistant Under Secretaries, Executive Director of Healthcare Environment and Facilities Programs, Director of Environmental Programs Service, VISN Directors, VA Medical Facility Directors, and VA Medical Facility Pest Management Officers (PMOs) and Professionals (PMPs).

Key areas covered include:

• Policy on IPM principles for safe, efficient, and environmentally preferred pest control.
• Responsibilities for oversight, implementation, and compliance.
• Requirements for Pest Management Contracts, including scope of work and contractor qualifications.
• Mandates for Integrated Pest Management Operations Plans (IPMOPs) at each VA medical facility.
• Specific training requirements for PMOs and PMPs.
• Records management protocols.
• Definitions of key terms related to pest management.

While this document is a directive establishing internal VA policy and procedures for pest management, it is relevant to potential bidders in the following ways:

• Contractual Requirements: Bidders responding to solicitations for pest management services will need to understand and comply with the requirements outlined in this directive, particularly those related to IPM, contractor qualifications, recordkeeping, and the use of specific pesticides (e.g., the ban on 2,4-D).
• Scope of Work: The directive details the expected scope of work for pest management contracts, including 24/7 coverage, specific reporting, handling of pesticides, and prior approval for applications in sensitive areas.
• Performance Standards: Understanding the VA's policy on IPM and its emphasis on safety, environmental considerations, and regulatory compliance provides insight into the performance standards expected from contractors.
• Definitions and Terminology: Familiarity with the definitions and terminology used in this directive will aid bidders in accurately responding to solicitations and understanding contract language.

Other / Unclassified

This document outlines the VA Black Hills Health Care System's policy and procedures for an Integrated Pest Management (IPM) Program. It details the policy's objective, justification, responsibilities, and specific procedures for pest control and prevention, with a significant focus on bedbug management.

While this document is a policy statement and not a solicitation, it provides critical insight into the operational standards and requirements for pest control services within the VA Black Hills Health Care System. Bidders interested in providing pest control services should review this document to understand:

• Scope of Work: The policy emphasizes environmentally sound practices, compliance with federal regulations (FIFRA, EPA, OSHA), and the use of state-licensed applicators. It also details specific inspection frequencies for different areas (food service, OR, patient treatment areas).
• Specific Pest Focus: A detailed section on bedbug prevention and control outlines the systematic approach required, including identification, prevention strategies for patient areas, and immediate actions upon suspected infestation.
• Pesticide Use: The policy specifies that only state-licensed pest controllers can apply pesticides, and no over-the-counter pesticides are permitted for general use within the Medical Center (with an exception for quarters residents in their own living areas).
• Non-Chemical Methods: Preference is given to non-chemical control methods where possible.

Understanding these requirements is crucial for any vendor seeking to contract with the VA for pest control services, as it defines the expected standards of performance, safety, and environmental considerations.