Amendment 4: Updated Q&A - Fort Yuma Health Center Pest Control Service

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding Solicitation IHS1523673, clarifying requirements related to pest and wildlife control services.

• Bird Netting: The requirement for bird netting installation is limited to maintenance and repair of existing netting, not a complete replacement of the entire 18,720 sq. ft. of carport space. (See updated SOW).
• Termite Retreatment: The 5-year termite protection retreatment is scheduled for February 2027. The incoming contractor will assume responsibility for retreatment and annual inspections. Baseline pricing should assume zero active infestations.
• Past Performance: The minimum number of past performance references required is one within the past five years, as stated in the SOW, overriding the Quote Preparation Instructions. (See Attachment B).
• Burrowing Animals: The Contractor is responsible for eliminating nuisance wildlife such as gophers, ground squirrels, and prairie dogs.
• Tribal TERO Fees: The annual Tribal TERO fee is $150 for a 12-month period. Contact Brian Golding at (760)-572-5270 or b.golding@quechantribe.com for details.
• Incumbent Contractor: RAM Pest Management, LLC, PO# 75H71221P00177, with a contract value of $131,900.
• Liability Insurance: The prime contractor is responsible for all liability insurance requirements, including proof of coverage, even if subcontractors maintain their own insurance.
• Service Frequency: One service per month is standard, typically on the first Thursday of the month for 8 hours, with additional services as needed.
• Fly Lights: Fly lights are not required.
• FIFRA Training: Documentation demonstrating contractor personnel training in FIFRA requirements for handling, storage, application, and disposal of pesticides is required.
• Building Perimeter: The property includes a 75K sq. ft. building and 9.29 acres of land, totaling approximately 413,820 sq. ft.
• Tribal Business License: Offerors can submit proposals without a current Tribal business license but must obtain all required licenses, permits, and TERO compliance prior to award or work commencement.
• Submittals: Required submittals (proof of liability insurance, applicator license, termite/bird control programs, SDS, EPA approvals, FIFRA training, work schedule, TERO documentation, past performance references) are due no later than 10 working days after award, not with the proposal.
• Termite Treatment Pricing: Pricing for the 5-year termite re-treatment (due February 2027) and subsequent annual inspections must be included in the proposal.

These clarifications adjust understanding of scope (bird netting, burrowing animals), requirements (past performance references, FIFRA training, Tribal licenses), and submission details (submittals due post-award). Bidders should ensure their proposals reflect these updated understandings, particularly regarding pricing and compliance.

Statement of Work (SOW)

To maintain a safe, sanitary, and healthcare-compliant environment at the Fort Yuma Healthcare Center (FYHC) through comprehensive pest control services.

The Contractor shall provide Integrated Pest Management (IPM) services, including:

• Monthly interior and exterior pest control.
• Rodent control (mice and rats).
• Cockroach elimination, particularly in warehouse areas.
• Installation and maintenance of UV fly traps.
• Drain pest elimination.
• Burrowing animal elimination.
• Bird control and sanitation.
• Termite inspections and retreatment.
• Emergency pest response.

Services cover the entire interior of the healthcare center, exterior perimeter, storage buildings, containers, emergency generators, mechanical equipment, solar collectors, rooftop structures, and five carports.

Note: Large vertebrate trapping (dogs/cats) is excluded and handled by Quechan Fish and Game.

• Place: Fort Yuma Healthcare Center, 401 Picacho Road, Winterhaven, CA 92283.

• Period: Services performed monthly during the first week of each month, 8:00 a.m. to 5:00 p.m. (Arizona Time). Emergency services within 48 hours of notification. A detailed schedule to be coordinated with the Facilities Engineer.

• Monthly exterior treatments.

• Application of insecticide and rodenticide along perimeters, storage containers, and generators.

• Provision of sufficient rodent traps and survey for placement.

• Installation and maintenance of indoor UV fly traps and outdoor non-toxic attractant traps.

• Elimination of drain pests and burrowing animals.

• Interior spraying only upon request of Environmental Services or Facilities Maintenance, with written approval required for rodent traps inside the hospital.

• Monthly removal of bird nests, droppings, feathers, and deceased birds; disinfection of affected areas; avoidance of pressurized water or firearms.

• Annual termite inspections and a retreatment program (5-year protection to commence February 2027).

• Regulatory Compliance: Adherence to FIFRA, EPA regulations, OSHA standards, and Federal, State, and Tribal regulations.

• Methods: Use of least-toxic methods appropriate for a healthcare population, following all labeling requirements, ensuring chemicals do not stain surfaces, and not storing materials on Government property.

• Tribal Requirements: Obtain and maintain a Tribal business license, comply with TERO requirements, obtain necessary Tribal work permits, and provide documentation to the Facilities Engineer. All associated fees borne by the Contractor.

• Contractor Qualifications: Maintain a Certified Applicator license (AZ or CA), provide two references, designate an on-site supervisor for quality control, and provide documentation of employee training compliance with FIFRA.

• Submittals: Proof of liability insurance, applicator license(s), termite and bird control programs, SDS for chemicals, EPA approvals, employee FIFRA training documentation, detailed work schedule, TERO documentation, and past performance references are required.

• An Integrated Pest Management Plan is available upon request.

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding Solicitation IHS1523673, clarifying requirements related to pest and wildlife management services.

• Bird Netting: The requirement for bird netting installation is limited to maintenance and repair of existing netting, not a complete new installation across the entire 18,720 sq. ft. of carport space. The updated SOW reflects this.
• Termite Retreatment: The retreatment program is for continued protection, assuming no baseline active infestations. The incoming contractor will be responsible for existing termite baiting/barrier systems. A 5-year protection retreatment will commence in February 2027, as per the updated SOW.
• Past Performance References: The minimum number of past performance references required for technical acceptability is now aligned with the Quote Preparation Instructions (Attachment B), which specifies at least two recent and relevant references. The SOW has been updated to reflect this.
• Burrowing Animals: The Contractor is responsible for eliminating wildlife such as gophers, ground squirrels, and prairie dogs. These are not excluded under the "Large vertebrate trapping" category.
• Tribal TERO Fees: The applicable TERO fee is $150 per year for 12 months. Contact Brian Golding at (760)-572-5270 or b.golding@quechantribe.com for details.
• Incumbent Contractor: RAM Pest Management, LLC, PO # 75H71221P00177, with a total contract value of $131,900.
• Liability Insurance: The prime contractor is responsible for meeting all liability insurance requirements and providing proof of coverage. Subcontractors may have their own insurance, but the prime remains responsible.
• Service Frequency: One service per month is generally needed, typically on the first Thursday of the month for 8 hours, plus as needed on service requests.
• Fly Lights: Fly lights are not required.
• Netting and Bait Stations: Bird netting and termite bait stations installed under the current contract are expected to remain in place unless otherwise directed by the Government after the current contractor departs.

Clarifications have been made to the SOW and other sections regarding bird netting, termite retreatment scope, past performance references, burrowing animal responsibility, and TERO fees. Bidders should ensure their proposals reflect these updated understandings. The SOW has been updated to reflect quote instructions and past performance reference requirements.

Other / Unclassified

This document provides site visit information for RFQ IHS1523673.

• Date: April 8, 2026
• Time: 10:00 AM (Arizona time)
• Location: Fort Yuma Health Center, 401 Picacho Rd, Winterhaven, CA 92283
• Check-in Instructions: Report to the Front Desk and request the POC(s).
• Points of Contact (POCs): Zachery Webb Keel and Edmund Thundercloud

The site visit is at the contractor's discretion and is not mandatory. This information is relevant for bidders who wish to visit the site prior to submitting a quote.

Other / Unclassified

This document provides site visit information for RFQ IHS1523673.

• Date: April 8, 2026

• Time: 10:00 AM (Arizona time)

• Location: Fort Yuma Health Center, 401 Picacho Rd, Winterhaven, CA 92283

• Check in at the Front Desk.

• Request the POC(s) upon arrival.

• Zachery Webb Keel

• Edmund Thundercloud

This information is crucial for bidders intending to attend the site visit, providing essential details on when, where, and how to access the location and relevant personnel.

Statement of Work (SOW)

To maintain a safe, sanitary, and healthcare-compliant environment at the Fort Yuma Healthcare Center (FYHC) through comprehensive pest control services.

The contractor will provide Integrated Pest Management (IPM) services, including but not limited to:

• Monthly interior and exterior pest control.
• Rodent control (mice and rats).
• Cockroach elimination, particularly in warehouse areas.
• Installation and maintenance of UV fly traps.
• Drain pest elimination.
• Burrowing animal elimination.
• Bird control and sanitation.
• Termite inspections and retreatment.
• Emergency pest response.

Note: Large vertebrate trapping (dogs/cats) is excluded and handled by Quechan Fish and Game.

• Period: Services to be performed monthly during the first week of each month, between 8:00 a.m. and 5:00 p.m. (Arizona Time). Emergency services required within 48 hours of notification.

• Place: Fort Yuma Healthcare Center, 401 Picacho Road, Winterhaven, CA 92283. Services cover the entire interior of the healthcare center, exterior perimeter, storage buildings, containers, emergency generators, mechanical equipment, solar collectors, rooftop structures, and five carports (areas specified with square footage).

• Monthly exterior treatments and insecticide/rodenticide application along perimeters, storage, and generators.

• Provision of rodent traps and surveys.

• Installation and maintenance of indoor UV fly traps and outdoor non-toxic traps.

• Elimination of drain pests and burrowing animals.

• Interior spraying only upon request, with written approval for rodent traps inside the hospital.

• Special precautions for warehouse cockroach control.

• Monthly removal of bird nests, droppings, feathers, and disinfection of affected areas.

• Installation and maintenance of bird netting under carports.

• Annual termite inspections and retreatment program.

• Compliance with Federal Insecticide, Fungicide, and Rodenticide Act (FIFRA), EPA regulations, OSHA standards, and Federal, State, and Tribal regulations.

• Use of least-toxic methods, adherence to labeling requirements, ensuring chemicals do not stain surfaces, and not storing materials on Government property.

• Obtain and maintain a Tribal business license.

• Comply with Tribal Employment Rights Office (TERO) requirements.

• Obtain necessary Tribal work permits prior to beginning work.

• Provide documentation to the Facilities Engineer prior to work commencement.

• All associated fees are borne by the Contractor.

• Maintain a Certified Applicator license (AZ or CA).

• Provide at least one reference within the past five years.

• Designate an on-site supervisor for quality control.

• Provide documentation of employee training compliance with FIFRA.

• Required submittals include: Proof of liability insurance, applicator license(s), termite and bird control programs, SDS for chemicals, EPA approvals, employee FIFRA training documentation, detailed work schedule, TERO documentation, and past performance references.

Solicitation / RFP / RFQ

This document contains clauses, provisions, additional terms, and conditions for RFQ IHS1523673, "Fort Yuma Pest Control Service." It outlines the requirements and expectations for potential offerors responding to this Request for Quotation.

• Invoicing Instructions: Mandates electronic submission of invoice payment requests via the Department of Treasury Invoice Processing Platform (IPP) or successor system, unless alternate procedures are authorized in writing.

• Contract Clauses: Incorporates numerous Federal Acquisition Regulation (FAR) and HHS Acquisition Regulation (HHSAR) clauses by reference, covering a wide range of topics including:

  • Anti-Lobbying, Safety and Health, Privacy Act, Equal Employment Opportunity
  • Contractor Cooperation, Publications and Publicity, Confidential Information
  • Commercial Products and Commercial Services terms
  • Restrictions on Confidentiality Agreements, Kaspersky Lab products, Telecommunications/Video Surveillance Services
  • Prohibition on Inverted Domestic Corporations
  • Accelerated Payments to Small Business Subcontractors
  • Protest After Award, Applicable Law for Breach of Contract Claim
  • Restrictions on Subcontractor Sales, Contractor Code of Business Ethics and Conduct, Whistleblower Protections
  • Commercial and Government Entity Code Maintenance, Incorporation by Reference of Representations and Certifications
  • Basic Safeguarding of Covered Contractor Information Systems
  • Notice of HUBZone Set-Aside or Sole-Source Award, Price Evaluation Preference for HUBZone Small Business Concerns
  • Notice of Total Small Business Set-Aside, Notice of Partial Small Business Set-Aside
  • Utilization of Small Business Concerns, Small Business Subcontracting Plan
  • Limitations on Subcontracting, Liquidated Damages-Subcontracting Plan
  • Notice of Set-Aside for, or Sole-Source Award to, Service-Disabled Veteran-Owned Small Business (SDVOSB) Concerns
  • Postaward Small Business Program Rerepresentation
  • Notice of Set-Aside for, or Sole-Source Award to, Economically Disadvantaged Women-Owned Small Business Concerns
  • Notice of Set-Aside for, or Sole-Source Award to, Women-Owned Small Business Concerns
  • Orders Issued Directly Under Small Business Reserves, Nonmanufacturer Rule
  • Convict Labor, Child Labor-Cooperation with Authorities and Remedies
  • Equal Opportunity for Veterans, Equal Opportunity for Workers with Disabilities
  • Employment Reports on Veterans, Notification of Employee Rights Under the National Labor Relations Act
  • Combating Trafficking in Persons, Employment Eligibility Verification
  • Estimate of Percentage of Recovered Material Content for EPA-Designated Items
  • Ozone-Depleting Substances and High Global Warming Potential Hydrofluorocarbons
  • Maintenance, Service, Repair, or Disposal of Refrigeration Equipment and Air Conditioners
  • Aerosols, Foams, Sustainable Products and Services
  • Privacy Training
  • Buy American-Supplies, Buy American-Free Trade Agreements-Israeli Trade Act
  • Trade Agreements, Restrictions on Certain Foreign Purchases
  • Contractors Performing Private Security Functions Outside the United States
  • Notice of Disaster or Emergency Area Set-Aside, Restrictions on Subcontracting Outside Disaster or Emergency Area
  • Encouraging Contractor Policies to Ban Text Messaging While Driving
  • Tax on Certain Foreign Procurements
  • Terms for Financing of Purchases of Commercial Products and Commercial Services
  • Installment Payments for Commercial Products and Commercial Services
  • Payment by Electronic Funds Transfer-System for Award Management
  • Payment by Electronic Funds Transfer-Other than System for Award Management
  • Payment by Third Party
  • Privacy or Security Safeguards
  • Prohibition on Unmanned Aircraft Systems Manufactured or Assembled by American Security Drone Act-Covered Foreign Entities
  • Preference for Privately Owned U.S.-Flag Commercial Vessels
  • Service Contract Labor Standards, Statement of Equivalent Rates for Federal Hires
  • Fair Labor Standards Act and Service Contract Labor Standards-Price Adjustment
  • Exemption from Application of the Service Contract Labor Standards to Contracts for Maintenance, Calibration, or Repair of Certain Equipment-Requirements
  • Exemption from Application of the Service Contract Labor Standards to Contracts for Certain Services-Requirements
  • Minimum Wages for Contractor Workers Under Executive Order 14026
  • Paid Sick Leave Under Executive Order 13706
  • Promoting Excess Food Donation to Nonprofit Organizations
  • Reporting Requirement for U.S.-Flag Air Carriers Regarding Training to Prevent Human Trafficking

• Instructions to Offerors (FAR 52.212-1): Requires submission of Technical Approach, Past Performance, and Pricing Proposal aligned with CLIN Price Schedule.

• Evaluation Factors: Technical Capability and Past Performance are significantly more important than Price. Price may become the determining factor if technical and past performance are equal.

  • Technical Approach: Evaluated on understanding of Integrated Pest Management (IPM), approach to minimizing chemical use, methods for controlling specific pests, plan for monthly services and emergency response, compliance with EPA, OSHA, FIFRA, and provision of Certified Applicator License and FIFRA training documentation.
  • Past Performance: Requires at least two recent and relevant references and a description of similar work (preferably healthcare or government facilities).
  • Price: Evaluated for completeness, reasonableness, and balance across base and option years.

• Quote Due Date: April 17, 2026, at 11:00 PM MST, submitted via email.

• Offer Acceptance: Offers must be firm for at least 120 days from receipt.

• Contract Type: Not explicitly stated, but implied to be for commercial items based on FAR 52.212-1 and 52.212-2.

• Period of Performance: Includes base year and option years. Option to Extend Services (52.217-8) allows for up to 6 months extension.

• Submission: Technical Approach, Past Performance, and Pricing Proposal via email by April 17, 2026, 11:00 PM MST.

• Evaluation: Best Value basis, with Technical Capability and Past Performance being significantly more important than Price. Government reserves the right to award without discussions and to award to other than the lowest priced quote.

• Numerous clauses related to small business set-asides (HUBZone, SDVOSB, EDWOSB, WOSB) and utilization of small businesses are included, indicating potential set-aside opportunities.

• The document lists many clauses incorporated by reference, which offerors must understand and comply with.

• The Department of Health and Human Services, Phoenix Area Indian Health Service is tax-exempt in Arizona.

• System updates may lag policy updates; SAM may require representations not explicitly in solicitations.

Form / Attachment / Pricing Sheet

This document is an Exemption Letter from the Arizona Department of Revenue granting the Department of Health & Human Services, Phoenix Area Indian Health Service, an exemption from Arizona Transaction Privilege Tax and Use Tax. This exemption is effective January 1, 2025.

• The letter lists specific business codes and classifications for which the exemption applies, including Utilities, Pipeline, Publication, Job Printing, Restaurant, Retail, and Use Tax, among others.
• It specifies that the exemption applies to transactions where the organization is the customer.
• It explicitly states there are no deductions for transient lodging/hotel.
• Appendix A lists all locations claimed to be exempt by the organization.

Bidders should note that the Phoenix Area Indian Health Service has tax-exempt status for certain transactions starting January 1, 2025. This may affect how invoices are processed and payments are made for services or goods provided under specific business classifications listed in the document. Bidders may be required to obtain and present an Arizona Form 5000HC to substantiate the exempt status for specific locations listed in Appendix A.

Solicitation / RFP / RFQ

This document is a Request for Quote (RFQ) for commercial items, specifically pest control services for the Fort Yuma Health Center. It constitutes the only solicitation, and written proposals are required. The award will be a Firm Fixed Price contract for a Base Year with four Option Years. This is a Total Small Business Set-Aside.

• Pest Control Services (NAICS Code 561710)

• Offerors must propose on an all-or-none basis.

• Written proposals are required.

• The contract will be a Firm Fixed Price.

• Include CAGE Code, DUNS, Tax Identification Number, FOB Point, Discount Terms, and Delivery Date.

• Contract Type: Firm Fixed Price

• Period of Performance: Base Year + Four Option Years

• Estimated Value: Not specified

• Submission of Quotes Due Date: April 17, 2026, 1:00 pm MST.

• Questions Due Date: April 10, 2026, 5:00 pm MST. Contact Kerri Gilmore at Kerri.Gilmore@ihs.gov.

• Proposals must be valid for a 120-day acceptance period.

• Applicable FAR/HHSAR provisions and clauses are included as an attachment.

• Total Small Business Set-Aside.

• Offerors must be registered in the System for Award Management (SAM).

• Reference Number: IHS1523673

• The Statement of Work, Solicitation Clauses, and Price Schedule are attached documents.

Form / Attachment / Pricing Sheet

This document is a price schedule for the Fort Yuma Pest Control Services opportunity. Bidders are expected to use this form to provide their pricing for the base year and all option years.

• CLIN Structure: Details the Contract Line Item Numbers (CLINs) for the services.
• Base Year: Covers 12 months of Pest Control Services.
• Option Years 1-4: Each option year also covers 12 months of Pest Control Services.
• Fields: Requires Quantity, Unit, Unit Price, and Total Price for each CLIN.
• Total Price: A final total price field is included.

This price schedule is critical for bidders to complete their proposals. It outlines the structure for submitting cost information for the base period and potential option periods of the contract. Accurate completion of this schedule is essential for proposal evaluation.

Form / Attachment / Pricing Sheet

This document is the "Indian Health Service Buy Indian Act Indian Economic Enterprise Representation Form." It serves as a self-certification for offerors to confirm they meet the definition of an "Indian Economic Enterprise" as required by the Buy Indian Act. This form is to be submitted in response to a Sources Sought Notice, Request for Information (RFI), or Solicitation.

• Eligibility Criteria: Offerors must certify that they meet the definition of an "Indian Economic Enterprise" throughout the offer period, contract award, and the full contract performance period.
• Reporting Requirement: Contractors must immediately notify the Contracting Officer if they no longer meet eligibility requirements.
• Documentation: Contracting Officers may require documentation of eligibility, and awards may be subject to protest.
• Registration: Successful offerors must be registered with the System of Award Management (SAM).
• Penalties: False or misleading information is punishable under federal law.
• Representation Section: Requires the offeror to check a box indicating whether they meet the definition of an "Indian Economic Enterprise" with "Indian Ownership."
• Information Fields: Includes spaces for the name of the Federally Recognized Tribal Entity, name of the 51% owner of the IEE Firm, Business Name, DUNS Number, Certifying Signature, and Print Name.

This form is critical for bidders seeking to participate in opportunities designated for Indian Economic Enterprises under the Buy Indian Act. Bidders must accurately complete and submit this form to self-certify their eligibility. Failure to meet the criteria or accurately represent their status can lead to disqualification or penalties.

Sources Sought Notice

This notice is a Sources Sought for Pest Control Services for the Fort Yuma Health Center. It is for market research purposes only and is not a Request for Quote (RFQ) or Request for Proposal (RFP).

• The contractor shall provide Pest Control Services.

• The Buy Indian Act will be utilized, giving priority for purchases to Indian Economic Enterprises (IEE) and Indian Small Business Economic Enterprises (ISBEE).

• Acquisitions subject to FAR 12.209 or FAR 13.106 must be set-aside exclusively for ISBEEs.

• Interested firms must respond in writing.

• The response date is March 11, 2026, at 1300 Local Time.

• Responses should include company name, point of contact, FSS/SEWP contract number (if applicable), DUNS or SAM Unique Entity Identifier, Tax ID number, indication of business category (IEE or ISBEE), a capability statement, and manufacturer authorization documentation (Attachment 2).

• Firms must also complete the IHS Indian Economic Enterprise Representation form (Attachment 1) and identify the Federally Recognized Indian Tribe or Alaska Native Corporation for IEE status.

• Prospective contractors must be registered in the System for Award Management (SAM) and complete electronic annual representations and certifications.

• The primary focus is on identifying IEEs and ISBEEs to comply with the Buy Indian Act.

• The government will use responses to determine if there is a reasonable expectation of obtaining offers from two or more IEEs for a potential set-aside.

• This is the only notice; no other copies will be provided.