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

Description

{"description":"The Black Hills Health Care System is conducting market research in accordance with FAR 17.207 Exercise of Options for Guest Wireless Internet Services as described in the Preliminary Statement of Work below.\n\nThis is a SOURCES SOUGHT NOTICE only looking for businesses to provide the services listed in the Preliminary Statement of Work below for market research purposes. No proposals are being requested or accepted with this notice. THIS IS NOT A SOLICITATION FOR PROPOSALS OR PRICING AND NO CONTRACT SHALL BE AWARDED FROM THIS NOTICE. This notice shall not be construed as a solicitation or as an obligation on the part of the Department of Veterans Affairs.\n\nResponses to this notice will be treated only as information for the Government to consider as part of their market research efforts. The information provided will be used by the Government in developing its acquisition strategy regarding possible set aside for Service-Disabled Veteran-Owned, Veteran-Owned, and other socio-economic categories of small business. Interested parties are responsible for adequately marking proprietary, restricted or competition sensitive information contained in their response. The Government does not intend to pay for the information submitted in response to this notice and parties responding will not be entitled to payment for direct or indirect costs incurred in responding to this notice. \n\nThe North American Industry Classification System (NAICS) code for this requirement is 561710, Exterminating and Pest Control Services, with an SBA Small Business Size Standard of $17.5 Million.\n\nIf you are a vendor capable of providing the requested information and required services described below with competitive pricing, send your information with a description of proof of capability and answers to all questions to: Alisha.Milander@va.gov on or before Wednesday, April 15, 2026 at 12:00 PM Central Time. \n\nPlease provide answers as appropriate to the following questions in the table below with your response to this Sources Sought. Failure to respond accurately to the following questions may affect the acquisition strategy. Failure to respond to the questions at all, or not respond to select individual questions, will result in your response being determined as non-responsive.\n\n1. \nPlease provide all socio-economic categories of your firm (e.g., SDVOSB, VOSB, WOSB, Large Business, 8a, etc.) as well as your firm s SAM Unique Entity ID number (replaces DUNS number) and Government Contract POC.\n2. \nState whether the requested services may be ordered against a government contract awarded to your organization (e.g Federal Supply Schedule (FSS), General Services Administration (GSA), etc.).\n3. \nState if subcontracting is contemplated for this requirement and what percentage of the work will be subcontracted and for what tasks.\n4.\nProvide estimated lead time to deliver a fully functioning solution as described in the Preliminary Statement of Work below.\n5.\nComplete the ITEM INFORMATION directly below this section for market research pricing for the services described in the Preliminary Statement of Work.\nITEM INFORMATION\nITEM NUMBER\nDESCRIPTION OF SUPPLIES/SERVICES\nQUANTITY\nUNIT\nUNIT PRICE\nAMOUNT\n0001\n\n1.00\nYR\n$___________\n$___________\n\nPerform Integrated Pest Management Services for VA BHHCS per the Statement of Work.\nContract Period: Base\nPOP Begin: 06-01-2026\nPOP End: 05-31-2027\nPRINCIPAL NAICS CODE: 561710 - Exterminating and Pest Control Services\nPRODUCT/SERVICE CODE: S207 - Housekeeping - Insect/Rodent Control\n\n\n\n*If applicable, VAAR 852.219-75 VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction, will apply to the potential solicitation if set-aside for Veteran Owned Small-Businesses or Service Disabled Veteran Owned Small-Businesses.* \n\n*If applicable, FAR 52.219-14 Limitations on Subcontracting, will apply to the potential solicitation if set-aside for Small-Businesses.* \n\nDISCLAIMER \n\nThis Sources Sought is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this Sources Sought that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this Sources Sought. \n\nThe deadline for this information is 12:00 PM Central Time on Wednesday, April 15, 2026.\n\nPreliminary Statement of Work\n\nGENERAL INTENTION:\nThe purpose of this solicitation is to obtain Integrated Pest Management (IPM)\nServices for the Veterans Affairs, Black Hills Health Care System located at Fort\nMeade, Hot Springs, and Rapid City, South Dakota, as well as Transitional Residences in Sturgis, Rapid City, Hot Springs, and Pine Ridge, SD, hereinafter\nreferred to as VA BHHCS.\n\nLOCATIONS:\n\nVA Black Hills Health Care System (VA BHHCS):\n\nFort Meade VA Medical Center (FM VAMC)\n113 Comanche Road\nFort Meade, SD 57741\n\nHot Springs VA Medical Center (HS VAMC)\n500 North 5th Street\nHot Springs, SD 57747\n\nRapid City Community Based Outpatient Center (RC CBOC)\n2165 Promise Rd.\nRapid City, SD 57701\n\nSturgis Transitional Residence\n1215 Junction Ave\nSturgis, SD 57785\n\nRapid City Transitional Residence\n4117 Woodbine Pl\nRapid City, SD 57702\n\nHot Springs Transitional Residence\n500 N 5th St\nHot Springs, SD 57747\n\nPine Ridge Transitional Residence\n403 Veteran Ave\nPine Ridge, SD 57770\n\nGENERAL REQUIREMENTS:\n\nThe Contractor shall adhere to VHA Directive 1850.02 Pest Management Operations\nand local VA policy FAC-10 Pest Control. The VA is committed to an IPM. IPM is a\nprocess for achieving long term, environmentally sound pest suppression using a\nwide variety of technological and management practices. The Contractor shall use\ncontrol strategies that extend beyond the application of pesticides to include\nstructural and procedural modifications that reduce the food, water, harborage, and\naccess used by pests. This will be achieved through detailed scheduled inspections\nthat result in recommendations for a treatment plan that will be written and presented\nfor approval by the VA Contracting Officer s Representative (COR). The Contractor\nshall provide all supplies, materials, equipment, labor, supervision, management, and transportation to perform all tasks. This will be a one-year contract with four\nadditional option years based on performance. The Contractor will be expected to\nperform to the standards of this contract.\n\nThe Contractor shall have experience in eradicating a wide variety of pests and\nrodents (trap and removal). This includes, but is not limited to, eradication of bed\nbugs and other insects in large hospital settings, multiple campus locations, and\noutbuildings with a quick response time of less than 24 hours from time of\nnotification.\n\nThe Contractor will provide a written IPM for each location within VA BHHCS and the\nother above-listed locations which includes approval by the COR at the time of\naward.\n\nCONTRACT COMPLIANCE:\n\nThe Contractor shall assume full responsibility for compliance with all environmental\nregulations and VHA Handbook 1850.02, and FAC-10 Pest Control (Enclosures), as\nthey apply to IPM. The Contractor shall also perform all work in accordance with the\nguidelines established by Federal, State, and local ordinances. The Contractor will\nassume full responsibility for clean up in the event any chemical spill is released into\nthe environment accidentally or otherwise, on VA property.\n\nThe contractor shall report to building 89 at FM VAMC prior to conducting\ninspections or treatments at FM VAMC. The contractor shall report to building 43 at\nHS VAMC prior to conducting inspections or treatments at HS VAMC. The\ncontractor shall report to room 1720 at the RC CBOC prior to conducting inspections\nor treatments at the RC CBOC.\n\nBUILDING INSPECTION AND TREATMENT:\n\nThe Contractor will provide a detailed IPM to inspect all areas of the VA facilities for\npest infestation and pest prevention measures. At a minimum, all food service areas\nwill be inspected monthly, operating rooms (OR), sterile processing and supply\n(SPS), and pharmacy IV compounding rooms areas will be inspected quarterly, all\npatient treatment areas semiannually, and all other areas (to include outbuildings)\nannually. Any problems identified in between inspections will be communicated to\nthe COR and handled immediately.\n\nDuring these inspections the Contractor will:\n\nDetermine which IPM measures are appropriate and required.\n\nRecommend environmental sanitation practices that restrict or eliminate food,\nwater, or harborage for pests.\n\nThe Contractor will make recommendations to the COR that may require action by the VA Facility Maintenance to achieve adequate pest management\nprevention at all locations listed in this Statement of Work (SOW).\n\nThe Contractor will make recommendations to the COR who will communicate action to the RC CBOC Administrative Officer who will inform the Leaser or Lessor (General Services Administration), of required actions for pest management prevention at the RC CBOC.\n\nSelect and utilize non-chemical control methods that eliminate, exclude, or repel pests (i.e., insect electrocution devices, traps, air screens, etc.).\n\nSelect and use the most environmentally sound pesticide(s) to effect control when chemical control methods are necessary.\n\nDetermine and implement a course of action if the facilities have issues with\ncockroaches, ants, carpet beetles, spiders, carpenter ants, carpenter bees,\nwasps, houseflies, stable flies, blowflies, lice, bedbugs, fleas, scabies, mites,\nticks, scorpions, chiggers, saw tooth grain beetles, red/confused flour beetles,\ngrain moths, house mice, field mice, mice, roof rats, voles, norway rats, bats,\nsquirrels, gophers, moles, skunks, snakes, rabbits, raccoons, pigeons, starlings, sparrows, magpies, and any wood destroying organisms with the exception of termites; however this list is not all-inclusive.\n\nIdentify, remove, and clean any recent droppings that are known to be a health concern in ceilings, employee work areas, patient areas, or any other public areas. (This does not include barns or outbuildings not occupied by staff or patients).\n\nContinue to monitor treated areas to ensure control measures were adequate. Preventative measures include the semi-annual treatments. Monthly inspections at all locations that may include additional treatments at no additional costs.\n\nA detailed written account (monthly report), due on the 8th of every month for the preceding month, will be provided where any treatment was provided, and will indicate how much chemical was applied, any traps or bait stations that are placed shall include the exact locations, and the pest(s) targeted in the monthly report of activity. This information may vary from time to time based on the requirements set by the Federal Guidelines. In addition, a written annual report will be provided one month prior to the end of each annual period of performance with details of what type and quantity of chemicals were applied each month to date within that period of performance.\n\nRC CBOC only requires quick response treatments for emergent situations within 24 hours with monthly reporting, and will not need inspections, or quarterly and annual treatments.\n\nSemi Annual Treatment Schedule\n\nThe following buildings at FM VAMC shall be treated twice a year with the first treatment on 6/3/2026-6/4/2026 and the second treatment 12/9/2026-12/10/2026. This list is not all inclusive and may change periodically depending on the needs of the facility.\n\nStation Name Building Number\nBlack Hills, Fort Meade 40\nBlack Hills, Fort Meade 46\nBlack Hills, Fort Meade 48\nBlack Hills, Fort Meade 50\nBlack Hills, Fort Meade 53\nBlack Hills, Fort Meade 65\nBlack Hills, Fort Meade 72E\nBlack Hills, Fort Meade 85\nBlack Hills, Fort Meade 88\nBlack Hills, Fort Meade 89\nBlack Hills, Fort Meade 90\nBlack Hills, Fort Meade 91\nBlack Hills, Fort Meade 113\nBlack Hills, Fort Meade 137\nBlack Hills, Fort Meade 145\nBlack Hills, Fort Meade 146\nBlack Hills, Fort Meade 147\nBlack Hills, Fort Meade 148\nBlack Hills, Fort Meade T296\n\nThe following buildings at HS VAMC shall be treated twice a year with the first treatment on 6/5/2026-6/6/2026 and the second treatment\n12/16/2026-12/17/2026. This list is not all inclusive and may change periodically depending on the needs of the facility.\nStation Name Building Number\nBlack Hills, Hot Springs 1\nBlack Hills, Hot Springs 2\nBlack Hills, Hot Springs 3\nBlack Hills, Hot Springs 4\nBlack Hills, Hot Springs 5\nBlack Hills, Hot Springs 6\nBlack Hills, Hot Springs 7\nBlack Hills, Hot Springs 8\nBlack Hills, Hot Springs 9\nBlack Hills, Hot Springs 10\nBlack Hills, Hot Springs 11\nBlack Hills, Hot Springs 12\nBlack Hills, Hot Springs 14\nBlack Hills, Hot Springs 17\nBlack Hills, Hot Springs 18\nBlack Hills, Hot Springs 20\nBlack Hills, Hot Springs 29\nBlack Hills, Hot Springs 30\nBlack Hills, Hot Springs 31\nBlack Hills, Hot Springs 43\nBlack Hills, Hot Springs 53\nBlack Hills, Hot Springs 65\nBlack Hills, Hot Springs 66\nBlack Hills, Hot Springs C\n\nThe TR House at Hot Springs VAMC shall be treated twice a year with\nthe first treatment on 6/6/2026 and the second treatment 12/17/2026.\n\nThe TR House at Pine Ridge shall be treated twice a year with the first treatment on 6/10/2026 and the second treatment on 12/2/2026. \n\nThe TR House at Rapid City shall be treated twice a year with the first\ntreatment on 6/17/2026 and the second treatment on 12/17/2026. \n\nThe TR House at Sturgis shall be treated twice a year with the first\ntreatment on 6/18/2026 and the second treatment on 12/18/2026. \n\nPlease note that this is the semi-annual treatment schedule and does not include emergent or non-emergent calls for additional treatment for on-the-spot issues that may occur.\n\nConfined, crawl space, and other identified areas within a designated\nbuilding are considered as part of that building s integrated pest control plan.\n\nSCHEDULED WORK:\n\nPest management tasks to be completed shall be coordinated with the COR on an\nagreed upon time schedule with the understanding that often the most efficient times\nto inspect and develop a treatment plan are during slower periods, and frequently\nafter hours. Whenever possible, routinely scheduled work should be performed\nduring normal business hours, which are Monday through Friday, 7:30 am until 4:30\npm, excluding holidays.\n\nThe Contractor will coordinate treatment applications where personnel will be\npresent in advance so that individuals with special health needs can be reasonably\naccommodated. Whenever pesticides are used in a large-scale application, the\nCOR will notify the Industrial Safety Office in advance.\n\nEMERGENCY CALL BACK: The Contractor shall respond to any emergent\nconditions within four (4) hours after receipt of notification by the Contracting Officer\n(CO) or his/her designee and perform (IPM) Services to correct the emergent\ncondition. This call back service shall be accomplished at no additional charge to the\nGovernment. Examples of emergent conditions would be suspected or confirmed\nbed bugs, or any pest that is affecting working conditions or patient care.\n\n2025 historical data includes emergent call backs for VA BHHCS:\n\nFort Meade __ emergent calls for treatment in 2025\nHot Springs __ emergent calls for treatment in 2025\nRC CBOC __ emergent calls for treatment in 2025\nTR Houses __ emergent calls for treatment in 2025\n\nWhen an emergent need is identified facility staff will close and secure the\naffected area until the area has been inspected and treated.\n\nUpon completion of the treatment of the identified area facility staff will wait\n\nNON-EMERGENT CALLS: The Contractor shall report within a mutually agreed\nupon time of less than 24 hours with COR for non-scheduled services without\nadditional charge to the Government.\n\nThe Contractor shall provide a method, such as cellular telephone number(s) or\nemail address that is checked every four (4) hours where they can be contacted at\nany time.\n\nPest Control Chemical, Materials, and Equipment:\n\nStorage of pest control chemicals, materials, or equipment is prohibited on government property.\n\nAny pest control chemical applied on VA property will have a Safety Data Sheet\n(SDS) and a copy of the SDS will be provided to the COR prior to the application of\nthe chemical. The Contractor shall provide SDS book upon award to the COR of all\nhazardous chemicals used.\n\nThe contractor shall provide all equipment and electronic eradication devices that is\na light attracting device with replaceable sticky sheets (device) at the following\nlocations at no additional charge.\n\nFort Meade VAMC\n1-device in Hallway to SPS in building 113\n1-device in basement area adjacent building entry by dumpster in building 113\n1-device in Canteen Services Restaurant in building 145\n2- devices in Nutrition and Food Services in building 145\n1-device in the dining area of CLC in building 148\n\nHot Springs VAMC\n\n1- device between Post Office and SPS in building 12\n1- device in Nutrition and Food Services in building 53\n1- device in Canteen Restaurant in building 5\n1- device in Domiciliary Kitchen in building 2\n\nRapid City CBOC requires 1- device\n\nContractor Security Requirements:\n\nAll Pest Control Technicians shall wear VA provided identification (I.D.) badges above the waist while on the VA grounds. The Contractor shall be required to \ncoordinate with the COR to obtain the VA provided PIV badges for all staff.\n\nNo personal electronic devices are allowed to be used in the VA Medical Centers while working unless it is an emergency.\n\nContractor will provide the VA COR a listing of Pest Control Technicians who will be performing services under the contract for the background investigation process to commence.\n\nContracted Pest Control Technicians will need to complete OF 306, Contractor Background Investigation Request, Self-Certification Form, and Security PIV Sponsorship Form. Additional forms may be needed to complete the background checks. All forms will come to the COR to submit to Employee Labor Relations Shared Service Unit (Personnel Security).\n\nFingerprinting is required for all background investigations and when completed is known as a Special Agreement Check (SAC) clearance. Fingerprinting can be done at the local VA facility with the Contractor/Employee Fingerprint Resource Form filled out.\n\nAll Contractor personnel providing services under this contract are required to complete VA s Privacy, Rules of Behavior, and Cyber Security training courses before starting work and annually as required. Documented proof must be provided to the task order CO and COR.\n\nThe Contractor shall adhere to only the following IT security sections contained in the IT Contract Security Clause below (VHA Handbook 6500.6):\n\nGENERAL\n\nSafety and Security Precautions:\n\nThe Contractor shall provide their employees with any safety equipment that is\nrequired for performance of the contract. The Contractor shall also take all required\nprecautions regarding fire and safety policies/procedures within VA. The Contractor\nis responsible for immediately notifying the COR of any existing or potentially unsafe\nconditions noted or that may develop in which any space the Contractor is aware\n(i.e., frayed electrical cord, dripping, or seeping of fluids). The Contractor shall\ncomply with all Occupational Safety and Health Act (OSHA) and other applicable\nlaws/regulations for the protection of his/her employees. The Government shall\nassume no liability or responsibility for the Contractor s compliance or\nnoncompliance with such requirements.\n\nPerformance Standards and Potential Penalties:\n\nThe quality assurance surveillance plan (QASP) chart below outlines performance\nobjective, standards, minimum quality levels, surveillance methods, and possible\npenalties for non-performance to serve as a guide for Contractor performance\nevaluations under this Contract. Terms may be tailored and added. Confirmation of\ndelinquent performance will be made known to the Contractor immediately upon\ndiscovery. Any identified deficiency will be noted by the observer, reported to the\nCO, and the CO will be responsible for investigating if the deficiency is founded or\nnot.\n\n\n\nPerformance\nObjective\nStandard\n\nMinimum\nQuality\nLevel\n\nSurveillance\nMethod\n\nPossible\nPenalty\n\nTimeliness\nContractor delivers supplies and services in a timely manner. Service Technicians arrive as scheduled. Emergency within 4 hours and non-Emergency within 24 hours.\nPerformance\nwill meet\nstandard\n90% of the\ntime\nObservation,\nvalidated\ncomplaints.\nPerformance\nEvaluation to\nreflect poor\nperformance;\n10% reduction of relevant invoice payments\nProfessionalism\nContractor shall present\nthemselves in accordance with\nthe terms of the Contract, follow\nwork site requirements, and\nbehave courteously and professionally.\nPerformance\nwill meet\nstandard\n90% of the\ntime\nObservation,\nvalidated\ncomplaints.\nPerformance\nEvaluation to\nreflect poor\nperformance\nSupply and\nService\navailability\nSupplies and services the\nContractor states they can\nprovide are provided when\nscheduled.\nPerformance\nwill meet\nstandard\n100% of the\ntime\nObservation,\nvalidated\ncomplaints.\n\nPerformance\nEvaluation to\nreflect poor\nperformance;\ntermination of\ncontract\nQuality of\nsupplies and\nservices\nContractor provided items will be\nqualified and capable of\nperforming the services\nscheduled.\nPerformance\nwill meet\nstandard\n100% of the\ntime\nObservation,\nvalidated\ncomplaints.\n\nPerformance\nEvaluation to\nreflect poor\nperformance;\n100% reduction\nof invoice\npayment\n\nSee attached document: MCP FAC-10 Pest Control\nSee attached document: VA Directive 1850.02 Pest Management Operations\nSee attached document: NARA Records Management\nSee attached document: Fort Meade Site Map\nSee attached document: Hot Springs Site Map\n"}