ARFQ 0608 DCR2500000050 - Specifications.pdf

REQUEST FOR QUOTATION

ARFQ 0608 DCR2500000050

Pest Control Services Kenneth “Honey” Rubenstein Juvenile Center

Revised 10/27/2014

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Division of Administrative Services of behalf of the WV Division of Corrections and Rehabilitation Services for the Kenneth ‘Honey’ Rubenstein Juvenile Center, located at 141 Forestry Camp Road Davis WV 26260, to establish an open-end contract for Pest Control Services.

2. DEFINITIONS: The terms listed below shall have the meanings assigned to them below.

Additional definitions can be found in section 2 of the General Terms and Conditions.

2.1 “Agency” means Agency of the WV Division of Corrections and Rehabilitation

Services.

2.2 “Contract Services” means Pest Control Services as more fully described in these specifications.

2.3 “EPA” means Environmental Protection Agency.

2.4 “IPM” or “Integrated Pest Management” means the selections, integration, and implementation of multiple pest control techniques based on predictable economic, ecological, and sociological consequences, making maximum use of naturally occurring pest controls, such as weather, disease agents, and parasitoids, using various biological, physical, chemical, and habitat modification methods of control, and using artificial controls only as required to keep particular pests from surpassing intolerable population levels predetermined from an accurate assessment of the pest damage potential and the ecological, sociological, and economic cost of other control measures.

2.5 “MSDS” means Material Safety Data Sheet.

2.6 “OSHA” means Occupational Safety and Health Administration.

2.7 “Pricing Pages” means schedule of prices, and totals contained in wvOasis or attached hereto as Exhibit A – Pricing Page and used to evaluate the Solicitation responses.

2.8 “Solicitation” means the official notice of an opportunity to supply the State with goods or services that is published by the WV Division of Administrative Services.

3. MANDATORY REQUIREMENTS:

3.1 Contract Items and Mandatory Requirements: Vendor shall provide Agency with the Contract Services listed below on an open-end and continuing basis. Contract Services must meet or exceed the mandatory requirements as shown below.

3.1.1 Pest Control Services: Vendor will provide labor, materials, services, skills, supervision, and necessary tools and equipment to ensure that the Agency’s facilities will be free of pests. Vendor shall have the capability to perform and complete the services in all respects in accordance with the solicitation documents. Vendor hereby warrants that all services shall be performed in a timely and workmanlike manner. Vendor shall keep the property free and clear of excess materials, debris, and equipment at all times. Vendor shall provide the following services within the boundaries of each facility.

3.1.2 Rodents, Insects, and Other Pests: Integrated Pest Management (IPM) methods shall be used to the extent possible to remove and exterminate rodents, insects, and other pests, for prevention and/or elimination of rats, mice, roaches, fleas, ants, silverfish, centipedes, millipedes, earwigs, spiders, crickets, and all other common insects. This contract does not include control of wood destroying organisms, birds, snakes, bats (or any other mammals).

3.1.2.1 IPM means the selection, integration and implementation of multiple pest control techniques based on predictable economic, ecological, and sociological consequences, making maximum use of naturally occurring pest controls, such as weather, disease agents, and parasitoids, using various biological, physical, chemical, and habitat modification methods of control, and using artificial controls only as required to keep particular pest from surpassing intolerable population levels predetermined from an accurate assessment of the pest damage potential and the ecological, sociological, and economic cost of other control measures.

3.1.2.2 Pest covered for prevention and/or elimination shall include, but not limited to, rats, mice, roaches, fleas, ants, silverfish, centipedes, millipedes, earwigs, spiders, crickets, and all other common insects.

3.1.2.3 Vendor shall provide treatment using only pesticides that comply with Federal Regulations.

3.1.2.4 Vendor shall visit each property to inspect, maintain, and/or service the interior and exterior of the associated facility for Pest Control Service to include but not limited to the following:

3.1.2.4.1 Accessible Structural Voids

3.1.2.4.2 Basement Areas

3.1.2.4.3 Common Areas, entrance ways, hallways, and

stairways

3.1.2.4.4 Elevator rooms and associated elevator pits

3.1.2.4.5 Food Service Areas, kitchens, employee break

rooms, dining areas

3.1.2.4.6 Food Storage Areas

3.1.2.4.7 Garage and Parking Areas

3.1.2.4.8 Loading Docks

3.1.2.4.9 Maintenance Areas

3.1.2.4.10 Mechanical Rooms and Utility Rooms

3.1.2.4.11 Restrooms

3.1.2.4.12 Ten-Foot perimeter around facility

3.1.2.4.13 Trash Collection Areas

3.1.2.5 Any ant trails shall be followed to the source and exterminated.

Vendor shall provide ant bait stations for interior and infestation.

3.1.2.6 Vendor shall perform treatments within a schedule approved and authorized in writing by the agency which may require treatments to be performed outside normal business hours of Monday through Friday, 8:00am to 5:00 pm at no additional charge outside of the set fee within the Exhibit A – Pricing Page.

3.1.2.7 Schedule of Services to be Provided – First month after issuance of deliver order: A thorough inspection of each facility shall be conducted to locate any infestation. Intensive treatment should follow to assure a 7-day resolution to eliminate all existing infestations.

3.1.2.8 Monthly visits should be scheduled at least once a month to all facilities, with kitchens and food preparation areas scheduled twice monthly. Follow up inspection and treatment, as needed, shall be accomplished at each facility.

3.1.2.9 Additional inspections shall be made upon request by the Agency to maintain quality standards.

3.1.2.10 Vendor must respond to complaints from the Agency within

Twenty-Four (24) hours and resolve outstanding issues within seven (7) days.

3.1.3 Elimination of Bed Bugs

3.1.3.1 Vendor is expected to utilize industry standard methods for the inspection, detection and subsequent treatment of buildings, rooms, furnishing, fixtures, and textiles whereby bed bug can harbor and thrive. Various methods of treatment may include but not individually limited to: Pesticide treatment, canister vacuuming, fogging, heat treatments and cold treatments – all as deemed necessary upon inspection for the successful elimination of eggs, the five larva stages and the adult bed bugs.

3.1.3.2 Vendor must perform a thorough and complete inspection of infested and adjacent rooms (left, right, above and below) including behind baseboards, under loose wallpaper, inside switch and outlet plates, inside furniture seams, mattress seams, in between mattress and box springs, behinds head boards and art work, in paneling seams, under loose carpets, and inside furniture, cabinetry and drawers.

3.1.3.3 Vendor shall be responsible for providing for the placement of barricades, tarps, plastic, flag tape and other safety equipment required to protect the public, surrounding areas, equipment and vehicles.

3.1.3.4 When required, Vendor shall remove furniture, bedding, couches, chairs, rugs, and all other furnishings and fixtures in infected areas. These items are to be treated or wrapped in plastic and properly disposed of.

3.1.3.5 This contract will cover the emergency treatment of a bed bug infestation and is subject to call-out immediately after bed bugs are discovered within a covered facility. Vendor shall be required to respond to the property within twenty-four (24) hours of the notification of the discovery.

3.1.3.6 Upon arrival to the property, a thorough inspection of each facility shall be conducted to locate any infestation. If an infestation is discovered, intensive treatment must be immediately scheduled to assure a resolution to eliminate all existing infestations.

Inspection and treatment shall include all infested rooms as well as rooms to the left, right, above and below the infested room.

This practice shall continue until rooms that have been inspected are free from infestation evidence. Any and all hallways, corridors, service areas, pipe galleys, and storage areas adjacent to the infested room shall be inspected and treated as well.

3.1.3.7 Vendor shall also provide follow-up inspections and treatment, as needed at each facility. Visits should be scheduled at minimum of ten (10) to a maximum of fourteen (14) days apart.

3.1.3.8 Additional treatments may be required. The Vendor shall provide monitoring and re-treatment as deemed necessary, or at the request of the Agency.

3.1.3.9 All treatments and inspections must be scheduled with the Agency on a location-by location basis.

3.1.3.10 Additional inspections shall be made upon request by the Agency to maintain quality standards. Vendor must respond to complaints from the Agency within 24 hours and resolve outstanding complaints within 7 days, until such time the infestation has been mitigated.

3.1.4 Use of Chemicals

3.1.4.1 All on-site pest control personnel shall be trained and certified applicators.

3.1.4.2 The Vendor, prior to commencing work, shall provide copies to the Agency of its business Pest Control License and of the Pesticide Applicant Certificates in General Household Pest Control for every Vendor Employee who will be performing on-site services under the contract. These licenses and certifications must be maintained throughout the lift of the contract.

3.1.4.3 Pesticide application shall be according to need rather than by schedule. Pesticides should be used only if adequate control cannot be achieved with non-chemical methods.

3.1.4.4 Pesticide use shall consist of the least hazardous material, most precise application technique, and minimum quantity of material necessary to achieve control.

3.1.4.5 The Vendor shall provide labels and material safety data sheets (MSDS) for every pesticide used on the premise.

3.1.4.6 Pesticides shall not be stored on-site.

3.1.4.7 Pesticides shall never be applied when employees are present and/or inside of buildings which may require the treatment to be performed after normal business hours of Monday through Friday, 8:00 am to 5:00 pm.

3.1.4.8 Pesticides shall never be applied when facility HVAC systems are off.

3.1.4.9 Pesticides applied to the air shall never be used for routine treatment inside facilities.

3.1.4.10 Pesticides shall be applied only as a containerized or crack and crevice treatments in which the applied treatment is never visible.

3.1.4.11 Insecticides shall be applied only as baits formulated as solids, pastes, or gels. Spray or dust formulations shall be selected only as a last resort or when solids, pastes, or gels are not practical, and their application shall be pre-approved by the agency.

3.1.4.12 Insecticides approved for normal use shall be limited to nonvolatile bait formulations that are either applied to cracks and crevices or concealed inside protective containers.

3.1.4.13 Bait formulations, traps, vacuuming, sanitations, and exclusion techniques shall be emphasized for insect control inside facilities.

3.1.5 Environmental Health, Safety, Hazardous Substances and

Hazardous Materials: The following defines minimum requirements Vendor shall follow for Environmental Health, Safety, Hazardous Substances, Recycling, Hazardous Materials, Hazardous Waste Characterization and Disposal, Waste Minimization, Personal Training, Required Notifications, Permits and Records Retention.

3.1.5.1 OSHA Regulations: Vendor shall comply with all applicable requirement of the “General Industry Standards: of OSHA guidelines.

3.1.5.2 Material Safety Data Sheet: Vendor shall provide MSDSs and description literature for each chemical/compound/mixture used in the performance of the Contract to the Agency before commencement of any work hereunder. All MSDSs provided shall be of the latest version. Hazardous products shall not be used, except with prior approval of the Agency, and must be disposed of properly by the Vendor in accordance with US EPA Guidelines. Vendor shall maintain and have readily accessible on-site a complete MSDS book of all chemicals, compound/mixtures used in the execution of the contract.

3.1.5.3 Hazardous Substances/Hazardous Materials: Vendor shall submit MSDSs for approval of products to be used to the Agency prior to any use in any location. Vendor is not to use any product not approved by the Agency anywhere at any location. Vendor shall not use any product that has a ph level of less than 3 or a ph level greater than 11. Vendor is permitted to use certain products that the MSDS rates as “Flammable or Mildly Toxic” only with approval from the Agency.

3.1.5.4 Proper Disposal of Spent or Used Products: Certain

chemicals/compounds/mixtures require proper disposal after they have been spent or used by the US EPA and WV DEP. Vendor is required to establish discrete waste streams for any chemicals that require proper disposal according Federal Regulations. Vendor is not permitted to store any chemicals at the location for any reason without the Agency’s written permission.

3.1.5.5 Supervisor and Personnel Training: Vendor is required and shall train all supervisors permitted on-site and personnel prior to job assignment at the location. Vendor shall provide verifiable documentation that supervisors have completed a minimum of four (4) hours Hazardous Materials “Awareness Level” training from an approved training provider.

3.1.5.6 Records Retention by the Vendor: Vendor shall keep and maintain all training records and certifications, MSDSs, first report of injury and illness requiring first aid or additional medical professional treatment. Additionally, all injuries are to be recorded on the “OSHA 300 Log” as required by Federal Regulation.

3.1.5.7 Special Permits, License and Product Notifications: Certain cities, counties and municipalities require hazardous materials licenses prior to use of certain products. The Vendor is responsible for obtaining all necessary license and permits regarding any hazardous materials prior to execution of this contract.

3.1.5.8 Personal Protective Equipment: All personnel are required to wear personal protective equipment in the execution of their duties to include protective eye wear or face shields, respiratory protection as necessary, gloves, approved safety boots with steel or composite toe boxes, long pants and/or protective chaps.

3.1.5.9 Waste Minimization Programs: The US EPA and the WVDEP require the minimization of waste by the use of water-soluble chemicals where possible. Vendor is expected to utilize, to the extent feasible, the use of water-soluble and user friendly products that are available.

3.1.6 Uniform and Vehicle Identification

3.1.6.1 Pest Control personnel working under this contract shall report to work in uniforms provided by the vendor.

3.1.6.2 The uniform shall clearly identify the employee as working for the vendor.

3.1.7 Confirmation of Work Performed

3.1.7.1 All service tickets must be signed by the Agency’s representative.

During the life of the contract, Agency may designate replacement, proxy or surrogate representative through written notification to the Vendor. This notification may be for temporary periods to cover regular representative’s leave time or for more permanent periods where confirmation from the Agency’s original representative is not feasible.

4. Contract Award:

4.1 Contract Award: The Contract is intended to provide the Kenneth ‘Honey’ Rubenstein Juvenile Center with a purchase price for all Pest Control Services. The contract shall be awarded to the Vendor that provides the Contract Services meeting the required specifications for the lowest price per Treatment – Flat Fee per Month as shown on Exhibit A – Pricing Page.

4.2 Pricing Pages: For Prevention/Elimination of Common Insects, the Vendor shall enter a price per Treatment – Flat Fee per month as shown on Exhibit A – Pricing Page.

4.2.1 For elimination of bed bugs, Vendor shall enter the price per square foot for inspections, and the price per square foot for treatment.

4.3 Vendors submitting bids electronically through wvOASIS should enter zero (0) as the unit cost and upload the completed Exhibit A – Pricing Page with their bid submission.

4.4 Consumer Price Index (CPI) - Contract shall be for a base period of one (1) year, with four (4) one (1) year renewal options. Automatic renewals are prohibited.

Vendor and Agency must mutually agree in writing to the renewal of said contract. There shall be no contract price increases within the first twelve (12) months from the date of the award of the contract.

After the expiration of the initial twelve (12) contract month period. The Vendor may, no less than thirty (30) days prior to the contract anniversary date, request a price adjustment in writing. Said price adjustment will be evaluated based on the prior year Consumer Price Index (CPI) compared to the current year CPI, or 3%, whichever is less. All price adjustments must be approved by the Agency prior to implementation, at Agency's sole discretion. Approval of price adjustments is not guaranteed. Agency will issue a Change Order to said contract for any approved price adjustment(s).

4.5 Piggyback - The WVDCR reserves the right to extend the terms, conditions, and prices of this contract to other Agencies/Institutions who express an interest in piggybacking on this contract. Each of the piggyback Agencies/Institutions will issue their own purchasing documents for the goods/services. Vendor agrees that DCR shall bear no responsibility or liability for any agreements between Vendor and the other Agency/Institutions who desire to exercise this option.

4.6 Confidentiality Policies

Vendor agrees to adhere to the Confidentiality Policies and Information Security

Accountability Requirements Which can be found at:

https://www.state.wv.us/admin/purchase/privacy/ At the Agencies discretion, the

Agency can require the Vendor and its employees to execute the Confidentiality Agreement.

5 Ordering and Payment:

5.6 Ordering: Vendor shall accept orders through wvOASIS, regular mail, facsimile, email, or any other written form of communication. Vendor may, but is not required to, accept on-line orders through a secure internet ordering portal/website. If Vendor has the ability to accept on-line orders, it should include in its response a brief description of how the Agency may utilize the on-line ordering system. Vendor shall ensure that its on-line ordering system is properly secured prior to processing Agency orders on-line.

5.7 Payment: Vendor shall accept payment in accordance with payment procedures of the State of West Virginia.

6 Travel: Vendor shall be responsible for all mileage and travel costs, including travel time, associated with performance of this Contract. Any anticipated mileage or travel cost may be included in the flat fee or hourly rate listed on Vendor’s Bid, but such costs will not be paid by the Agency separately.

7 Facilities Access: Performance of Contract Services may require access cards and/or keys to gain entrance to the Agencies Facilities. In the event that access cards and/or keys are required:

7.6 Vendor must identify principal service personnel which will be issued access card and/or keys to perform service.

7.7 Vendor will be responsible for controlling cards and keys and will pay replacement fee if the cards or keys become lost or stolen.

7.8 Vendor shall notify Agency immediately of any lost, stolen, or missing card or key.

7.9 Anyone performing under this Contract will be subject to the Agency’s security protocol and procedures.

7.10 Vendor shall inform all staff of Agency’s security protocol and procedures.

8 Vendor Default:

8.6 The following shall be considered a vendor default under this contract.

8.6.1 Failure to provide Contract Services in accordance with the requirements contained herein.

8.6.2 Failure to comply with other specifications and requirements contained herein.

8.6.3 Failure to comply with any laws, rules, and ordinances applicable to the Contract Services provided under this contract.

8.6.4 Failure to remedy deficient performances upon request.

8.7 The following remedies shall be available to the Agency upon default.

8.7.1 Immediate cancellation of the Contract.

8.7.2 Immediate cancellation of one or more release orders issued under this

Contract.

8.7.3 Any other remedies available in law or equity.

9 Miscellaneous:

9.6 No Substitutions: Vendor shall supply only Contract items submitted in response to the solicitation unless a contract modification is approved in accordance with the provisions contained in this Contract.

9.7 Vendor Supply: Vendor must carry sufficient inventory of the Contract Items being offered to fulfill its obligations under this contract. By signing its bid, Vendor certifies that it can supply the Contract Items contained in its bid response.

9.8 Contract Manage: During its performance of this contract, Vendor must designate and maintain a primary contract manager responsible for overseeing Vendor’s responsibilities under this Contract. The Contract manager must be available during normal business hours to address any customer service or other issues related to this Contract. Vendor should list its Contract Manager and his or her contact information below.

Contract Manager:

Telephone Number:

Fax Number:

Email Address: