ARFQ MMBZ260000001 - SPECIFICATIONS - PEST.docx

REQUEST FOR QUOTATION

ARFQ 0512 2927 MMBZ260000001

PEST CONTROL SERVICES

SPECIFICATIONS

1. PURPOSE AND SCOPE: The Department of Health Facilities (DHF), Mildred Mitchell-Bateman Hospital (MMBH) is soliciting bids to establish an open-end Pest Control Services contract that will cover (5) buildings and grounds located at 1530 Norway Avenue, Huntington, WV 25705.

NOTE: The WVDHHR has developed an EEOP Utilization Report, and it is available at:

https://dhhr.wv.gov/office-of-drug-control-policy/news/Documents/EEO%20Uitlization%20Report%20Completed%20Form%201-29-21-final-PDF%20review%20for%20approval%20to%20submit%20%283%29.pdf

NOTE: This request is covered in part or entirely by federal funds. All bidders will be required to acknowledge and adhere to attached Federal Funds Addendum.

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

2.2 “Pricing Page” means the pages, contained in wvOASIS or attached hereto as Exhibit A, upon which Vendor should list its proposed price for the Contract Services.

2.3 “Solicitation” means the official notice of an opportunity to supply the State with goods or services that is published through wvOASIS portal.

2.4 “DHF” means Department of Health Facilities.

“OSA” means Office of Shared Administration.

2.5 “MMBH” means Mildred Mitchell-Bateman Hospital.

2.6 “RFQ” means Request for Quotation.

2.7 “EPA” means Environmental Protection Agency.

2.8 “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.

2.9 “MSDS” means Material Safety Data Sheet.

2.10 “OSHA” means Occupational Safety and Health Administration.

3. QUALIFICATIONS:

Vendor, or Vendor’s staff if requirements are inherently limited to individuals rather than corporate entities, shall have the following minimum qualifications:

3.1 Vendor must be a Licensed Pesticide Application Business.

3.2 Vendor must hold a current/valid Commercial Pesticide Applicator License.

4. MANDATORY REQUIREMENTS:

4.1 Mandatory Contract Services Requirements:

Contract Services must meet or exceed the mandatory requirements listed below.

Vendor shall provide the 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.

4.1.1 Pest Control Services:

4.1.1.1 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.

4.1.1.2 Vendor shall have the capability to perform and complete the services in all respects in accordance with the solicitation documents.

4.1.1.3 Vendor hereby warrants that all services shall be performed in a timely and workman like manner.

4.1.1.4 Vendor shall keep the property free and clear of excess materials, debris, and equipment at all times.

4.1.1.5 Vendor shall provide the following services within the boundaries of each facility.

4.1.2 Rodents, Insects, and Other Pests:

4.1.2.3 This contract does not include control of wildlife, such as squirrel, raccoon, groundhog, or any other wild animals not listed.

4.1.2.4 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.

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

4.1.3 Weekly Inspection/Treatment Areas:

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:

4.1.3.1 Accessible Structural Voids.

4.1.3.2 Basement Areas.

4.1.3.3 Common Areas, entrance ways, hallways, and stairways.

4.1.3.4 Elevator rooms and associated elevator pits.

4.1.3.5 Dietary, Food Service Areas, kitchens, employee break rooms, Café` and Dining Room.

4.1.3.6 Food Pantry Storage Areas(Dietary and 5 patient units.

4.1.3.7 Patient dining areas throughout the campus.

4.1.3.8 Central Receiving and Loading Dock.

4.1.3.9 Maintenance Department Areas.

4.1.3.10 Mechanical Rooms and Utility Rooms.

4.1.3.11 Restrooms (Throughout Facility).

4.1.3.12 Ten-Foot perimeter around each building.

4.1.3.13 Trash Compactor and Collection Areas.

4.1.3.14 Patient Care Areas.

4.1.3.15 Nursing Stations (5 Units).

4.1.3.16 Soiled Linen Rooms (5 Units).

4.1.3.17 Housekeeping Department Areas.

4.1.3.18 Admissions Department.

4.1.3.19 Patients Property Room.

4.1.3.20 Business Offices (Throughout Facility).

4.1.3.21 Service Technician must follow any ant trails to the source and exterminate. Vendor shall provide ant bait stations for interior and infestation.

4.1.3.22 Service Technician must provide and complete and through inspection weekly. Inspection will identify known harborage areas so bait placement can be installed for insect control. Vendor shall provide bait stations.

4.1.3.23 Service Technician must limit insecticide usage in patient care areas to non-volatile or odor-free materials applied directly into cracks and crevices. Vendor shall provide proper insecticides.

4.1.3.24 Service Technician must use non-residual pyrethroids to locate and flush out insects, residual insecticides to maintain control over pest newly introduced into the areas, sticky traps to monitor insect activity and rodent control measures. Vendor must provide any pyrethroids, insecticide, and sticky traps.

4.1.3.25 Service Technician must inspect cracks and crevices at the wall/ceiling junctures, wall/floor junctures and around corner areas.

4.1.3.26 Treatment will be rendered as necessary and will consist of an ongoing program of baiting, caulking, and sealing to eliminate harborages and physical removal of any pests that are discovered.

4.1.3.27 Service Technicians must do a visual inspection and placement of rodent sticky traps in locations most likely to be inhabited by rodents.

4.1.3.28 Rodent baits shall be used interior location with placement in non -public areas such as mechanical room, elevator pits, wall voids, and any other areas needed.

4.1.3.29 For exterior locations placement of weatherproof rodenticides shall be used in secure tamper resistant bait stations and/or treatment directly into rodent burrows.

4.1.3.30 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.

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

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

4.1.3.33 Vendor must respond to complaints from the Agency within Twenty- Four (24) hours and resolve outstanding issues within seven (7) days.

4.1.4 Monthly Inspection/Treatment Areas:

4.1.4.1 Service Technician must establish a perimeter defense system to prevent insects from entering the building from outside.

4.1.4.2 Must use long-lasting insecticides as well as bait and exclusions techniques.

4.1.4.2.1 Building #1 – Administration Offices

4.1.4.2.2 Building #2 – Patient Care Areas

4.1.4.2.3 Building #3 – Patient Care Areas

4.1.4.2.4 Building #4 – Dietary Services

4.1.4.2.5 Building #5 – Business Occupancy & Patient Care Areas

4.1.4.3 Service Technician must apply Insect Growth Regulators every month to help in prevention of the growth and development of insects which hatch from egg capsules.

4.1.5 Elimination of Bed Bugs: (AS NEEDED BASIS)

4.1.5.2 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.

4.1.5.3 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.

4.1.5.6 Upon arrival to the property, a thorough inspection of the 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.

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

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

4.1.5.9 All treatments and inspections must be scheduled with the Agency.

4.1.5.10 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.

4.1.6 Use of Chemicals:

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

4.1.6.2 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 life of the contract.

4.1.6.3 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.

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

4.1.6.5 The Vendor shall provide labels and material safety data sheets (MSDS) for every pesticide used at the facility.

4.1.6.6 Pesticides shall not be stored on-site.

4.1.6.7 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.

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

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

4.1.6.12 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.

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

4.2 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.

4.2.1 OSHA Regulations:

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

4.2.2 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.

4.2.3 Hazardous Substances/Hazardous Materials:

4.2.3.1 Vendor shall submit MSDSs for approval of products to be used to the Agency prior to any use in any location.

4.2.3.2 Vendor is not to use any product not approved by the Agency anywhere at any location.

4.2.3.3 Vendor shall not use any product that has a ph level of less than 3 or a ph level greater than 11.

4.2.3.4 Vendor is permitted to use certain products that the MSDS rates as “Flammable or Mildly Toxic” only with approval from the Agency.

4.2.4 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.

4.2.5 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.

4.2.6 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.

4.2.7 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.

4.2.8 Waste Minimization Programs:

The US EPA and 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.

4.3 Uniform and Vehicle Identification:

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

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

4.3.2 Pest Control vehicles working under this contract shall have the vendor’s name displayed to allow for vehicle identification in case of emergency.

4.4 Confirmation of Work Performed:

4.4.1 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 whereas confirmation from the Agency’s original representative is not feasible.

4.5 Vendor Orientation:

Vendor Representative/Service Technicians must participate in Mildred Mitchell- Bateman Hospital Vendor Orientation and sign the acknowledgement of policies and procedures, prior to access to the facility.

4.5.1 Mildred Mitchell-Bateman Hospital reserves the right to make changes to its policy and procedures without prior notice to vendor.

4.5.2 Vendor Representative/Service Technicians will be given a new acknowledgement of policies and procedures to sign as notice of changes.

4.5.3 Vendor Representative/Service Technician must adhere to the rules and procedures of the facility to ensure safety.

5. Contract Award:

5.1 Contract Award: The Contract is intended to provide Mildred Mitchell-Bateman Hospital 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 Grand Total Cost – as shown on Exhibit A – Pricing Page.

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

5.3 Notwithstanding the foregoing, the DHS/OSA may correct errors as its discretion. Vendor should type the information into the Pricing Page to prevent errors in the evaluation.

6. Ordering and Payment:

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

7. Travel:

8. 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:

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

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

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

9. Vendor Default:

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

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

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

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

9.1.4 Failure to remedy deficient performances upon request.

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

9.2.1 Immediate cancellation of the Contract.

9.2.2 Immediate cancellation of one or more release orders issued under this Contract.

9.2.3 Any other remedies available in law or equity.

10. Miscellaneous:

10.1 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.

10.2 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.

11. Contract Manager:

11.1 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:___________________________________________________

Revised 12/12/2017