DPS MO VET COMM 0000000008SL Page 1

State of Missouri Missouri Veterans Commission (MVC)

Request for Quotation (RFQ) for Pest Control Services

SOLICITATION NO.: DPS MO VET COMM 0000000008SL

ISSUE DATE: December 11, 2025 CONTRACT PERIOD: Date of award through 1 year

TARGET DATE AND TIME: December 30, 2025 AT 2:00 PM CENTRAL TIME Response should be submitted electronically through MissouriBUYS, powered by MOVERS, at https://missouribuys.mo.gov but may respond by electronic copy (see emailing instructions below)

EMAILING INSTRUCTIONS: Type RFQ Number and Return Target Date in the email subject line. Bids should be in the Missouri Veterans Commission, Procurement Officers email inbox by the target date and time. Submit email responses to the Procurement Office listed below.

RFQ CONTACT INFORMATION:

PROCUREMENT OFFICER: Christina Russell

PHONE NO.: (573) 522-1406

EMAIL: Christina.Russell@mvc.dps.mo.gov

See “RFQ Questions” in Section 1 for appropriate communications during the procurement process.

DELIVER SUPPLIES/SERVICES FREE ON BOARD (FOB) DESTINATION TO

THE FOLLOWING ADDRESS:

Missouri Veterans Home – St. Louis 10600 Lewis & Clark Drive

St. Louis, MO 63136 https://missouribuys.mo.gov/ mailto:Christina.Russell@mvc.dps.mo.gov

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ATTENTION:

1. After reviewing the Request for Quotation (RFQ), the vendor must complete and return Exhibit A, Bid Signature Page and all other necessary exhibits.

2. Due to lead times for obtaining the information needed to complete the various Business Compliance Exhibits herein as explained in the RFQ’s Vendor Response Exhibits, vendors are encouraged to IMMEDIATELY begin securing these verifications.

3. The vendor must be registered in MissouriBUYS, powered by MOVERS in a “Prospective” or “Spend Authorized” registration status to submit a response. The vendor must achieve “Approved” registration status in MissouriBUYS (WebProcure/Proactis) and “Spend Authorized” registration status in MissouriBUYS, powered by MOVERS to be considered for a contract award. Reference Section 5.

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RFQ Organization:

R

FQ

S ec tio ns

Section 1 Introduction and Background Information Section Section 2 Scope of Work Section Section 3 Terms and Conditions Section Section 4 General Contractual Requirements Section Section 5 Vendor Submission, Evaluation, and Award Information Section

R

FQ

V en do r R es po ns e

Ex hi bi ts

(R et ur n th es e ex hi bi ts w ith th e bi d)

Exhibit A Bid Signature Page Exhibit B Bid Submittal Checklist Exhibit C Pricing Page Exhibit D Current/Prior Experience Verification Exhibit E Participation Commitment Exhibit F Documentation of Intent to Participate Exhibit G Missouri Service-Disabled Veteran Business Enterprise Preference

BUSINESS COMPLIANCE EXHIBITS

Exhibit H State of Missouri Tax Compliance Exhibit I Registration of Business Name with the Missouri Secretary of State Exhibit J Business Entity Certification, Enrollment Documentation, and Affidavit of Work

Authorization Exhibit K Services Outside the United States Exhibit L Employee/Conflict of Interest Exhibit M Federal Funding Unique Identity ID

R

FQ

A tta ch m en ts

Attachment (Separate Document) (Do not return the document with response) Attachment 1 Business Associate Agreement Attachment 2 Main Building Floor Plan – MVH St. Louis

Separate Document: The vendor is advised that a separate document to this document which provide additional requirements, information, and/or instruction. If not found within this document, the vendor should contact the procurement officer of record, as indicated on the front page of this document, to obtain a copy of the attachment prior to submitting a bid. It shall be the sole responsibility of the vendor to request the separate document. The vendor shall not be relieved of any responsibility for performance under the contract due to the failure of the vendor to obtain a copy of the separate document.

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1. INTRODUCTION AND BACKGROUND INFORMATION SECTION

1.1 Introduction:

1.1.1 Purpose: This document constitutes a request for quotation for the provision of pest control services as set forth herein for Missouri Veterans Commission (hereinafter referred to as “state agency”).

1.1.2 Minimum Experience Qualifications: There are minimum experience qualifications in the RFQ (See

Section 2.2, Minimum Experience Requirements in Section 2: Scope of Work).

1.1.3 Titles: Titles of paragraphs used herein are for the purpose of facilitating reference only and shall not be construed to infer a contractual construction of language.

1.2 Background and Historical Usage Information:

1.2.1 The Missouri Veterans Commission is a state agency within the State Department of Public Safety and has been serving veterans for over 75 years. The Missouri Veterans Commission’s Headquarters is located in Jefferson City, Missouri and operates the Veterans Services Program, five State Veterans Cemeteries, and seven State Veterans Homes. The Commission is committed to honoring and serving Missouri’s Veterans whose dedication and sacrifices have preserved our nation and its freedoms.

1.3 Current and/or Previous Contract Information:

1.3.1 A current contract for the products and/or services being obtained via this RFQ. The contract number(s) are: MVC-MX23004

Historical Spend by Fiscal Year (FY)

FY23 FY24 FY25

$5,479.00 $6837.50 $7,342.00

1.4 RFQ Questions:

1.4.1 Procurement officer is Single Point of Contact for Solicitation: Vendors and their agents (including subcontractors, employees, consultants, or anyone else acting on their behalf) must direct all of their questions or comments regarding the RFQ, the evaluation, etc., to the procurement officer indicated on the first page of this RFQ. It is preferred that questions be emailed to the procurement officer.

a. Except as noted herein, vendors and their agents are instructed not to contact any other state employee regarding any of these matters during the solicitation and evaluation process. Inappropriate contacts are grounds for suspension and/or exclusion from specific procurements. Vendors can be sanctioned for unauthorized contact with any evaluator under 1 Code of State Regulation (CSR) 40-1.060(8)(G) and (H) available at http://www.sos.mo.gov/adrules/csr/csr.asp.

1.4.2 Vendor is Responsible for Asking Questions About the RFQ: It is the vendor’s responsibility to ask questions, request changes or clarifications, or otherwise advise the department if the vendor believes that any language, specifications, or requirements are: (1) ambiguous, (2) contradictory or arbitrary, (3) violate any state or federal law or regulation, (4) restrict or limit the requirements to a single source, or (5) restrict or limit the vendor’s ability to submit a response.

1.4.3 Vendor Question Deadline: Every attempt shall be made to ensure that the vendor receives an adequate and prompt response. However, in order to maintain a fair and equitable procurement process, all vendors will be advised, via the issuance of an amendment to the RFQ, of any relevant or pertinent information related to the procurement. All questions and issues should be submitted no later than five (5) calendar http://www.sos.mo.gov/adrules/csr/csr.asp

DPS MO VET COMM 0000000008SL Page 5 days prior to the bid end date and time of the bids. If not received prior to five (5) calendar days before the bid end date and time, the department may not be able to fully research and consider the respective questions or issues.

1.4.4 State’s Response to Vendor Questions: Upon the department’s consideration of questions and issues, if the department determines that changes are necessary, the resulting changes will be included in a subsequently issued RFQ amendment(s); absence of such response indicates that the questions and issues were considered but deemed unnecessary for a RFQ amendment. All vendors will be advised of any change to the RFQ’s language, specifications, or requirements by a formal amendment to the RFQ. There will be no posted written records of the questions/communications (i.e., formal question/answer document).

1.4.5 RFQ is State’s Only Official Position: The only official position of the State of Missouri shall be that which is contained in the RFQ and any amendments thereto.

1.5 Amendments:

1.5.1 If the Department determines that changes to the RFQ are necessary, the resulting changes will be included in a subsequently issued RFQ amendment(s) prior to the bid end date and time.

1.6 Facility Tour:

1.6.1 Non-Mandatory Tour of Facility: Potential vendors are strongly encouraged but not required to attend the tour of the Missouri Veterans Home – St. Louis, located at 10600 Lewis and Clark Drive, St. Louis, 63136MO which will be held on December 19, 2025 beginning promptly at 10:00 a.m. The purpose of the tour is to allow potential vendors an opportunity to inspect the facility prior to submitting a response.

Potential vendors shall not be permitted to schedule a tour at a different time or date.

a. Facility Information: Vendors are advised that participation in a tour of the facility is considered essential to obtain a clear and complete understanding of the requirements of this RFQ. In order to have a clear understanding of the requirements outlined herein, the vendor should attend the facility tour. The state agency will maintain the attendance record from the scheduled tour as documentation of all vendors who attended the tour. However, the vendor’s response to the RFQ should provide any relevant information regarding their familiarity with the physical layout, condition, etc. of the facility/building.

b. Each vendor is solely responsible for a prudent and complete personal inspection, examination, and assessment of the work site condition, facilities, and/or any other existing condition, factor, or item that may affect or impact on the performance of service described and required by the Section 2: Scope of Work Section herein. The vendor shall not be relieved of responsibility for performance under the contract for any reason whatsoever, including, but not limited to, (1) the vendor’s failure to attend the scheduled tour of the facility, (2) the vendor’s failure to observe existing conditions, etc.

c. Vendors are strongly encouraged to advise the Department, at least five (5) state business days prior to the scheduled tour of the facility, of any special accommodations needed for people with health conditions or impairments who will be attending the tour so that these accommodations can be made.

1.7 Glossary of Terms and Acronyms:

1.7.1 Whenever the following terms and acronyms appear in the RFQ document or any amendment thereto, the definitions or meanings described below shall apply.

1.7.2 General Glossary, Acronyms, and Abbreviations:

a. Agency and/or State Agency/Department means the statutory unit of state government in the State of Missouri for which the equipment, supplies, and/or services are being purchased. The department

DPS MO VET COMM 0000000008SL Page 6 is also responsible for payment, unless otherwise specified herein. Note: The terms “department”, “state agency”, “state”, and “State of Missouri” are used interchangeably throughout the document and have the same meaning.

b. Amendment means a written, official modification to a solicitation or contract.

c. Attachment applies to all documents which are included with an RFQ to incorporate any informational data or requirements related to the performance requirements and/or specifications.

d. Procurement officer means the procurement staff member of the department.

e. Code of State Regulation (CSR) contains the current administrative rules of executive agencies of

Missouri government. The regulations are arranged by department rather than by subject.

f. Contract means a legal and binding agreement between two or more competent parties, for a consideration for the procurement of equipment, supplies, and/or services.

g. Contractor means a supplier, bidder, person, or organization who is a successful vendor as a result of an RFQ and who enters into a contract.

h. Exhibit applies to forms which are included with an RFQ for the vendor to complete and submit with their response prior to the specified end date and time.

i. May means that a certain feature, component, or action is permissible, but not required.

j. Must means that a certain feature, component, or action is a mandatory condition.

k. Party refers to either the State of Missouri or the contractor as an entity that may enter into a contract pursuant to the terms herein.

l. Pricing Page(s) applies to the form(s) on which the vendor must state the price(s) applicable for the equipment, supplies, and/or services required in the RFQ. The pricing pages must be completed and submitted by the vendor with the response prior to the specified response end date and time.

m. Bid Target Date and Time and similar expressions mean the deadline required by the RFQ for the receipt of bids.

n. Purchase Order means the authorized document issued by the department to the contractor indicating descriptions, quantities, and agreed prices for products and/or services.

o. Reasonable, Necessary or Proper as used herein shall be interpreted solely by the State of Missouri.

p. Request For Quotation (RFQ) means the solicitation document issued by the department to potential vendors for the purchase of equipment, supplies, and/or services as described in the document. The definition includes the following sections: Introduction and Background Information; Scope of Work;

Terms and Conditions (“terms and conditions” and “Terms and Conditions” are used interchangeably throughout the RFQ); General Contractual Requirements; and Vendor Submission, Evaluation, and Award Information Section; and the RFQ Vendor Response Exhibits, Attachments, and Amendments of the RFQ.

q. RSMo (Revised Statutes of Missouri) refers to the body of laws enacted by the Legislature which govern the operations of all agencies of the State of Missouri. Chapter 34 of the statutes is the primary chapter governing the operations of the department.

r. Shall has the same meaning as the word must.

s. Should means that a certain feature, component and/or action is desirable but not mandatory.

t. State collectively referring to the state government and/or the agencies thereof.

u. Supplier has the same meaning as the word, vendor.

v. Vendor means the supplier, bidder, person, or organization that responds to an RFQ by submitting a bid with prices to provide the equipment, supplies, and/or services as required in the RFQ document.

1.8 Accuracy of Background Information:

1.8.1 Although an attempt has been made to provide accurate and up-to-date information, the State of Missouri does not warrant or represent that the background information provided herein reflects all relationships or existing conditions related to this RFQ.

****END OF INTRODUCTION AND BACKGROUND INFORMATION SECTION****

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2. SCOPE OF WORK SECTION

2.1 General Requirements:

2.1.1 The contractor shall provide pest control services for the Missouri Veterans Commission (hereinafter referred to as the state agency), Missouri Veterans Home – St. Louis (hereinafter referred to as facility) in accordance with the provisions and requirements stated herein and to the sole satisfaction of the department.

a. The word “control” shall be defined as the elimination of existing infestations and the prevention of infestations or re-infestations within the practical limits as determined by the State Agency.

2.1.2 The contractor shall either provide the services directly or shall provide person/personnel who must comply with the requirements stated herein. Therefore, references to “the contractor” throughout this document shall also be deemed to include the person/personnel provided by the contractor.

2.1.3 Contract Limit and Expenses: The total amount of this contract shall not exceed $50,000 per contract period. Pricing fees will be invoiced in accordance with Exhibit C – Pricing Page.

2.1.4 Facility Representative: The contractor shall agree and understand that the state agency’s facility shall assign a designated contact person (herein after referred to as facility representative). The state agency’s facility representative will be the Environmental Services Manager.

a. The state agency reserves the right to have the facility representative or designee accompany the contractor while performing services as specified herein, as well as any follow-up unsatisfactory services.

b. Prior to each service call, the contractor shall report to the facility representative to sign in and obtain any performance problem tickets/log, indicating areas that pest have been seen or areas that need follow-up services.

2.1.5 Contractor Representative: The contractor shall designate a contact person (hereinafter referred to as contractor representative) who shall serve as the contractor’s contact and shall be the liaison between the contractor and the state agency/home. The contractor representative must be available Monday through Friday, 7:00 a.m. to 5:00 p.m. (Central Standard time). By no later than five (5) state business days after authorization by the state agency to proceed with services, the contractor shall provide the state agency with the name, address, email address, and telephone number of the contractor’s contact person. The contractor’s contact person shall (1) oversee all services being provided, (2) assume responsibility and liability for services performed per the contract, and (3) serve as the primary point of contact with the state agency and the Facility.

2.1.6 Special Health Precautions: The contractor shall agree and understand that the state agency and/or facility may at times have special health precautions in order to protect the Veterans, facility staff and contractors that enter the building. During these times, the contractor shall agree to the follow the additional health precautions. These precautions must be completed prior to entering the building and may include but not limited to:

a. Health and contact screening;

b. Wearing personal protective equipment (PPE) which may include surgical mask, N-95 masks, gowns, gloves, etc.; and/or

c. Virus testing

2.1.7 All services shall be performed upon the request of the state agency’s facility on an as needed, if needed basis.

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2.1.8 The contractor shall perform all services in compliance with applicable plans, specifications, codes, laws and regulations.

2.1.9 The contractor shall perform all services to the sole satisfaction of the state agency.

2.1.10 Unless otherwise specified herein, the contractor shall furnish all material, labor, facilities, equipment, and supplies necessary to perform the services required herein.

2.2 Minimum Experience Requirements:

2.2.1 The contractor must meet or exceed the following minimum experience requirements at the time of bid submission and for the duration of the contract:

a. The contractor shall have a minimum of three (3) years’ experience in providing pest control services at facilities that are similar in nature, size and scope of services being required herein.

2.3 Personnel Qualifications and Safety Requirements:

2.3.1 The contractor shall be a Missouri Department of Agriculture Pesticide Program company or a certified pesticide technician. All technicians employed by the contractor to provide services under this contract shall be appropriately trained and hold a current Pesticide Technician License from the Missouri Department of Agriculture for the applicable categories of application. The contractor shall assume all professional liability regarding the safe application of pesticides.

a. The contractor shall provide to the facility, current copies of such certifications or licenses within five (5) days upon receiving notification of award, and prior to performing services in the facility.

b. Current certification and licenses shall be submitted annually to the facility.

2.3.2 The contractor shall follow the requirements set forth by the current Occupational Safety and Health Act (OSHA). The contractor shall equip their personnel with the necessary protective gear and any equipment protective devices as mandated by this commission. The contractor shall be responsible to see that their personnel implement these measures, and the contractor shall make periodic checks to confirm compliance with this law. The contractor shall be responsible for and pay any fines imposed by the OSHA commission due to failure of the contractor to follow the law.

2.3.3 The contractor must ensure that each contractor’s assigned personnel are reasonably dressed and groomed while on site, are wearing an article of clothing identifying the contractor, and have a visible photo identification tag on at all times.

2.3.4 The contractor’s personnel shall comply with the sign-in procedures and any additional health precautions and screenings applicable prior to entering the facility.

2.3.5 The contractor shall understand and agree that the state agency, reservices the right to request any of the contractor’s personnel assigned to provide the services be removed without just cause. The contractor shall understand and agree that the state agency/home will allow the contractor reasonable time to find a replacement. The state agency/home shall approve all replacement personnel. The state agency/home reservices the right to require background checks of selected contractor personnel, at the contractor’s expense.

2.4 Performance/Product Requirements:

2.4.1 The contractor shall provide pest control services for the following buildings, with the approximate square feet listed, and the grounds immediately surrounding the buildings (up to 5 feet or as otherwise stated herein). Attached for your reference is the Main building floor plan (Attachment 2).

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Location Approximate Square Feet

a. MVH Main Building 214,000 2 Floors

b. Veterans Rooms 188 Rooms

c. Outbuildings 4,226 Maintenance and Storage buildings

2.4.2 The contractor shall provide services to keep the facility free of insects and pests throughout the contract period. Areas of the facility may include, but not limited to the following:

a. Food preparation area and dining room;

b. Food and commodity storage areas;

c. Veterans’ rooms;

d. Utility rooms (clean and dirty);

e. Hallways;

f. Laundry areas;

g. Common Veterans living areas and activity areas;

h. Administration and office areas;

i. Employee areas (breakrooms/locker rooms);

j. Maintenance areas (shop bay(s), equipment rooms, etc.);

k. Dock/receiving area;

l. Trash areas; and

m. Facility perimeter, and outbuildings.

2.4.3 The contractor shall pay particular attention to all areas in which food is prepared, stored or consumed to ensure adequate treatment and prevention of infestation or re-infestation.

2.4.4 The contractor shall report to the facility representative upon discovering any unusual pest related problems or extensive infestations.

2.4.5 The contractor must furnish and maintain, in good repair, commercial grade equipment necessary to perform the requirements of the contract.

2.5 Treatment Requirements:

2.5.1 The contractor shall provide services during business hours of 7:00 a.m. through 3:00 p.m. Monday through Friday, excluding State of Missouri Holidays (a listing of official State of Missouri Holidays can be found at https://oa.mo.gov/commissioner/state-holidays ), or at times mutually agreeable to the contractor and the state agency’s facility. The contractor must perform all pest control services as required herein in a manner satisfactory to and acceptable by the state agency in order to provide a pest free environment for the building(s), the building(s) contents and the building(s) residents and employees.

a. In the event that pest control services are not satisfactorily performed, the contractor shall, within twenty-four (24) hours after notification, provide additional follow-up services at no additional charge to the State agency or Facility.

b. In the event that treatment is required to eliminate re-infestation, the contractor shall treat the entire building to preclude any relocation of pest.

2.5.2 The contractor shall report to the facility representative annotating areas which need immediate attention.

Upon complete of services provided during the service call, the contractor shall present a written site visit https://oa.mo.gov/commissioner/state-holidays

DPS MO VET COMM 0000000008SL Page 10 report indicating the areas serviced, infestation present, and corrective action taken. A copy of the site visit report will be retained in a facility logbook.

a. Additionally, within 48 hours of each visit by the contractor, a follow-up report and/or narrative summary will be transmitted electronically via e-mail to the facility representative for its inclusion in the logbook and contract file documents.

2.5.3 Chemical pesticides and other pest controls shall be used in a safe manner and applied intelligently and comprehensively for efficient and effective pest control. The contractor shall not engage in experimental pest control efforts, only proven and appropriate methods shall be used.

2.5.4 The contractor shall provide pest control services using one, some or all of the following methods as necessary to provide optimum control. The contractor may use other methods of pest control upon approval by the State agency. Any such methods shall be included in the prices specified on the Pricing Page (Exhibit C).

a. Crack and crevice treatment

b. Spot application

c. Ultra-low volume application

d. Residual treatment

e. Covered bait stations

f. Glue traps

2.5.5 The contractor shall provide pest control services necessary to control pest including, but not limited to the following:

a. Rats and mice, both indoors and outdoors

b. All species of roaches

c. Water bugs.

d. Ants – all species

e. Fruit Flies (Gnats)

f. Fleas

g. Spiders

h. Silverfish

i. Leaf hoppers

j. Occasional invaders (i.e. crickets, cicadas, ground beetles, etc.)

k. Flies, (See Section 2.8, Fly Control Requirements).

l. Bed Bugs, (See Section 2.9, Bed Bug Requirements)

m. Termites, (See Section 2.10, Termite Control Requirements)

2.5.6 The contractor shall install and maintain bait stations for rodent control at entry points (delivery doors, dock areas, etc.) and areas, which are highly attractive to rodents such as storage areas, food areas, trash areas, etc. The placement of bait stations must be approved by the state agency.

2.5.7 The contractor must provide a location listing or diagram showing the locations of all bait stations and rodent traps. The listing/diagram must be updated when equipment is added, moved or discontinued.

2.6 Pest Control Treatment Schedule:

2.6.1 The contractor shall provide initial treatment of all specified areas and shall provide routine treatments in accordance with the minimum service schedule outline herein.

2.6.2 The contractor must coordinate with the facility representative, the exact date and time of routine services in order to pose the least disruption and discomfort to the Veterans and employees of the Facility.

a. The contractor should provide a seventy-two (72) hour notice for scheduling the routine service.

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b. The contractor must contact the facility representative in advance of any visit to the facility.

2.6.3 Monthly Services: The contractor shall inspect and treat all service areas of the facility at least one (1) time per month. Service area shall include all areas of the facility listed in Section 2.4.2 unless specifically outlined below.

2.6.4 Veterans’ Rooms: The contractor shall inspect and treat all Veterans’ rooms on a rotational basis, thus ensuring that all Veterans rooms are treated at least bi-annually (twice per year).

2.6.5 Quarterly Services: The contractor shall inspect and treat the following service areas at least one (1) time per quarter. Service area shall include but necessarily be limited to the following:

a. Out buildings (Storage Sheds)

2.6.6 Perimeter Services: The contractor shall inspect and treat the perimeter grounds of all buildings (up to at least 5 feet or as otherwise required) as follows:

a. April 1st through October 31st – Monthly

b. November 1st through March 31st – As needed.

2.6.7 As Needed Services: There may be instances where treatment is needed beyond the schedules above. In these instances, the contractor shall treat the necessary areas that are affected as requested by the State agency’s Facility. The contractor shall report to the Facility within three (3) days of notification by the Facility.

2.7 Product, Supplies and Chemical Requirements:

2.7.1 The contractor shall use chemicals that conform to federal, state and local requirements.

a. The contractor must comply with all provisions of the State of Missouri Revised Statutes (RSMo) Chapter 281, Missouri Pesticide Use Act, applicable to the contractor’s service for the contract.

2.7.2 The contractor shall alternate chemicals used for subsequent treatments to preclude possible resistance by pest to a particular chemical.

2.7.3 The contractor shall agree and understand that the state agency and/or facility shall have the right to approve/disapprove the use of any products, supplies, and/or materials (hereinafter referred to as “products”) used in the performance of the services required herein.

a. Environmentally Preferable – In the performance of the services required herein, the contractor should use environmentally preferable products unless specified elsewhere.

1) For the purpose of the contract “environmentally preferable” shall be defined as those products that have a lesser or reduced effect of human health and the environment when compared with competing products that serve the same purpose. The comparison may consider raw materials acquisition, production, manufacturing, packaging, distribution, reuse/post-consumer content, operation, biodegradability, and pollution prevention through source reduction.

2.7.4 Prior to the contractor’s use of any product/chemical in the building, the contractor shall provide a Safety Data Sheet (SDS) for each such product/chemical. The contractor must maintain a file of the SDS with the SDS coordinator on site. The SDS shall become the property of the State of Missouri.

2.7.5 The contractor shall take all necessary precautions to prevent injury to humans and property and to prevent environmental damage. The contractor shall not use any products, supplies or equipment, which may be injurious or damaging to the surfaces upon which they shall be applied.

a. The contractor shall take special care and precautions to prevent damage to the facilities asphalt, plastics, wall coverings and trim, flooring, etc.

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2.8 Fly Control Requirements:

2.8.1 The contractor shall provide fly control during the months of April 1st through October 31st.

a. Additional months of treatment maybe suggested or requested as needed.

2.8.2 The contractor shall treat all dumpster and trash area(s) with fly baiting granular and/or spray.

2.8.3 The contractor shall treat exterior areas around the facility to include, at a minimum:

a. Doors (main entrance, service entrance and patio entrance(s));

b. Patio area(s);

c. Garden area(s); and

d. Dock(s) (loading dock and maintenance shop bay(s)/dock).

2.8.4 The contractor shall agree and understand that the facility has facility owned fly lights already installed, and the facility staff will maintain the facility owned lights.

a. The contractor should provide recommendations of fly light placement to the facility in order to combat and resolve any fly issues within the home

2.9 Bed Bug Requirements:

2.9.1 The contractor shall provide on an as needed if needed basis bed bug treatment(s) in the facility.

a. The contractor shall provide upon request an inspection of the area(s) to document evidence of the bed bug activity and discuss the treatment options with the designated contact.

b. The contractor shall provide an itemized quote to the facility representative within one (1) business day of the site inspection.

2.10 Termite Control Requirements:

2.10.1 The contractor shall provide on an as needed if needed basis termite treatment and control services.

Termite services should include: termite soil rod treatment (if available), termite bait station installation, and monthly termite control for the facility.

a. If the Facility suspects termite activity, the contractor shall inspect the facility to determine if termites are present and develop a treatment plan for the best course of action for the elimination of termites and the prevention of re-infestation.

b. The contractor shall provide an itemized quote to the facility representative within one (1) business day of the site inspection.

2.11 Background Checks, Health and Traffic Control Requirements:

2.11.1 Background Security Clearance Report – All contractor’s staff, subcontractors, vendors or miscellaneous personnel providing on-site service for the state agency (from here forward referred to as “contractor’s personnel”) must undergo a criminal background check at the contractor’s expense prior to providing services. The contractor’s personnel shall not have been convicted or pled guilty or nolo contender in this state or any other state to any Class A or B felony violation of Chapters 565, 566, or 569 RSMo or any like violation of subsection 3 of Section 198.070 RSMo, or Section 568.020 RSMo. The contractor’s personnel must pass either a criminal record personal identifier (name-based) or a fingerprint based criminal background security clearance search report. If one or more of the before mentioned background checks identifies a contractor’s personnel has been found guilty of one or more of the preceding charges, the specified contractor’s personnel shall not be allowed at the state facility for which the project is being completed.

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a. The contractor must, prior to beginning on-site work, submit a list of contractor’s personnel that will be on-site performing services and have passed one or more of the before mentioned background checks. Said background checks must be less than one (1) year old and issued by the Missouri State Highway Patrol as identified in section 43.530, RSMo.

b. In the event there is a specific need for immediate or emergency service identified by the state agency and a background check would by itself hinder the progress, the state agency may at its discretion provide a one-for-one escort for each contractor’s personnel on site.

c. At no time shall a contractor’s personnel be in the state facility without one of the following:

1) Valid and up-to-date criminal background report; or

2) A state employee to escort each on-site contractor’s personnel while they are on site at the state facility.

d. Information about obtaining the criminal background reports and obtaining the required forms may be obtained from the Missouri State Highway Patrol, Criminal Justice Information Services Division, or via the internet at the address shown below:

http://www.mshp.dps.missouri.gov/MSHPWeb/PatrolDivisions/CRID/crimRecChk.html

2.11.2 Health and Traffic Controls:

a. The contractor must take reasonable measures to reduce air and water pollution by any material or equipment used during services or construction by keeping volatile wastes in covered containers and not disposing of volatile wastes or oils in storm or sanitary drains.

b. The contractor’s personnel shall keep the project area neat, orderly, and in a safe condition at all times by ensuring the following measures are taken:

1) Immediately removing all hazardous waste;

2) Not allowing rubbish to accumulate; and

3) Providing on-site containers for collection of rubbish and disposing of it at frequent intervals during the progress of work.

c. The contractor shall not burn materials, etc. on the property of the state agency.

d. The contractor’s personnel shall conduct operations and removal of debris to ensure minimum interference with roads, streets, walks, and other adjacent facilities.

e. The contractor’s personnel shall not obstruct streets or walks or use facilities without permission from the facility representative.

f. The contractor’s personnel shall not exceed 15 MPH on the state agency property, unless authorized by the facility representative.

g. The contractor’s personnel shall comply with the following restrictions:

1) Weapons are prohibited on the state agency property at all times;

2) Drugs and alcohol are prohibited on the state agency property at all times; and

3) Smoking and/or chewing tobacco is prohibited inside the state agency facility.

h. The contractor’s personnel shall ensure additional care is provided to safeguard Veterans in the dementia wing of the state agency from hazards at all times.

i. The contractor’s personnel shall conduct themselves with proper behavior to minimize the impact during interment operations at the Veteran Cemeteries and respect for residents at the state agency facility.

2.12 Electronic Funds Transfer, Invoicing, and Payment Requirements:

http://www.mshp.dps.missouri.gov/MSHPWeb/PatrolDivisions/CRID/crimRecChk.html

DPS MO VET COMM 0000000008SL Page 14

2.12.1 Electronic Funds Transfer (EFT): The State of Missouri will submit contract payments to the contractor at the remittance address listed in the contractor’s MissouriBUYS (WebProcure/Proactis) vendor registration.

However, the contractor understands and agrees the state reserves the right to make contract payments to the contractor through electronic funds transfer (EFT). Therefore, prior to any payments becoming due under the contract, the contractor must verify and update, if applicable, their vendor registration with their current remittance address and ACH-EFT payment information at https://MissouriBUYS.mo.gov.

2.12.2 Invoicing: The contractor shall submit invoices monthly. Invoices shall be due by the last day of the month following the month in which the contractor provided services under the contract. The contractor shall perform the services prior to invoicing the state agency.

a. The contractor shall invoice the state agency on the contractor’s original descriptive business invoice form and submit the invoice to the address on the front page of this document / the following address:

Email: AccountsPayableSTL@mvc.dps.mo.gov

Missouri Veterans Home-St. Louis Attn: Accounts Payable 10600 Lewis & Clark Blvd.

St. Louis, MO 63136

b. The contractor shall use uniquely identifiable invoice numbers to distinguish an invoice from a previously submitted invoice and shall include on the invoice the remittance address listed in the contractor’s MissouriBUYS (WebProcure/Proactis) vendor registration.

c. Each contractor invoice must be on the contractor’s original descriptive business invoice form and must contain a unique invoice number, and the remittance address included in the contractor’s MissouriBUYS (WebProcure/Proactis) vendor registration. The invoice number will be listed on the state’s EFT addendum record to enable the contractor to properly apply state payments to invoices.

The contractor must comply with all other invoicing requirements stated in the RFQ.

d. The statewide financial management system has been designed to capture certain receipt and payment information. For each purchase order received, an invoice must be submitted that references the purchase order number and should be itemized in accordance with items listed on the purchase order.

Failure to comply with this requirement may delay processing of invoices for payment.

e. The contractor shall not invoice federal or state taxes unless otherwise required under law or regulation.

2.12.3 Payment:

a. Payments are due upon receipt of a valid invoice, payable in 30 calendar days. All invoices for equipment, supplies, and/or services purchased by the State of Missouri shall be subject to late payment charges as provided in section 34.055, RSMo.

b. The State of Missouri does not pay state or federal taxes unless otherwise required under law or regulation.

c. The State of Missouri assumes no obligation for equipment, supplies, and/or services shipped or provided in excess of the quantity ordered. Any unauthorized quantity is subject to the state's rejection and shall be returned at the contractor's expense.

2.12.4 Inspection and Acceptance Specifications: For purposes of acceptance, no equipment, supplies, and/or services received by the state pursuant to a contract shall be deemed accepted until the state has had reasonable opportunity to inspect said equipment, supplies, and/or services.

https://missouribuys.mo.gov/ mailto:AccountsPayableSTL@mvc.dps.mo.gov

DPS MO VET COMM 0000000008SL Page 15

a. All equipment, supplies, and/or services which do not comply with the specifications and/or requirements, or which are otherwise unacceptable or defective may be rejected by the state. In addition, all equipment, supplies, and/or services which are discovered to be defective, or which do not conform to any warranty of the contractor upon inspection (or at any later time if the defects contained were not reasonably ascertainable upon the initial inspection) may be rejected.

b. The State of Missouri reserves the right to return any such rejected shipment at the contractor's expense for full credit or replacement and to specify a reasonable date by which replacements must be received.

c. The State of Missouri's right to reject any unacceptable equipment, supplies, and/or services shall not exclude any other legal, equitable or contractual remedies the state may have.

2.12.5 If the state agency denies a request by the contractor for payment the state agency will provide the contractor with written notice of the reason(s) for denial.

2.12.6 If the contractor is overpaid by the state agency the contractor, upon notification by the state agency, shall provide the state agency (1) with a check payable as instructed by the state agency or (2) deduct the overpayment from the invoice(s) as requested by the state agency.

2.12.7 Other than the payments specified in the contract, no other payments shall be made to the contractor.

****END OF SCOPE OF WORK SECTION****

DPS MO VET COMM 0000000008SL Page 16

3. TERMS AND CONDITIONS SECTION

3.1 Applicable Laws and Regulations:

3.1.1 The contract shall be construed according to the laws of the State of Missouri. The contractor and the State of Missouri must follow all applicable federal, state, and local laws and regulations that apply to the performance of the contract. To the extent that a provision of the contract is contrary to the Constitution or laws of the State of Missouri or of the United States, the provisions shall be void and unenforceable.

However, the balance of the contract shall remain in force between the parties unless terminated by consent of both the contractor and the state agency.

3.2 Non-Discrimination and Affirmative Action:

3.2.1 The contractor must comply with applicable federal and state laws and regulations addressing discrimination in employment.

3.3 Americans with Disabilities Act:

3.3.1 In connection with the furnishing of equipment, supplies, and/or services under the contract, the contractor and all subcontractors shall comply with all applicable requirements and provisions of the Americans with Disabilities Act (ADA); ADA is 42 U.S.C. section 1201, et seq.

3.4 Authorized Personnel/E-Verify:

3.4.1 For work performed under the contract, the contractor shall only employ personnel authorized to work in the United States in accordance with applicable federal and state laws, including section 285.530, RSMo and Executive Order 07-13. If the contractor employs personnel not authorized to work in the United States, the state shall have the right to cancel the contract immediately without penalty or recourse, and to pursue any other remedies permitted by the contract or by applicable state or federal law.

3.4.2 Prior to the performance of any services, a contractor meeting the definition of a business entity in section

285.525, RSMo, shall maintain enrollment and participation in the E-Verify Federal work authorization program with respect to the employees hired after enrollment in the program for work in connection with the contracted services included herein. If the contractor’s business status changes during the life of the contract to become a business entity as defined in section 285.525, RSMo, pertaining to section 285.530, RSMo, then the contractor shall enroll and participate in the E-Verify program.

3.4.3 The contractor shall only be required to provide the affidavits required in section 285.530.2, RSMo, to the state on an annual basis. https://purch.oa.mo.gov/vendor-information/affidavit-work-authorization-annual-renewal

3.4.4 The contractor shall ensure that its subcontractors comply with section 285.530, RSMo.

3.5 Business Associate Agreement:

3.5.1 Some of the state agencies and the contractor are both subject to and must comply with provisions of the

Health Insurance Portability and Accountability Act of 1996 (HIPAA), as amended by the Health Information Technology for Economic and Clinical Health Act (HITECH) (PL-111-5) and all regulations promulgated pursuant to authority granted therein. The contractor shall abide by a Business Associate Agreement. The state’s current Business Associate Attachment are contained in Attachment 1.

3.6 Business Registration:

3.6.1 The contractor must meet the requirements for conducting business in the State of Missouri, prior to performance of services under the contract, and for the duration of the contract. The contractor must be https://purch.oa.mo.gov/vendor-information/affidavit-work-authorization-annual-renewal https://purch.oa.mo.gov/vendor-information/affidavit-work-authorization-annual-renewal

DPS MO VET COMM 0000000008SL Page 17 registered and maintain good standing with the Secretary of State of the State of Missouri and other regulatory agencies, as may be required by law or regulations. Such business requirements for formation and operation include, but are not limited to, those in Chapters 347-359, RSMo.

3.7 Elected or Appointed Officials and Employees:

3.7.1 Elected or appointed officials or employees of the State of Missouri or any political subdivision thereof, serving in an executive or administrative capacity, must comply with sections 105.452 and 105.454, RSMo, regarding conflict of interest.

3.8 Hazard Communication Safety Data Sheets and Labeling Requirements:

3.8.1 The State of Missouri’s department in accordance with the revised rules and regulations of the Occupational

Safety and Health Administration (OSHA) requires that all hazardous chemicals and commodities purchased by the State of Missouri be labeled with warning labels, and either contain a safety data sheet with each shipment, or the contractor otherwise shall make available a safety data sheet specific to the product available for downloading from the internet. The contractor shall ensure that the state agency is informed about where to find safety data sheets for products under contract. Safety data sheet information must be compliant with OSHA’s Hazard Communication Standard. Therefore, the contractor must comply with this mandatory requirement for all commodities provided under contract that contain hazardous material. The contractor’s Safety Data Sheets shall comply with the OSHA uniform formatting requirements that became effective June 1, 2015, and the contractor’s Safety Data Sheets shall always comply with any changes to those OSHA requirements. Failure to comply with this requirement may cause cancellation of the contract with goods returned at the contractor's expense as well as suspension from the solicitation list for future requirements.

3.9 Indemnification:

3.9.1 Unless expressly provided by Missouri law to the contrary, pursuant to the Constitution of the State of

Missouri, Article III, section 39, subsections 2 and 5, the state shall not indemnify, hold harmless, or agree in advance to defend, any person or entity.

3.10 Legal Proceedings:

3.10.1 For any legal action or other proceedings, per section 27.050 and section 27.060, RSMo, the Missouri

Attorney General is given the authority to represent the State of Missouri’s interests. The venue for any legal proceeding relating to or arising out of the RFQ or resulting contract shall be in circuit court for Cole County, Missouri or the United States District Court for the Western District of Missouri, Central Division.

3.10.2 The contractor and the state agree that if a dispute concerning the contract arises that the parties shall make an attempt to resolve the dispute through informal methods before initiating litigation.

3.10.3 The State of Missouri does not agree to any arbitration. The State of Missouri does not voluntarily agree to the payment of attorneys’ fees. The state may, but is not required to, mediate any dispute arising under the contract, and any vendor provisions requiring mediation or dispute resolution processes shall not be binding upon the state.

3.11 Federal Funds Requirements:

3.11.1 The contractor shall understand and agree that the contract may involve the use of federal funds. The contractor shall comply with applicable Federal Funds Requirements, as amended by the federal government.

DPS MO VET COMM 0000000008SL Page 18

3.12 Invoicing and Payment:

3.12.1 Invoicing and payments must follow section 33.120, section 34.055, and section 8.960, RSMo. All payments shall be made in arrears, unless the requirements of 1 CSR 10-3.010 allow for advance payment of goods or services.

3.13 Non-Appropriation of Funds:

3.13.1 The contractor understands and agrees that funds required to fund the contract must be appropriated by the

General Assembly of the State of Missouri for each fiscal year included within the contract period. The contract shall not be binding upon the state for any period in which funds have not been appropriated, have been withheld, or have been restricted, and the state shall not be liable for any…