ESBD_File_347714_RFP PEST CONTROL -2024 ADD 2.pdf

Stephen F. Austin State University RFP #PEST CONTROL-2024 ADDENDUM NO. 2

PROCUREMENT AND BUSINESS SERVICES

P. O. Box 13030

NACOGDOCHES, TX 75962

REQUEST FOR PROPOSAL

RFP NUMBER

PEST CONTROL-2024

ADDENDUM NO. 2

Dated: 1/24/24

PROPOSAL MUST BE RECEIVED BEFORE:

5:00 PM, TUESDAY FEBRUARY 6, 2024

HAND DELIVER AND/OR

MAIL PROPOSAL TO: EXPRESS MAIL TO:

Stephen F. Austin State University Stephen F. Austin State University Procurement Services Procurement Services

P. O. Box 13030 2124 Wilson Drive Nacogdoches, TX 75962-3030 Nacogdoches, TX 75962

MAIL PROPOSAL TO: HAND DELIVER AND/OR

EXPRESS MAIL TO:

Stephen F. Austin State University Stephen F. Austin State University Procurement and Business Services Procurement and Business Services

P. O. Box 13030, SFA Station 2102 Alumni Drive, Austin Bldg., Room 131 Nacogdoches, TX 75962-3030 Nacogdoches, TX 75962

Show RFP Number, Due Date and Time on Return Envelope

NOTE: PROPOSAL must be time stamped at Stephen F. Austin State University Procurement and

Business Services before the hour and date specified for receipt of proposal.

REFER INQUIRIES TO:

Nicole Ivancic

Purchasing Manager Stephen F. Austin State University

Procurement and Business Services 936.468.4472 email: ivancickn@sfasu.edu mailto:ivancickn@sfasu.edu

Stephen F. Austin State University RFP #PEST CONTROL-2024 ADDENDUM NO.2

STEPHEN F. AUSTIN STATE UNIVERSITY

Request for Proposal #PEST CONTROL-2024

ADDENDUM NO. 2

ACKNOWLEDGEMENT OF THIS ADDENDUM IS NOT REQUIRED IN ORDER FOR THE

RESPONSE TO RECEIVE CONSIDERATION.

PROPOSAL MUST BE RECEIVED BEFORE:

5:00 PM, TUESDAY FEBRUARY 6, 2024

Please note the answers to the following questions that were received by email during the period of January 11 to January 17, 2024:

1. Question: Scope of work states that resident halls, scope of work states thorough bed bug inspection of all beds, bedding, bedside tables, closets, and other vulnerable areas. Will students’ personal effects be removed so bed and areas designated can be easily inspected?

Answer: SFA Housing Operations inspects the bed first, then they ask the Pest Control Company to check/spray too. Per SFA’s SOP, Operations staff will work with the Pest Control Operator in pulling all items away from the wall and baseboards so that the Pest Control Operator can effectively treat the areas which include but are not limited to mattresses, desks, dressers, closets, wardrobes, carpets, rugs, chairs, light fixtures, electrical outlets, switches, baseboards of any kind, and any cracks or crevices.

(See SOP in Appendix I)

2. Question: How many bed bug incidents did you have last year?

Answer: For Calendar Year 2023 we had 10 incidents reported of which, only one resulted in finding bed bugs; we did have Pest Control Company check each time.

Appendix I

Stephen F. Austin State University Housing Operations

Standard Operating Procedure

Procedure: Eliminating Bed Bugs from a Room Purpose: This procedure details the method(s) for inspection and treatment for a possible infestation of bed bugs within the Residence Life facilities. This procedure is mainly for 1-6 rooms or a public area found to have a bed bug infestation. Larger areas of infestation (a whole building) will encompass this procedure with a more stringent plan of action from our Pest Control Operator.

Date Procedure Written/Revised: October 29, 2020

A. If Bed bugs have been found during the inspection process -

• The Operations staff will inform Safety, Pest Control Operator, Residence Life offices and the

Hall Director of the infested area(s).

• All staff must use Personal Protective Equipment (PPE) while in infected area inspecting and treating the infested area.

• The staff (Hall Director and Operations) will work with the students in an infested area to contain the area.

• The staff (Hall Director and Operations) will work with the occupants of the room/ area infected, to gather everything that is dryable. Operations staff along with the students will place items in tightly sealed garbage bags and all items will be put into dryers and set at the highest setting for no less than three dryer cycles. Operations staff will dispose of the plastic bags immediately. An inventory of the items will need to be completed and signed by the students who own the items.

• The staff (Hall Director and Operations) will interview the residents in the affected room(s) to determine what other rooms or areas that they visit regularly, or whom may have visited their room regularly. Other areas of the residence Hall or other Halls might need to be inspected if it is deemed necessary from information received in the interview.

• Pest Control Operator (PCO) and Operations Staff will be working jointly in the treatment of any bed bug infestation. QUICK AND AGGRESSIVE ACTION MUST BE TAKEN IN ORDER TO

CONTAIN THE PROBLEM! MOVING PEOPLE TO OTHER LOCATIONS WITHOUT BEING VERY

CAREFUL MAY MOVE THE PROBLEM WITH THEM.

• A copy of the pest control contract is in the attachment (Pest Control 09 doc).

• The current SFA pest control contract states: “A bed bug prevention/treatment program shall be an integral part of services rendered. As the infestation of bed bugs (specifically the Cimex Lectularius L) has risen in the US the University needs to be proactive regarding the prevention of these pests in all University dorms and apartments particularly the apartments that house foreign students because of their extensive travel schedules. The Contractor shall be required to monitor and inspect all the housing dorms and apartments a minimum of 3 times per year for bed bug infestation. This inspection shall be diligent including, but not limited to, inspecting of all beds, nightstands, and closets in the housing bedroom areas, as well as all other possible hiding areas. Report any infestations and a plan of action as to how to eliminate bed bugs including all chemicals and services rendered should an infestation occur.”

• Set up the Hot Box (see equipment section).

• Operations staff will work with the Pest Control Operator in pulling all items away from the walls and baseboards so that the Pest Control Operator can effectively treat the areas which include but are not limited to mattresses, desks, dressers, closets, wardrobes, carpets, rugs, chairs, light fixtures, electrical outlets, switches, baseboards of any kind, and any cracks or crevices.

• Operations staff may need to caulk and seal any holes where pipes or wires penetrate walls and floors to prevent bedbugs from traveling outside of the room.

• The Pest Control Operator will treat any infected mattresses. Operations staff will seal infected mattress in waterproof vinyl covers and tape up the zippers with duct tape. The mattress will be immediately disposed of.

• All furniture except for mattresses will not be removed from infected area after treated to keep from infecting other areas if bugs are not exterminated.

• Go to other units and follow same procedures if there are bed bug infestations found.

• Dispose of all personal protective equipment in garbage bags, seal bag with duct tape and dispose of the garbage bag.

• Remove Hot Box and reset the room for occupancy.

• Inspect the room daily for 1-4 weeks to be sure no re-infestations occur.

• Moving the students to another area might be necessary and the Hall Director will need to make plans with the occupants for this move. The duration of the move could depend on the severity of the bed bug infestation.

• Maintain a work order record of the event.

B. Actions to prevent the further spread of bed bugs -

• All adjacent rooms, below, above and on both sides of the infested room(s) should be inspected by the Pest Control Operator and could include other areas if deemed necessary.

• Operations staff and the Pest Control Operator will consider encasing mattresses and springs with bug proof encasements not only in the infested room(s) but might want to include adjacent room(s) above, below and both sides.

• If mattresses are not found infected with bed bugs they still need to be treated, waterproof vinyl covers installed on mattress (optional in this circumstance) removed and stored, and a new mattress installed.

• Inspections should continue in any area deemed necessary until Pest Control Operator is sure of no further infestations.

• Continue the pest control long-term inspection program as stated in the Pest Control contract.

• To try and reduce the risk of bed bugs, educational information should be available to residents on the Residence Life website.

• Optional - consider the option of using canine scent detection if affected areas cannot be eradicated.

• Actions are to be documented by Operations staff on the work order.

C. Equipment -

• Personal protective equipment will include, but not limited to, gloves, eye protection, mask, shoe covers, white suit, and gloves.

• Other equipment includes duct tape, garbage bags, vacuum with HEPPA filter, vacuum filter bags, rags, water proof vinyl mattress encasements, chemicals, Sharpie, labels, Do Not Enter signs, notebook (for listing items taken from room to be washed), work order.

• Hot Box (Heat Chamber) to kill bed bugs by heat. The workings of a heat box and the equipment to build a heat box are located on page 69 of the bed bug manual located in the attachment. Below is also a list of the equipment needed to build a Hot Box (Heat Chamber).

Equipment Oil-filled electrical space heaters Box fans (50.8 cm diam., Lasko, West Chester, PA) Small desktop fans Tape Electrical extension cords Polystyrene sheathing board insulation (4 ft x 8 ft x 2 in, Perma “R”) Temperature monitoring equipment outdoor/indoor consumer digital thermometers (Acu-rite, Chaney Co.)

temperature recorders (Hobo, Onset) thermocouple probes (Onset) connected to laptop computer

Bed Bugs Found Check List

• Make sure you are wearing PPE when entering room

• Check mattresses, springs and headboards for bed bugs

• If signs of bedbugs are found call pest control, Hall Director, Residence Life offices and

Safety

• Tenants will need to bag bed linens and all clothes including shoes

• Tenants and operations will need to place all items in dryers for 3 cycles

• HD and Operations Supervisor will need to interview students.

• Pest control will treat infected areas.

• Operations and Pest control will inspect all surrounding rooms (apartments)

• Operations will set up bed bug box in room and heat contents of room.