Pest Control Fact Sheet10.pdf

New York State Department of Agriculture & Markets New York State Fair

Quote Fact Sheet

Title of quote request: Pest Control Services

Dates of service for this quote: 5/1/25 – 3/31/26 Contract Reporter posting dates: 4/3/25 – 4/24/25

Due date: 4/24/25 – 3:00PM

Contact & Submittal Information:

Suzanne Shaw, Division of the State Fair NYS Dept. of Agriculture & Markets 581 State Fair Blvd.

Syracuse, NY 13209 Phone: (315) 728-4346 Email: suzanne.shaw@agriculture.ny.gov

Description:

Provide pest control services for the New York State Fairgrounds (Attachment 1) for the dates of service noted above. The selected contractor shall maintain during the term of this quotes, an environment that is reasonably free of pests.

Your quote will be for a flat rate of service for normal pest control. This rate must include any/all vehicle and equipment (tools of the trade) charges. No mileage, vehicle or equipment charges will be paid. If special equipment is needed (lifts, etc.) approval must be received prior to incurring the expense.

Delivery slips must be provided for any and all types of service on the Fairgrounds and signed by either the Property Manager or designee. Service personnel must check in at the Maintenance Office between the hours of 7:00am and 3:00pm, Monday thru Friday. For service calls outside of those days/hours, service personnel must sign in and out at the Gate 2 Security Post. Failure to sign in and out may negatively impact payment for services.

Invoicing should be on a monthly basis for all service during the prior month. Invoices must detail labor, parts and materials. Time sheets signed must be provided for all labor.

Prevailing Wage:

The current prevailing wage rates are attached. Contractors must meet prevailing wage rates.

The selected contractor shall furnish all labor, materials and equipment to implement the surveillance, inspection, trapping and pesticide aspects of the program.

• Year-round - All inspections, monitoring & treatments should be done on a monthly (spring/summer) & bi-monthly basis (winter) and must be performed during normal business hours (7am – 3pm).

• Fairtime - All inspections, monitoring & treatments will be done on an on-call basis. Work should be done before or after normal Fairtime hours (9:00am – 10:00pm).

mailto:barbara.godfrey@agmkt.state.ny.us

• All call-in’s should be performed within the same day but no later within 24 hours.

• Services which do not affect tenant health or productivity may be performed during the regular hours of operation in the various buildings. When it is necessary to perform work on weekends or outside the regularly scheduled hours set in the contractors plan and schedule, the contractor shall notify the Fair and Maintenance Supervisor at least 2 days in advance and all arrangements will be coordinated between the Fair and the Maintenance Supervisor.

• The contractor’s on-site supervisor shall be responsible for coordination with the Maintenance Supervisor or representative at the beginning of each visit.

• The contractor shall observe all safety precautions throughout the term of this service. Certain areas of some buildings may require special instructions for persons entering the building. Any restrictions associated with these special areas will be explained to the contractor by the Maintenance Supervisor or representative. These restrictions shall be adhered to and incorporated into the contractor’s detailed plan and schedule for the building.

• The contractor must provide a detailed site-specific recommendations for structural and procedural modifications necessary to achieve target pest control, prevention and mitigation. All services rendered will provide and maintain an effective pest management program in accordance with the best practices, procedures and techniques of the Pest Control Industry.

Pests Included (but not limited to):

• Rats, mice, cockroaches, ants, silverfish, bats, bees, flies and wasps

Pest Management Technicians:

All personnel providing on-site pest management services must be licensed in the appropriate jurisdictions as Commercial Pesticide applicators in the category of Industrial, Institutional, Structural, and Health Related Pest Control.

Pesticide Treatments:

The selected contractor shall be responsible for the safe use of pesticides. All pesticides used by the contractor must be registered with the EPA and appropriate state and/or local jurisdiction. Transport, handling and use of all pesticides shall be in strict accordance with the manufacturer’s label instructions and all applicable Federal, State, and local laws and regulations. The environment and the public shall be protected at all times.

If pesticides are applied, the location, type of pesticide and quantity used shall be documented on the summary of service ticket left with the facility on the date of application.

The selected contractor shall minimize or eliminate the use of synthetic organic pesticides and substitute least toxic products wherever possible. For example:

a. The use of crack and crevice application of pesticide powders (e.g. boric acid) directly to pest harborage areas rather than fan spraying exposed surfaces in the general vicinity of harborage areas.

b. The use of containerized or granular or paste bait for cockroaches rather than sprays.

c. Pesticide fogs or space sprays (including mists and ultra-low volume applications) will be restricted to unique situations for which no alternative measures are practical. This must be approved, on a case by case basis, by the Maintenance Supervisor.

Prior to performing a space spray treatment, the selected contractor shall submit a written request for approval to the Fair at least 2 days prior to the proposed treatment time. The request must justify why alternative, least toxic solutions are not appropriate or would be efficacious; identify the target pest, time and specific place(s) of treatment, pesticide(s) to be used, method of application, precautions, to be taken to ensure tenant and employee safety, and steps to be taken to ensure the containment of the spray to the site of application.

Rodent Control:

Snap traps and other trapping devices (including glue boards) used in rodent control must be checked frequently.

Rodents killed or trapped shall be disposed by the selected contractor within 24 hours. Trapping shall not be performed during periods when maintenance will be delayed by holidays, weekends, etc. Traps shall be placed out of the general view and located so as not to be affected by routine cleaning procedures.

All rodenticides, regardless of packaging, shall be placed either in locations not accessible to children, pets, wildlife, and domestic animals, or in EPA-approved tamper-resistant (often termed “tamper proof”) bait boxes. Frequency of bait box servicing shall depend on the level of rodent infestation. All bait boxes shall be labeled, and dated at the time of installation and each servicing. All bait boxes shall be maintained in accordance with EPA regulations, with an emphasis on the safety of non-target organisms. The following three points shall be strictly adhered to:

a. The lids of all bait boxes must be securely locked or fastened shut.

b. Bait must always be placed in the baffle-protected feeding chamber of the box and never in the runway of the box.

c. All bait boxes must be securely attached or anchored to the floor, ground, wall, etc. so that the box cannot be picked up or moved.

All traps, trapping devices, and bait boxes shall be accounted for, and their location recorded on a floor plan or site map and in the building log book and shall be removed from the premises covered by this service term at its conclusion.

Example of rodent control locations (final determination to be made between the selected contractor and Maintenance Supervisor) other buildings may be included:

a. Agriculture Building – baited inside and out

b. Administration Building – perimeter baited

c. Expo Building, Center of Progress, Horticulture Bldg, Art & Home Building, Eatery Building – baited and monitored inside

d. Stables – treated inside and outside. Baited along the runways inside.

e. Plumbing Shop – treated inside for mice

f. Maintenance Building – treated inside for mice

g. Garden Shop – treated inside for mice

h. Others as identified by the Department

Fly Abatement Program:

Each year immediately following the Fair, a fly abatement program lasting approximately two weeks will be initiated.

The purpose of this program is to reduce the fly population breeding in the animal waste created by the Fair. The program shall include, but is not limited to the following areas:

a. All livestock buildings

b. All livestock show areas

c. All animal waste storage locations

Bee and Wasp Abatement Program:

All permanent restaurant buildings (inside and outside) will need to be treated for wasp abatement beginning in May and to be completed prior to the start of the Fair (August 20th). Staff must be available during the entire duration of the Fair to attend to any issues that arise.

Record Keeping:

The selected contractor shall be responsible for maintaining a complete and accurate pest management log book.

The log book will be kept in the Maintenance Office and maintained by each visit by the selected contractor. The log shall contain the following items:

a. A copy of the service schedule for the Fair

b. A copy of the current label and EPA registration number for pesticide used in the buildings, including Material Safety Data Sheets.

c. The location of all traps, trapping devices, and bait stations in or around the premises.

Quotes:

Your response must include:

• A fully completed quote sheet

• An operational plan to include proposed inspection schedules, proposed methods for monitoring and abatement of pest issues, proposed monthly pest report format, 24 hour response plan.

• A list of two (2) verifiable references where you have provided similar services. Document attached to complete as part of the Quote Sheet.

Reservation:

The Department reserves the right to:

• reject any or all responses with respect to this request for quotes;

• decline to award from this request for quotes;

• require clarification from any Responder to assure a full understanding of the responsiveness to the requirements for this request for quotes;

• waive or modify minor irregularities in quotes received;

• request from Responder additional information deemed necessary to more fully evaluate its quote.

Responders will have (3) business days to respond to the request or may be disqualified;

• amend this request for quotes after its release, with appropriate notice;

• negotiate with any or all Responder within the request for quote requirements, in the best interests of New

York State.

The Department reserves the right to inspect the supplied systems at any time during the period of the contract.

Insurance:

Upon contract award, obtain and maintain insurance coverage, from a company licensed to do business in New York State, of at least ONE MILLION DOLLARS ($1,000,000) per occurrence combined single limit bodily injury and property damage and at least ONE MILLION DOLLARS ($1,000,000) each occurrence business automobile liability insurance. The selected Vendor shall furnish a certificate of insurance naming the New York State Department of Agriculture & Markets as additional insured.

The selected Vendor shall also provide a certificate of workers’ compensation and disability insurance as required.

Summary of Department’s Policy Regarding State Finance Law Sections 139-J & 139-K:

Pursuant to State Finance Law Sections 139-j and 139-k, this solicitation includes and imposes certain restrictions on communications between the Department of Agriculture and Markets and an offeror/bidder during the procurement process. An offeror/bidder is restricted from making contacts from the earliest notice of intent to solicit bids/proposals through final award and approval of the Procurement Contract by the Department, and, if applicable, Office of the State Comptroller (“restricted period”) to other than designated staff unless it is a contact that is included among certain statutory exceptions set forth in State Finance Law Section 139-j(3)(a). Designated staffs, as of the date hereof, are identified in this solicitation. Department employees are also required to obtain certain information when contacted during the restricted period and make a determination of the responsibility of the offeror/bidder pursuant to these two statutes. Certain findings of non-responsibility can result in rejection for contract award and in the event of two findings within a four year period, the offeror/bidder is debarred from obtaining governmental Procurement Contracts. Further information about these requirements can be found in the Department’s Guidelines and on the Office of General Services Website at http://www.ogs.state.ny.us/aboutOgs/regulations/defaultAdvisoryCouncil.html

The Department has designated the following staff members to receive contacts pertaining to this quote:

Suzanne Shaw, Division of the State Fair NYS Dept. of Agriculture & Markets 581 State Fair Blvd., Syracuse, NY 13209 Phone: (315) 728-4346 Email: suzanne.shaw@agriculture.ny.gov

Payments Vendor shall provide complete and accurate billing invoices to the NYS Department of Agriculture & Markets, a division of the New York State Fair, in order to receive payments. Billing invoices submitted must contain all information and supporting documentation. Payments for invoices submitted by the Contractor shall only be rendered electronically unless payment by paper check is expressly authorized by the Commissioner, in the Commissioner’s sole discretion, due to extenuating circumstances. Such electronic payment shall be made in accordance with ordinary State procedures and practices. The Contractor shall comply with the State Comptroller’s procedures to authorize electronic payments. Authorization forms are available at the State Comptroller’s website at www.osc.state.ny.us/epay/index.htm, by email at epunit@osc.state.ny.us, or by telephone at 518-474-4032.

Contractor acknowledges that it will not receive payment on any invoices submitted under this Contract if it does not comply with the State Comptroller’s electronic payment procedures, except where the Commissioner has expressly authorized payment by paper check as set forth above.

Statewide Financial System:

In addition to receiving electronic payments, all vendors are now required to be registered as a vendor with New York State’s Financial System (SFS). Vendors are responsible for ensuring they are registered with SFS and that all data is correct. The website for SFS is http://www.sfs.ny.gov/index.php?option=com_content&view=article&id=163:vendor-knowledge-and-http://www.ogs.state.ny.us/aboutOgs/regulations/defaultAdvisoryCouncil.html mailto:barbara.godfrey@agmkt.state.ny.us http://www.osc.state.ny.us/epay/index.htm mailto:epunit@osc.state.ny.us http://www.sfs.ny.gov/index.php?option=com_content&view=article&id=163:vendor-knowledge-and-support&catid=96:vendor-knowledge-and-support&Itemid=684 support&catid=96:vendor-knowledge-and-support&Itemid=684 . The phone number for questions is (toll free) 855- 233-8363.

http://www.sfs.ny.gov/index.php?option=com_content&view=article&id=163:vendor-knowledge-and-support&catid=96:vendor-knowledge-and-support&Itemid=684