Pest Control Services.pdf

Request for Proposal

RFP #26-087

Integrated Pest Management (IPM) Services Contract

For

Wake County General Services

Administration

Facility & Field Services Division

Table of Contents

SECTION PAGE #

Objective/Scope 3

Bidding Instructions 4

Definitions 6

Execution of contract 7

Schedule and Evaluation Criteria 10

Proposal Requirements 12

Proposal Format 12

General Conditions 19

Special Conditions 25

Chemicals 34

Bid forms and pricing workbook instructions 36

Schedule and evaluation criteria 39

Required proposal format 40

Exhibits

Exhibit A – Sample Agreement

Exhibit B - Bidders Questionnaire Exhibit C – Pricing Workbook Exhibit D – Bid Signature and Total Price Quote Form Exhibit E – Conflict of Interest

OBJECTIVE:

This Request for Proposal (RFP) is to solicit proposals for Integrated Pest Management (IPM) Services for Wake County facilities, managed by the General Services Administration (GSA). See Exhibits in this RFP for information, such as Facility Information, Bidders Questionnaire, Pricing Workbook, County Requirements, etc.

SCOPE:

The primary objective of this RFP process is to identify Contractors capable of providing excellent Integrated Pest Management (IPM) Services at the most competitive prices and at the highest consistent quality to Wake County. The successful Contractor shall work within a performance-based framework and establish a long-term continuous service partnership.

Wake County challenges the proposers to carefully study and research the unique aspects of the identified facilities and to submit proposals that demonstrate the ability to maintain best-in-class quality levels at the most competitive pricing.

Bidders propose pricing for a (3) year period, with the option to extend up to two (2) additional years, subject to budget allowance. Costs will remain constant for the first 3 years with the ability for an increase in the fourth (4) and Fifth (5) years as budgeting will allow. (typically, no more than 3%)

RESPONSIBILITY OF THE CONTRACTOR/ SAFETY PRECAUTIONS AND PROGRAMS

a) The contractor agrees to perform all work under this contract.

b) The contractor shall be responsible to the owner of the Integrated Pest Management (IPM) Services company for the acts and omissions of his employees.

c) The contractor shall be responsible for any damage to buildings or individuals as a result of work being performed while at Wake County facilities, whether temporary or permanent, and to adjoining property.

d) To protect the lives and health of their employees the contractor shall comply with all applicable OSHA and ADA regulations and shall be responsible for all safety precautions while performing the work.

Harnesses, ropes, Bozeman chairs, and pulleys must be properly checked by the supervisor before work can begin.

e) The contractor shall be responsible for initiating, maintaining and supervising all safety precautions and programs in connection with the work.

PURPOSE AND INTENT:

This contract is for the purpose of Integrated Pest Management (IPM) Services at designated Wake County facilities.

BACKGROUND

Consistently rated as one of the best places to live and work in America, Wake County is home to NC State University, Research Triangle Park, and 2006 Stanley Cup Champions, the Carolina Hurricanes. Wake County is also the center of state government, with our Capitol Building, legislature and many government offices located in Raleigh.

Centrally located in the Triangle area of North Carolina, Wake County is one of the fastest growing areas in the nation and the most populous county in the state with approximately 1,129,410 + residents. The County was founded in 1771, currently encompasses about 860 square miles, and is the center of the state government. Wake County is a thriving community whose population has grown approximately 142% since 1990, 52% since 2000, 14% since 2010 and is forecasted to maintain substantial growth of approximately 25,000 new residents per year for the next few decades.

Overview of the facilities:

Wake County facilities in need of service

• 109 facilities

• 5 million cleanable square feet

• 28,000 average daily occupants and staff

BIDDING INSTRUCTIONS

1. ADDENDA

a) No interpretation of the meaning of the Contract Documents, nor correction of any apparent ambiguity, inconsistency, or error therein, will be made to any Bidder orally.

b) All such interpretations will be in the form of written Addenda to the Contract Documents. Any such

Addenda will be available in the WC Bonfire Portal. It is solely the Bidder’s responsibility to ascertain if any or all Addenda have been received prior to Bid being submitted.

c) In case any Bidder fails to acknowledge receipt of any such Addendum in the space provided in the Conflict-of-Interest submittal, its Bid will nevertheless be construed as though the Addendum had been received and acknowledged, and the submission of its Bid will constitute acknowledgment of the receipt of the same.

d) No interpretation or correction except that which is provided in writing by Wake County will be binding. Prospective Bidders are warned that no other source is authorized to give information concerning or to explain or interpret the Contract

2. AWARD OF CONTRACT

a) The Contract will not be awarded until the necessary investigations of the qualifications of the

Bidders, and the responsiveness of the Bids have been made. Such award will be made, or all Bids rejected within sixty (60) days after the date set for the receipt of the Bids.

b) Wake County reserves the right to award one or more Contracts, based on the best interest of the County

c) The TOTAL ANNUAL AMOUNT BID shall be the correct summation of the Pricing Workbook line items, where applicable. In the event of a discrepancy between a unit Bid price and the Bid price for completing Services monthly or annually, the unit price and its correct extension shall govern

d) Wake County shall have the right to reject any or all Bids and to award the Contract through private negotiations, based on the best interest of Wake County.

e) Wake County will not be liable for any costs in connection with the presentation and submission of any Bid whether responsive or not responsive or submitted by any Bidder whether qualified or not qualified

3. TIME & MANNER OF SUBMISSION

To be considered responsive:

a) The Bid must conform in all respects to the Invitation to Bid and to the Bidding Instructions. Wake County may reject any Bid that contains omissions, alterations of form, additions not called for, conditions, limitations, unauthorized altered Bids, or other irregularities of any kind.

b) All Bid items must be balanced and in proportion to each other and to the total amount Bid.

c) All individual Bid items must be sufficient to allow the Contractor to perform the work.

d) The Bidder is strongly encouraged to attend the Bidders Meeting.

e) Please refer to the Bid Forms, Pricing Workbook Instructions and Proposal. Format for other requirements that are necessary to be considered responsive.

To be considered qualified, a Bidder must provide information to demonstrate, to the satisfaction of Wake County, at a minimum, that.

a) The Bidder has or can obtain adequate financial resources to meet its Contract obligations and the ability to maintain such resources for the initial term of the Contract plus any additional terms.

b) The Bidder has or is able to obtain adequate equipment and tools to perform the Services as required in the Contract Documents or the financial resources to obtain such equipment and supplies.

c) The Bidder has adequate technical, financial, and managerial experience to perform the Services as demonstrated by successful performance at facilities of a similar size and complexity and by the submission of an adequate, balanced Bid. Similar complexity in this context refers to the overall square footage of the account, the building occupancy types, and the functions of buildings included in the account

d) The Bidder must have provided Integrated Pest Management (IPM) Services for at least 10 years, with at least two accounts of similar size and complexity.

Wake County may waive any informalities or irregularities of Bids.

Wake County will not accept conditional Bids

Wake County will not accept a subcontractor model for this Contract

4. BID GUARANTY-Not applicable

5. BIDDER’S CONFERENCE AND SITE INSPECTION

Each Bidder desiring to submit a Bid is strongly encouraged to attend a Bidders Meeting to be held on October 1, 2026, at 10:00 AM, at the General Services Administration facility, 401 Capital Blvd. Raleigh, NC.

Each Bidder, by submitting a Bid, shall certify that it has examined all Contract Documents, is familiar and experienced with the Integrated Pest Management (IPM) services required throughout the County, and is fully informed as to the operational activities of Wake County regarding the performance of the Services as defined in the Contract Documents.

6. DEFINITIONS

Whenever used in the Invitation to bid, Bidding Instructions, Bid Guaranty, Bid Form or in related documents, the terms, or pronouns used in place of these, shall be defined as follows:

a) Addendum - A modification of the Bidding Instructions; Bid Form; RFP; Agreement; General Conditions; Special Conditions; Scope of Work or Specifications or any other Contract Documents issued by Wake County and distributed to prospective Bidders prior to the date and time set for the receipt of the Bids.

b) Bid - The written offer of a Bidder to enter into the agreement with Wake County.

c) Bidder - Any individual, partnership, or corporation submitting a Bid in accordance with the Bidding

Instructions.

d) Bid Form - The form or forms on which the Bids are submitted

e) Bidding Instructions - The section describing the mandatory method of preparing and submitting Bids and of awarding the Contract together with other information of value to prospective Bidders.

f) Contract – The contract or agreement executed between the successful Bidder and Wake County.

g) Contract Administrator – The Coordinator for Wake County, or its designated person.

h) Contract Documents – The collective documentation that will serve as the governing contract or agreement, to be awarded to the successful Bidder. Contract Documents may include RFP language, Scope of Work, Specifications, Pricing Workbook, Agreement, and any other documentation Wake County elects to incorporate into the resulting Contract.

i) Contractor – The firm contracted to provide Integrated Pest Management (IPM) Services to Wake County.

j) Invitation for Bids - The written notice by Wake County inviting the submission of Bids for this Contract.

k) Purchasing Manager - The individual designated by Wake County and identified in the Invitation to Bid or in an Addendum authorized to solicit and receive or reject Bids for Contracts, to receive and answer any questions regarding the bidding documents, and to issue any Addenda to the bidding documents.

l) Services - The duties prescribed in the scope of work, specifications and other Contract Documents.

m) Site - The facilities and work locations where the scope of work is performed.

n) Wake County – Wake County General Services Administration.

7. DISQUALIFICATION

Wake County may disqualify an otherwise qualified Bidder for any reason but not limited to:

a) Submission of more than one Bid for the same Services by an individual, firm, partnership, or corporation under the same or different names.

b) Evidence of collusion among Bidders.

c) Previous participation in collusion while bidding to Wake County.

d) Omission or falsification of information provided on the Bidder’s Questionnaire.

e) If Bidder is currently or previously in litigation with the county.

8. EXECUTION OF CONTRACT

Within fourteen (14) calendar days after presentation of the prescribed documents for signature, the Bidder(s) to whom the Contract has been awarded shall execute and deliver to Wake County, the Contract, and the required evidence of insurance. These documents and evidence must be furnished, executed, and delivered before the Contract will be executed by Wake County.

The Contract shall not be binding upon Wake County until it has been executed by Wake County and a copy of such fully executed Contract is delivered to the Contractor

Failure of the Bidder(s) to whom the Contract has been awarded to execute and deliver the Contract and the required evidence of insurance within fourteen (14) days after the prescribed documents are presented for signature shall be just cause for the annulment of the award.8.

9. INTERPRETATION OF ESTIMATED QUANTITIES

Wake County does not expressly or by implication represent that the actual facility information involved will correspond therewith, nor shall the Bidder plead misunderstanding or deception because of such estimate of facility information.

10. STARTUP

Work under this Contract is expected to begin on or about January 1, 2027

The Bid must be submitted in accordance with the following:

a) All Bidding Documents must be received through the WC Bonfire Portal (Electronic system) prior to October 29, 2026, at 3:00 pm

b) All instructions described in Section VI: Bid Forms and Pricing Workbook Instructions and Section VIII: Proposal Format.

c) The Bid must be received BEFORE 3:00 pm on October 29, 2026.

d) No late Bids will be accepted regardless of method of delivery.

e) Pricing sheets (Exhibit C) and Bidders Questionnaire (Exhibit B) must be submitted in Excel format version 2007 or newer.

10. WITHDRAWAL OF BIDS

a) No Bid can be withdrawn after it is submitted unless the Bidder makes the request in writing to the Purchasing Manager, and such request is received before the day and time set for receipt of Bids.

b) No Bid can be withdrawn for a period of sixty (60) days after the date and time set for receipt of Bids.

11. SCHEDULING OF SERVICE

The majority of the services are to be performed Monday through Friday. Wake County is closed for thirteen holidays each year. Integrated Pest Management (IPM) Services are not required during holidays.

12. COMMUNICATION

Contractors should provide smart phones for the account manager and supervisors.

13. SECURITY

For service techs working within the facilities, the contractor shall perform its standard employment screening at no additional cost to Wake County (including criminal background investigation). Employee of the Contractor shall submit a criminal background check for review and approval by Wake County. The background check can be performed by a County Sheriff’s Office, Clerk of Court, or third-party vendor. The background check must contain sufficient details to permit a reasonable review of the individual’s criminal background and should cover the last 10 years.

Note: The supervisors are responsible for providing replacements with access to the necessary buildings.

Replacements will not be granted independent access to certain Wake County Sites.

Contractor will be responsible for securing all prescribed interior doors and exterior entrances upon completion of work assignments.

When notified by Wake County of an act of theft or dishonesty by Contractor personnel, and such act is not reasonably in dispute, Contractor shall immediately reimburse Wake County for the amount of Wake County’s resulting loss without waiting for any potential reimbursement or recovery from Contractor’s fidelity carrier.

Contractor will remove any Contractor personnel from assignment at Wake County that are deemed by Wake County to be unsatisfactory for any reason.

Contractor represents and warrants that all Contractor employees designated to perform Services at Wake County are either citizens or legally eligible to work in the United States. Contractor shall utilize E-Verify or similar services to verify this requirement is met. Contractor also represents and warrants that it has and will comply with all applicable immigration laws and regulations.

Contractors shall be responsible for use of all keys and security access cards issued. Under no circumstances shall Contractor employees admit anyone to areas controlled by a key in their possession. Such requests shall be referred to by the Contract Administrator or other designee. On occasion, certain areas, which are normally open for treatment, may be secured. In such a situation treatment shall take place only upon request of Contract Administrator or other designee.

If applicable - contractor shall not duplicate any keys for premises under any circumstances. Any lost keys or need for additional keys shall be promptly reported to or requested by the facilities management. To avoid the possibility of tracing lost keys to the premises, the Contractor shall not put identification on any keys.

Replacement keys, changing the building locks, recording the security alarm and cards are provided to vendor for a replacement fee. Tracka electronic key distribution will be utilized by the contractor, and access will be provided via badge access approval.

14. WORK RULES

Employees of Contractor shall not disturb papers or personal effects on desks, open drawers or cabinets, use telephone, radio or television sets, or tamper with other personal or County property. Additionally, the Contractor shall require employees to adhere to the following work rules:

a) Badge in when entering and existing a facility (beginning and finishing a treatment)

b) Turn off lights upon completion of operations

c) Do not read or remove any materials left on desks, file cabinets, etc.

d) Do not remove anything from the facilities which is personal or Wake County property

e) Do not use any type of tobacco or vape products within the buildings

f) Do not use Wake County telephones or computers for personal calls or use

g) Do not open drawers, doors, etc. of office furniture

h) Do not consume alcoholic beverages or other drugs on the job or report to work under the influence of alcohol or drugs

i) Do not operate or tamper with copiers, any office machines or equipment

j) Wear proper attire

k) Security check doors and windows

l) Do not enter any off-limit areas or locked offices

m) Take breaks in designated areas only. No breaks are allowed in any tenant-occupied space at any time.

No breaks at desks or office area lunch/break areas are permitted

n) Contractor is responsible for any costs or liability incurred as a result of the loss or misuse of facility keys

o) Contractor’s personnel shall leave the premises with all perimeter doors locked upon leaving the building. Contractor will leave all office doors, conference room doors, kitchen doors, storage doors, etc. in the condition specified by the occupants in each area

15. LANGUAGE REQUIREMENT

All Supervisors and management must be able to speak, read and write fluent English.

16. ADDING TO THE SCOPE OF WORK

At the sole discretion of Wake County, additional duties or facilities may be added to the scope of this Agreement. When such an occasion occurs, the Contractor shall be required to submit a formal proposal and full disclosure Pricing Workbook that specifies the proposed cost. Wake County will compare the proposed price against the price of similar, current buildings for validation. The Contractor will be given at least fourteen

(14) calendar days advance notice before the area requirements of this agreement are increased.

17. ADDING/REMOVING FACILITIES

The Contractors shall submit pricing and staffing levels based on facilities needs in Exhibit C Pricing workbook.

Within the Pricing Workbook the Contractor shall include a price per facility that can be added or deleted.

18. VEHICLES

Contractor’s proposal shall include all vehicles necessary to fully perform the duties included in this specification.

Vehicles shall be maintained in good working order, and any repairs shall be the sole responsibility of the Contractor. Contractor is responsible for all fuel. Contractor shall provide a substitute vehicle within eight (8) hours of any vehicle being removed from service for any reason. All vehicles used by the Contractor must have the Contractor’s logos or name on its exterior for identification purposes.

19. ACCESS TO RECORDS

The Contractor shall provide access to Wake County or any of its duly authorized representatives to review any books, documents, papers, and records of the Contractor related to performance of this Agreement for the purpose of making an audit or other examination verifying compliance with its terms, and for preparing any reports required of the County

20. SCHEDULE

Required Pre-Bid Meeting October 1, 2026, at 10:00 am Last Day for Questions concerning RFP October 9, 2026, at 5:00 pm Addendum Issued (if necessary) October 16, 2026 Proposals due October 29, 2026, before 3:00 pm Anticipated Award Date December 1, 2026 Anticipated Start Date January 1, 2027

SCHEDULE AND EVALUATION CRITERIA

An evaluation review panel comprised of the Deputy Director of General Services Administration, Director of Facility & Field Services, Wake County Service Coordinators and others will review the submitted proposals.

The selection committee may choose to shortlist up to (3) three companies responding to this proposal for further consideration. Each company should be prepared to be interviewed and provide a presentation on their company and specifically, on their proposal. If the County is unable to successfully negotiate a contract with the highest-ranked firm, negotiations will be initiated with the second-ranked firm.

The panel will base their review and recommendation on the following criteria:

• Meet minimum qualifications relative to business and technical competence,

• Financial and historical experience as demonstrated by the Contractor’s submittal.

• The experience of the staff proposed to manage and operate this account and their experience on similar types of accounts.

• The proposed cost will not be used as the sole deciding factor but will be considered as a factor in the selection process.

• Contractor’s proposed plan for the management and operation of the account.

• Contractor’s ability to display the company safety policy and adherence to all NC OSHA standards and industry standards related to the work covered in this RFP.

TERM OF CONTRACT

The term of this contract is five (5) years beginning on the date of startup. Bidders should propose pricing that will remain constant for a (3) year period, with the option to extend up to two (2) additional years, subject to budget allowance. Costs will remain constant for the first 3 years with the ability for an increase in the fourth

(4) and Fifth (5) years as budgeting will allow. (typically, no more than 3[%). Wake County may seek to extend the Contract at that time for an additional one-year term, said option(s) to be exercised at the sole discretion of Wake County. In the event Wake County elects to exercise any one or more of the said options, the Vendor will be notified in writing at least sixty (60) calendar days prior to the commencement of the additional one-year term involved, and the Vendor shall accept or reject, in writing, said extension within fourteen (14) calendar days after receipt of said notice.

PROPOSAL REQUIREMENTS

1. Outline management structure; i.e., local office and support expected at each site location. Be specific and provide details on plans for effectively managing all sites. Provide organizational chart for support for this account listing all locations. Provide Integrated Pest Management (IPM) services training and experience for each management support member who would provide guidance and instructions to contract Integrated Pest Management (IPM) services staff at the Wake County site.

2. Provide a specific breakdown of pricing utilizing charts for billing information.

3. Describe in detail the selection and training process for Integrated Pest Management (IPM) Services staff, Supervisors, and Account Manager.

4. Provide a detailed narrative and flowchart of management's plans and projected actions to begin this account within 30 days’ notice. Indicate the identity of key personnel and contact points in planning and execution phases of start-up. At a minimum, this shall include flowcharts on personnel and hiring of any qualified Integrated Pest Management (IPM) services Contractor's personnel, detailed training, orientation, uniform purchase and issuance, and administrative start-up procedures.

5. Wake County is interested in contracting with an organization that possesses a sincere interest in being a total Integrated Pest Management (IPM) Services treatment partner. List Corporate Services that are available from your organization are not listed or solicited by this request.

6. List additional employee benefits, in addition to benefits required by this specification, available within the Contractor's corporate structure. Of particular interest are those benefits, awards, or incentives that provide additional management tools that address employee care, motivation, education, training, and morale. Imaginative and innovative concepts should be addressed in detail.

7. Attach a copy of Certificate of Insurance as required by Agreement Insurance Section on page 43.

Provide certification of a minimum company rating of A+.

8. Provide a signed letter of transmittal from a representative of the Contractor Company that is authorized to negotiate this contract.

PROPOSAL FORMAT

- Proposal shall be submitted utilizing the Proposal Forms and electronic version supplied with this Request for Proposal.

- Proposal shall be presented with all costs itemized and tabulation of these costs explained. Costs shall be listed on the included charts for all billing rates.

- The requirements for proposal submission and the format to be followed are mandatory.

- Proposals for using alternative formats will not be considered.

- A Pre-Proposal Conference shall be held to provide information for contractors. Contractors are strongly encouraged to attend the pre-proposal conference.

- Questions arising after the Pre-bid Meeting shall be submitted in the WC Bonfire Portal. Questions and responses will be transmitted to all bidders in an addendum issued through the WC Bonfire Portal.

Questions will be received through October 9, 2026, at 5:00pm. The final addendum will be issued on October 16, 2026.

INTEGRATED PEST MANAGEMENT (IPM) SPECIFICATIONS

1. INTRODUCTION

1.1 General Program Description:

It is the intent of this contract to provide a comprehensive Integrated Pest Management (IPM) program for Wake County facilities listed herein.

IPM is a process, or planned program, for long-term pest suppression. The process is based on surveillance and the interpretation of data to estimate the pest population in each area. This monitoring allows accurate decisions to be made on when control measures are needed, the type of control measure selected, and the method of application. Control practices in an IPM program must extend beyond the application of pesticides to include structural and procedural modifications, which establish physical barriers to pests, and reduce the food, water, and harborage available to them.

The contractor shall furnish all labor, materials, and equipment to implement the surveillance, trapping, and pesticide application aspects of the IPM program. The contractor shall also make detailed, site-specific recommendations for structural and procedural modifications to achieve pest suppression. The contractor shall provide evidence in his proposal of sufficient expertise in entomology, Integrated Pest Management (IPM) principles and practices to effectively carry out these responsibilities as well as copies of certified applicators ID’s for technicians and the licenses they work under in the State of North Carolina.

1.2 Pests Included and Excluded:

The IPM program specified by this contract is intended to suppress populations of rats, mice, as well as cockroaches, fire ants, ants, silverfish, millipedes, yellow jackets, fleas, flies, boxelder bugs, ticks, termites and other wood-destroying organisms; and any other arthropod pest not specifically excluded from the contract.

Populations of these pests which are located outside the buildings listed herein, but within property boundaries of the buildings, are included. For the purpose of this contract, “insect” refers to any arthropod pest.

The following pests are excluded from this contract: birds, and all other vertebrates other than commensal rodents; and other wood-destroying organisms; mosquitoes; pests located outside buildings that feed on outdoor vegetation and pests that feed on ornamental vegetation found indoors such as fungus gnats, thrips, etc.

2. GENERAL PROGRAM REQUIREMENTS

General requirements for the IPM program shall include the following for each building specified in this contract.

2.1 Initial Inspection:

A thorough, initial inspection shall be conducted during the first month of this contract by the contractor’s staff entomologist, and the contract administrator. The purpose of this initial inspection is for the contractor to evaluate the Integrated Pest Management (IPM) needs of the premises and to discuss these needs with the contract administrator. The following specific points should be addressed:

Identification of problem areas in and around the building.

Identification of structural features or personnel practices or other conditions that are conducive to pest infestations.

Discussions of the effectiveness of previous control efforts.

Facilitation of contractor access to all necessary areas. If needed, access to building space shall be coordinated by the contract administrator.

Informing the contractor of any restrictions or special safety precautions.

2.2 Submission of Plan:

Following the initial inspection, the contractor will develop a detailed pest management plan and service schedule for each building. This written plan and schedule must be submitted to the contract administrator for approval prior to initiation. The plan and schedule should address any structural or operational changes which might facilitate the pest management effort. In addition, the plan must identify the proposed primary pesticides and alternative(s) by the USEPA accepted common name (generic name) and manufacturer’s brand name: method (s) of application proposed for use in or around the building; and rationale for each type of use.

Proposed trapping devices for rodents, if any, should also be included. The plan should describe in detail the contractor’s means for monitoring pest populations in or around the building below.

Frequency of inspections and treatment by the contractor shall depend on the specific Integrated Pest Management (IPM) needs of the premises. At a minimum the contractor’s technicians should conduct monthly service, a minimum of 15 minutes at each facility, as verified by the Wake County time accountability system, and the contractor’s entomologists or designee conduct routine quarterly inspections, with every sixth month an intense comprehensive inspection.

The plan and schedule shall be submitted for not more than 10 working days following the initial inspection of the premises. The contract administrator will render a decision regarding the acceptability of the plan and schedule within 10 working days following receipt. The contractor shall be on site to implement the plan and schedule within 5 working days following notice of approval of the plan. If the plan is disapproved, the contractor shall have 3 working days to submit a revised plan and schedule.

Any subsequent changes in the plan and schedule and/ or additions to the approved pesticide list must receive concurrence from the contract administrator.

2.3 Monitoring and Inspection:

A critical aspect of the pest management plan shall be the establishment of a monitoring and inspection program to identify infested zones and allow an objective assessment of pest population levels. Monitoring and inspection shall be continued throughout the duration of this contract. The contractor shall describe in his proposal his approach to meeting this requirement. Where appropriate, glue traps shall be employed to monitor populations of cockroaches and other miscellaneous pests in selected areas.

2.4 Pesticide Treatment:

The contractor shall not apply any pesticide, which has not been specifically approved by the contract administrator. In addition, the contractor shall not use any pesticide that has a signal word above “WARNING”, as described in the North Carolina Agricultural Chemicals Manual.

Generally, application of pesticides in any area inside or outside the premises - i.e. in any room, closet, hallway, stairwell, court, driveway, planting bed, and similar locations - shall not occur unless inspections or monitoring indicate the presence of pests in that specific area. An actual specimen or other definitive evidence of an insect pest (ex. cockroach droppings or ootheca) must be seen before pesticides are applied. A rodent dropping, burrowing, gnawing damage, rub marks or runway is sufficient to indicate the presence of rodents in an area.

Preventive treatments of inside or outside areas where inspections indicate a potential insect or rodent infestation are acceptable on a case-by-case basis. The contractor must indicate areas for preventive treatment in the pest management plan for the building and list the methods of application. Preventive treatments are subject to review by the contract administrator and can be eliminated by the contract administrator at any time.

2.5 Structural Modifications:

Structural modifications for pest suppression shall not be the responsibility of the contractor; however all structural deficiencies should be reported to the Contract Administrator if damage is obviously caused by or is contributed by pest activity, or facility deterioration.

2.6 Record Keeping:

The contractor shall be responsible for maintaining a complete and accurate pest management log. Each building specified in this contract shall be recorded in this logbook which will be kept in the office of the contract administrator and it shall be maintained on each visit by the contractor. The log shall contain the following items:

A copy of the pest management plan and service schedule for the buildings.

A copy of the current EPA-approved label, MSDS, and EPA registration number for each pesticide that may be used in or around the buildings.

The contractor’s technician service report which includes building, pesticide application (if applicable), pest population levels revealed by the contractor’s monitoring program, any conditions conducive to pest activity that need to be addressed by the contract administrator, and date & time contractor’s technician arrived and left the building.

Contractor’s entomologist or designee routine quarterly inspection report of all building’s pest activities and structural/ sanitation deficiencies. Note, one intense comprehensive inspection report should be performed every sixth month which will take the place of the routine quarterly inspection report.

The location of all traps, trapping devices, and bait stations in or around the buildings. This information can be in either list or floorplan format.

2.7 Special Requests and Emergency Service:

The regular service shall consist of performing all components of an IPM program other than structural modifications, as described in the contractor’s detailed plan and schedule for each building, during the period of this contract. Occasional request for corrective action or emergency service shall be initiated by the contract administrator or his/ her appointed designee. The contractor shall respond to the request within 4 hours after receipt of request. In the event that such services cannot be completed within this time frame, the contractor shall immediately notify the contract administrator and indicate an anticipated completion date.

The contractor shall describe, in the proposal, his capability of meeting emergencies and special service requests (ex. radio - dispatched service, names of office personnel handling the account, availability of trucks and personnel, etc.).

3. SPECIFIC PROGRAM REQUIREMENTS AND RESTRICTIONS

3.1 Personnel:

The contractor shall provide, under this contract, only qualified pest management personnel with adequate experience in the conduct of IPM programs. Contract personnel must understand current practices in this field and be able to make judgments regarding IPM techniques.

Any substitutions, additions, or replacement of personnel from those cited in the contractor’s original proposal must be submitted to the contract administrator, for approval prior to their starting to work under this contract.

The contractor must meet the following specific staff requirements:

Entomologist

The contractor shall have, as a full-time employee, a staff entomologist, or a staff member with expertise in urban entomology, and who is proficient in finding the resources necessary for the identification and solution of problem pests. This employee will have primary responsibility for the conduct of this contract and be available for routine and emergency consultation. The following minimal documentation regarding this employee’s experience and training shall be provided in the proposal:

a. Resume, indicating local home address.

b. Current certification (or license) with the state of North Carolina Department of Agriculture, in at least two phases, one in “P” and the other in “W”.

Site Supervisor

A site supervisor must be identified in the proposal. The site supervisor shall have the contractor’s authority to act on matters pertaining to the performance of services required under this contract. This individual should ensure safety and carry out coordination and continuity of the program routine. The site supervisor shall have a working knowledge of this contract and the detailed pest management plan and schedule for each building.

The site supervisor must meet the qualifications identified under Pest Management Technicians.

Pest Management Technicians

The contractor shall provide, in the proposal, the names of all pest management personnel assigned to this contract, and pertinent information regarding their qualifications, experience, and training. Throughout the term of this contract, all personnel providing on site pest management services must be certified applicators or licensed applicators in at least one phase, either “P” or “W”, as appropriate to address a particular pest problem. Registered personnel will be permitted on site but only when accompanied by a certified applicator or licensed applicator.

3.2 Manner and Time to Conduct Service:

Services which do not adversely affect tenant health or productivity may be performed during 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 contractor’s plan and schedule, the contractor shall notify the contract administrator within 48 hours in advance, and all arrangements will be coordinated between the contract administrator and the contractor.

The contractor shall observe all safety precautions throughout the performance of this contract. Certain areas within some buildings may require special instructions for people entering the building. Any restrictions associated with these areas will be explained to the contractor and the contract administrator by the designee of the building. These restrictions shall be adhered to and incorporated into the contractor’s detailed plan and schedule for the building.

Personal protective equipment required for the safe performance of work must be determined and provided by the contractor. Protective clothing, equipment, and devices shall as a minimum, conform to OSHA standards and all label requirements for the products being used. Vehicles used by the contractor must be identified in accordance with state and federal regulations. All service vehicles must maintain spill control equipment adequate and appropriate for the types of pesticides transported on the vehicle.

3.3 Pesticide Products and Use

The contractor shall be responsible for the safe use of pesticides. All pesticide used by the contractor must be EPA registered. Priority should be for the use of products with reduced risk to the public and environment, e.g., use of products with a “Caution” signal word preferentially over those with a “Warning” signal word, as described in the North Carolina Agricultural Chemicals Manual. Pesticides used under this contract shall not carry a signal word above “WARNING”. Transport, handling, and use of all pesticides shall be in strict accordance with the manufacturer’s label instructions and all applicable state and federal regulations. The environment and the public should be always protected.

The contractor shall minimize the use of pesticides wherever possible. For example:

a) The use of crack and crevice application of pesticide directly to pest harborage areas rather than fan spraying exposed surfaces in the general vicinity of harborage areas. No crack & crevice treatment will be made while employees are present.

b) The use of containerized bait (bait delivery systems) for cockroaches/ants is preferred over pesticide sprays wherever appropriate. When using baits a plan must be in place to rotate products to avoid the development of physiological or behavioral resistance to the product by the pest in question.

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.

Prior to performing a fog or space spray treatment, the contractor shall submit a written request for approval to the contract administrator at least two days prior to the proposed treatment time. The request must 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 employee safety, and steps to be taken to ensure the containment of the fog or spray to the site of application. No pesticide treatment shall be applied while employees are present.

3.4 Rodent Control:

Snap traps and trapping devices (including glue boards) used in rodent control must be checked at every monthly inspection or when contract administrator receives an emergency call requesting the removal of a rodent that has been caught or killed. Rodents killed or trapped shall be disposed by the contractor promptly, but no less than 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 treatment procedures.

All rodenticides, regardless of packaging, shall be placed either in outside locations not accessible to children, pets, wildlife, and domestic animals or in “tamper resistant” bait boxes. Frequency of bait box service shall depend upon the level of rodent infestation. All bait boxes shall be labeled and dated at the time of installation and each service. All bait boxes shall be maintained with an emphasis on the safety of non-target organisms. The following two 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 secured in the baffle-protected feeding chamber of the box in such a manner to prevent its removal by a rodent or non-target animal. In addition, the box must be appropriately labeled as required by state law.

All traps, trapping devices, and bait boxes shall be accounted for, and their location recorded, in the pest management log; all shall be removed from the premises covered by this contract at its conclusion.

The contractor shall be responsible for picking up and disposing of all rodent carcasses in or around buildings listed in this contract promptly, but no less than 24 hours of being notified by the contract administrator.

3.5 Wake County Inspections:

Throughout the duration of this contract, the premises covered will be inspected periodically by the contract administrator to determine the effectiveness of the program and compliance with the contract. Inspection results will be documented in writing and submitted to the contractor to correct all deficiencies found.

It shall be the contractor’s responsibility to furnish an adequate supply of materials necessary for the contract administrator to inspect the interior of all rodent bait stations. These materials may include Allen Wrenches to loosen and re-tighten fasteners, keys to open locks, or replacement self-locking plastic ties. Implements to cut plastic ties or seals are not included under this provision.

3.6 Related Services:

Wake County Facility & Field Services Division reserves the right to negotiate with the contractor for the purchase of related Integrated Pest Management (IPM) services not specifically covered herein, such as bird control, and other related wildlife pests, and to add (or delete) buildings or parts of buildings to the contract.

1. GENERAL CONDITIONS

GENERAL

1. The Contractor agrees to provide Integrated Pest Management (IPM) Services at Wake County facilities now or hereafter owned, leased, or possessed by Wake County. Wake County facilities consist of all real property and buildings owned or leased by Wake County at Sites designated.

2. The Contractor agrees to employ Integrated Pest Management (IPM) service staff, supervisory personnel, and other personnel to provide Integrated Pest Management (IPM) Services and to completely outfit the staff with all uniforms and necessary equipment as set forth in the specifications, which are attached hereto and made a part hereof. Uniforms and equipment are to be approved by the County. All Integrated Pest Management (IPM) service staff and supervisory personnel furnished by the Contractor shall be employees of the Contractor, which is acting as an independent Contractor.

The Contractor will pay all wages and appropriate expenses of these employees, as well as all employer’s Federal, State and Social Security taxes, Federal and State Unemployment taxes, and any other required personnel taxes now or hereafter to become applicable.

3. Without limiting responsibility of the Contractor for the proper conduct of the Integrated Pest Management (IPM) services staff and the protection of the sites, the staff is to be guided by rules and any other special written instructions issued by the County from time to time through its authorized representatives. County will provide a copy of all such special instructions to the Contractor.

4. The Contractor agrees that the services it performs for County shall be performed by competent, qualified, careful, and efficient employees of the Contractor in the strictest conformity with the best Integrated Pest Management (IPM) services industry practices and in accordance with such standards as may be prescribed by County from time to time during the term of this Agreement. Such services will be expected to be performed in confidence. All information, whether formal or informal, gathered by being at the County’s Site, shall be handled as confidential.

5. The Contractor shall provide certification on the Sexual Offender Registry Check Certification Form that registry checks were conducted annually on each of its contractual personnel providing Services under this Agreement.

6. The Contractor agrees to remove from service at the Site, upon County’s request, with or without cause, any employee. The Contractor shall immediately replace any of its employees so removed if directed by the County to do so. In case of an emergency, the Contractor shall respond immediately (within 2 hours).

7. The County may, in some instances, issue equipment to the Contractor for use by Integrated Pest Management (IPM) staff while on assignment at the County’s premises. The costs to repair any damage caused by the Contractor’s personnel to County-owned equipment beyond the scope of normal wear and usage will be the responsibility of the Contractor, and the next invoice submitted following County’s notification to the Contractor of such costs will reflect a full credit for such amount.

If replacement of any item of equipment is needed, the Contractor will pay full purchase price.

a. The Contractor agrees to comply with all applicable Federal, State, and local laws, regulations and orders including, but not limited to, the Title VII of the Civil Rights Act of 1964, 42 U.S.C.A.

§ 2000 et. Seq. as amended, the Age Discrimination in Employment Act of 1974, as amended, 29 U.S.C.A. § 621 et. Seq., the Americans with Disabilities Act of 1980, 42 U.S.C.A. § 12101 et.

Seq., the Employee Polygraph Protection Act 29 U.S.C.A. § 2001 et. Seq., the Immigration Reform and Control Act of 1986, and the Fair Labor Standards Act, 29 U.S.C.A. §201 et. Seq., as amended, and will indemnify and hold County, its staffs, directors and employees harmless from and against any claims, demands, suits, losses, damages, costs, attorneys’ fees and expenses arising out of any non-performance, or alleged non-performance or violation by the Contractor or its subcontractors of any such laws.

b. In addition the Contractor will indemnify and hold County, its staffs, directors and employees harmless from and against any and all liabilities, losses, damages, costs, attorney’s fees and expenses: (1) brought, made or asserted by the Contractor’s employees or former employees, or any or all or their respective successors, assigns or heirs, to the extent not otherwise covered by Section 1.3 above and Section 6 below, (2) and for bodily injury to or death of any person, or damage to or destruction of any property, caused by the negligent or intentional acts or omissions on the part of the Contractor, its staffs, employees, former employees or agents, except for any such liabilities, claims, demands, suites, losses, damages, costs, attorney’s fees and expenses caused by any negligent or intentional acts or omissions on the part of the County, its directors, staffs or employees.

c. The Contractor and County hereby incorporate an equal opportunity clause required by 41…