RSH Pest Control Statement of Work.pdf

EXHIBIT 1

STATEMENT OF WORK

I. EXECUTIVE SUMMARY

This Statement of Work (SOW) provides an overview of the pest control services intended for use at Richmond State Hospital. It describes the facility’s operational needs, anticipated pest management activities, performance expectations, service environment, and applicable regulatory considerations. The SOW also summarizes the hospital’s historical service arrangement, the purpose of soliciting quotations, and the objective of establishing a clearly defined and competitively priced service agreement. Detailed technical and operational requirements are defined in subsequent sections.

II. BACKGROUND AND CURRENT STATE

Richmond State Hospital currently receives pest control services from All Pest. Services provided include weekly facility monitoring, maintenance of traps and detection devices, and same‑day response to concerns that require immediate attention such as suspected bed bug activity. Although services have been ongoing, they are not governed by a formal, executed agreement.

The State of Indiana maintains a Quantity Purchase Agreement (QPA) with Rollins for pest control services; however, pricing from other vendors has shown substantial variance. With approval from the Indiana Department of Administration (IDOA), Richmond State Hospital is issuing a Request for Quotation (RFQ) to establish a structured, clearly defined and competitively priced service agreement. RFQ seeks to obtain best‑value pest control services consistent with State requirements to support a safe, sanitary, and compliant healthcare environment.

III. SCOPE OF WORK

a. OBJECTIVES OF ENGAGEMENT

The Contractor shall provide comprehensive pest control and monitoring services to support a safe, sanitary, and compliant healthcare environment. Services shall include, but are not limited to, the following:

a. Provide standard pest control treatment for all designated locations.

b. Perform treatment, prevention, and eradication of mice, rats, roaches, ants, silverfish, spiders, bees, fleas, flies, crawling insects, and other insects commonly encountered in institutional settings.

c. Implement multi-layered rodent control program with a minimum of three lines of defense: inside perimeter, exterior perimeter, and inner walls as applicable.

d. Utilize injectable baits, liquid insecticides, and other approved treatment methods in accordance with industry best practices and applicable regulations.

e. Provide up to 180 hours annually for emergency, unplanned, or same-day pest control response events requiring immediate attention.

b. DELIVERABLES AND DEADLINES The Contractor shall:

a. Provide guaranteed callbacks within 24 hours of a service request.

b. Submit an initial service schedule outlining proposed treatment intervals, facility coverage, and recommended monitoring activities prior to commencing services.

c. PAYMENT MILESTONES

a. Contractor shall submit monthly invoices for services performed during the preceding month. All Invoices must include itemized service details.

b. Payment shall be contingent upon the State’s receipt and review of all required documentation, including treatment records, service logs, inspecting findings, and any other reports specified within this SOW.

IV. PROJECT MANAGEMENT

The Project Management section establishes the structure through which pest control services will be coordinated, monitored, and documented at Richmond State Hospital. It describes the service windows, personnel expectations, communication pathways, and documentation standards that support effective oversight of the work performed.

a. PROJECT MANAGEMENT PLAN

a. Perform weekly, monthly, and quarterly services in accordance with the schedules specified in this SOW.

b. Conduct all regular service treatments between 7:30 a.m. and 3:30 p.m. Eastern

Time, Monday through Friday.

c. Provide emergency response services outside of regular business hours when circumstances require immediate attention.

b. KEY PERSONS The Contractor shall ensure:

a. Technicians maintain a clean, professional appearance and wear uniforms that clearly display the Contractor’s company logo.

b. Technicians assigned to the facility possess demonstrated experience working in food service and healthcare and/or hospital environments.

c. OTHER PROJECT STAFF

a. The Contractor shall designate an account manager who is available Monday through Friday, 8:00 a.m. to 4:30 p.m. Eastern Time, excluding State holidays, to address service issues, scheduling needs, performance concerns, and other contract‑related matters.

d. DOCUMENT MANAGEMENT

a. Provide and maintain a complaint logbook and record all service dates, observations, and corrective actions taken.

b. Provide a complete and clearly labeled bait‑station map following the initial service visit. Each station shall be tagged with the date of service and the technician’s identification, such as initials. The map shall be updated whenever stations are installed, moved, or removed.

c. Furnish service receipts that identify the date of service, time in/time out, EPA numbers, product and percentage concentrations, active ingredients, and application methods used during each visit.

e. STATUS UPDATES AND REPORTING

a. After each service, the Contractor shall provide a signed and dated service receipt to the designated agency representative.

V. INDEPENDENT VALIDATIONS AND VERIFICATION

If the State decides to add Independent Verification & Validation (IV&V) services as part of this Contract, the Contractor will copy the Indiana Department of Administration (IDOA) -- IV&V Team member(s) on all project related communications (emails, meeting invites, collaboration tools, etc.) and will grant access to all documents and deliverables throughout the term of the Contract. If IDOA elects to deploy IV&V services in connection with this engagement, the IV&V Team will review and assess all deliverables to determine compliance with the State's requirements set forth in the Contract including the Statement of Work. For contracts entered into, renewed, or amended after June 30, 2026, the IV&V Team shall serve as an approving authority, and no payment shall be issued to the Vendor unless and until IV&V has provided such approval.

VI. COMPLIANCE REQUIREMENTS

The Compliance Requirements section identifies the regulatory and operational standards that apply to pest control activities within a healthcare environment. These requirements reflect federal, state, and facility‑specific obligations intended to ensure health, safety, and environmental responsibility throughout the performance of services.

a. Perform all services in compliance with United States Food and Drug Administration (FDA), United States Department of Agriculture (USDA), United States Environmental Protection Agency (EPA), and Indiana Department of Health (IDOH) requirements.

b. Maintain a valid pesticide business license throughout the contract term and ensure all technicians hold required certifications.

c. Provide Material Safety Data Sheets (MSDS) for all chemicals used during service, ensuring they remain current.

VII. KEY PERFORMANCE INDICATORS

The Key Performance Indicators establish measurable criteria to evaluate service quality, reliability, and contractor performance. These indicators help ensure that pest control activities are completed accurately, consistently, and within the expectations of Richmond State Hospital.

a. Provide on‑time delivery of services within defined service windows outlined in this SOW.

b. Provide guaranteed callbacks within 24 hours at no additional charge.

c. Submit complete, accurate, and legible documentation immediately following each service.

VIII. END OF CONTRACT TRANSITION AND TURNOVER

The End of Contract Transition and Turnover section describes the expectations for the orderly conclusion of services. These requirements ensure continuity of operations and a complete transfer of information, documentation, and knowledge to the State or any successor Contractor at the end of the contractual period.

a. Transition Planning

i. The Contractor shall participate in transition planning meetings as requested by the State during the ninety (90) days preceding contract expiration or as otherwise directed.

ii. The Contractor shall provide a designated point of contact responsible for coordinating all transition related activities.

b. Transfer of Documentation and Records The Contractor shall, at no additional cost to the State:

i. Provide all service records, inspection logs, inspection reports, complaint logs, treatment histories, schedules, and any other documentation created or maintained under this contract.

ii. Provide the most current bait‑station maps, trap placement records, and any updated versions created during the contract period.

iii. Provide all MSDS and chemical‑use records required for compliance and recordkeeping during the contract term.

iv. Deliver documentation in an organized, legible, and searchable format, either hard‑copy or electronic, as directed by the State.

c. Transfer of On-Site Assets

i. Remove all Contractor-owned equipment, materials, chemicals, bait stations, traps, and devices from State property unless otherwise directed by the State.

ii. Identify any remaining State-owned assets in use during the contract and transfer responsibility for those items as directed.

Ensure all areas serviced by the Contractor are left in clean, safe, condition following removal of equipment.

d. Cooperation with Successor Contractor

i. The Contractor shall cooperate fully with any successor contractor to support a smooth and effective transition of services.

ii. Cooperation may include joint walkthroughs, explanation of current placement strategies, review of service history and active issues, and reasonable access to non‑proprietary operational information needed to ensure continuity.

iii. The Contractor shall not impede, delay, or otherwise interfere with transition activities in any manner.

e. Continuity of Operations During Transition

i. The Contractor shall continue providing all required services at established performance levels through the final day of the contract term, unless otherwise directed by the State.

ii. Service levels shall not be reduced due to equipment removal, technician or staffing changes, or business wind‑down activities.

f. Final Closeout Requirements

i. The Contractor shall submit a written certification confirming completion of all transition responsibilities.

ii. Any outstanding issues, incomplete service activities, or missing documentation shall be identified and resolved prior to contract closeout.

iii. Final invoice submission shall not occur until transition obligations have been completed to the State’s satisfaction.