SOW_Pest_Management_.pdf

Scope of Work Integrated Pest Management Program

US Army Corps of Engineers Norfolk District

1. GENERAL

A. Description of Program: This specification is part of a comprehensive Integrated Pest Management (IPM) program for USACE Norfolk District, 803 Front Street, Norfolk, VA 23510. The goal is to deliver effective pest control while at the same time reducing the volume and toxicity of pesticides used. IPM is a process for achieving long term environmentally sound pest suppression and prevention through the use of a wide variety of technological and management practices.

Control strategies in an IPM program include:

• Structural and procedural modifications to reduce food, water, harborage, and access used by pests.

• Pesticide compounds, formulations and application methods that present the lowest potential hazard to humans and the environment.

• Non-pesticide technologies such as trapping and monitoring devices.

• Coordination among all facilities management programs that have a bearing on the pest control effort.

B. Contractor Service Requirements: The Contractor shall furnish all supervision, labor, materials, and equipment necessary to accomplish the surveillance, monitoring, trapping, pesticide application, and pest removal components of the IPM program. The Contractor shall also provide detailed, site specific recommendations for structural and procedural modifications to aid in pest prevention.

C. Schedule of Buildings: The schedule of buildings listed below shall be the minimum that are to be serviced in accordance with the Pest Control Plan as noted in Section 4.

• Building 11 – (+/- 93530 square feet)

• Building 12 – (+/- 2158 square feet)

• Building 15 – (+/- 672 square feet)

• Building 36 – (+/- 376 square feet)

2. PESTS INCLUDED AND EXCLUDED

A. The Contractor Shall Adequately Suppress the Following Pests:

1. Indoor populations of rodents, insects, arachnids, and other anthropoids.

2. Outdoor populations of potentially indoor-infesting species that are within the property boundaries of the specified buildings.

3. Nests of stinging insects within the property boundaries of the specified buildings.

4. Individuals of all excluded pest populations that are incidental invaders inside the specified buildings, including winged termite swarmer’s emerging indoors.

B. Populations of the Following Pests are Excluded From This Contract:

1. Birds, bats, snakes, and all other vertebrates other than commensal rodents.

2. Termites and other wood-destroying organisms.

3. Mosquitoes

4. Pests that primarily feed on outdoor vegetation.

5. Ticks

3. INITIAL BUILDING INSPECTIONS

The Contractor shall complete a thorough, initial inspection of each building or site at least ten (10) working days prior to the starting date of the contract. The purpose of the initial inspections is for the Contractor to evaluate the pest control needs of all locations and to identify problem areas and a any equipment, structural features, or management practices that are contributing to pest infestations. Access to building space shall be coordinated with the Contracting Officer’s Representative (COR). The COR will inform the Contractor of any restrictions or areas requiring special scheduling.

4. PEST CONTROL PLAN

The contractor shall submit to the COR a Pest Control Plan at least five (5) working days prior to the starting date of the contract. Upon receipt of the Pest Control Plan, the COR will render a decision regarding its acceptability within three (3) working days. If aspects of the Pest Control Plan are incomplete or disapproved, the Contractor shall have three (3) working days to submit revisions. The Contractor shall be on-site to perform the initial service visit for each building within the first five

(5) working days of the contract following the notice to proceed.

The Pest Control Plan shall consist of five parts as follows.

A. Proposed Materials and Equipment for Service: The Contractor shall provide current labels and Safety Data Sheets (SDS) for all pesticides to be used, and brand names of pesticide application equipment, rodent bait boxes, insect and rodent trapping devices, pest monitoring devices, pest detection equipment, and any other pest control devices or equipment that may be used to provide service should also be included.

B. Proposed Methods for Monitoring and Detection: The Contractor shall describe methods and procedures to be used for identifying sites of pest harborage and access, and for making objective assessments of pest population levels throughout the term of the contract.

C. Service Schedule for Each Building or Site: The Contractor shall provide complete service schedules that include monthly frequency of Contractor visits. Specific day(s) of the week of Contractor visits, and approximate duration of each visit.

D. Description of any Structural or Operational Changes That Would Facilitate the Pest Control Effort:

The Contractor shall describe site-specific solutions for observed source of pest food, water, harborage, and access.

E. Commercial Pesticide Applicator Certificates or Licenses: The Contractor shall provide photocopies of a valid State-issued Commercial Pesticide Applicator Certificates or Licenses for every Contractor employee who will be performing on-site service under this contract. At a minimum, the Contractor shall submit copies of the licenses of two (2) employees.

The Contractor shall be responsible for carrying out work according to the approved Pest Control Plan. The Contractor shall receive the concurrence of the COR prior to implementing any subsequent changes to the approved Pest Control Plan, including additional or replacement pesticides and on-site service personnel.

5. RECORDKEEPING

The Contractor shall be responsible for maintaining a pest control logbook or file for each building or site specified in this contract. These records shall be kept on-site and maintained on each visit by the Contractor. Each logbook or file shall contain at least the following items:

A. Pest Control Plan: A copy of the Contractor’s approved Pest Control Plan, including labels and Safety Data Sheets (SDS) for all pesticides used in the buildings, brand names of all pest control devices and equipment used in the buildings, and the Contractors service schedule for the building.

B. Contractor’s Service Report Forms: Customer copies of the Contractor’s Service Report Form, documenting all information on pesticide application required by statute in the jurisdiction where service is actually performed. These forms shall not be mandatory if all required information on pesticide application is included on the GSA Pest Control Work and Inspection Report.

6. MANNER AND TIME TO CONDUCT SERVICE

A. Time Frame of Service Visits: The Contractor shall perform routine pest control services that do not adversely affect tenant health or productivity during the regular hours of operation in the buildings. When it is necessary to perform work outside of the regularly scheduled service time set forth in the Pest Control Plan, the Contractor shall notify the COR at least one (1) day in advance.

B. Safety and Health:

1. The Contractor shall observe all safety precautions throughout the performance of this contract. All work shall be in strict accordance with all applicable Federal, State, and local safety and health requirements. Where there is a conflict between applicable regulations, the most stringent will apply.

2. The Contractor shall assume full responsibility and liability for compliance with all applicable regulations pertaining to the health and safety of personnel during the execution of work, and shall hold the Government harmless for any action on its part or that of its employees or subcontractor, that results in illness or death.

C. Special Entrance: Certain areas within some buildings may require special instructions for persons Entering them. Any restrictions associated with these special areas will be explained by the COR.

The Contractor shall adhere to these restrictions and incorporate them into the Pest Control Plan.

D. Uniforms and Protective Clothing: All Contractor personnel working in or around buildings specified in this contract shall wear distinctive uniform clothing. The Contractor shall determine the need for and provide any personal protective items required for the safe performance of work. Protective clothing, equipment, and devices shall, as a minimum, conform to U.S.

Occupational Safety and Health Administration (OSHA) standards for the products being used.

E. Vehicles: Vehicles used by the Contractor shall be identified in accordance with State and local regulations.

7. SPECIAL REQUESTS AND EMERGENCY SERVICE

On occasion, the COR may request that the Contractor perform corrective, special, or emergency service(s) that are beyond routine service requests. The Contractor shall respond to these exceptional circumstances and complete the necessary work within three (3) hours after receipt of the request. In the event that such services cannot be completed within one working day, the Contractor shall immediately notify the COR and indicate an anticipated completion date.

8. CONTRACTOR PERSONNEL

Throughout the term of this contract, all Contractor personnel providing on-site pest control service must maintain certification as Commercial Pesticide Applicators in the category of Industrial, Institutional, Structural, and Health Related Pest Control. Uncertified individuals working under the supervision of a Certified Applicator will not be permitted to provide service under this contract. All personnel shall be physically able to do their assigned work and shall be in general good health. The Contractor shall require all of their employees to wear suitable uniforms during the time they are at the facility or on facility grounds. Also each employee is required to present identification for admittance into the facility. The Contractor shall prohibit their employees from disturbing papers on desks, opening desks drawers or cabinets, or using telephone or office equipment provided for Government use. Prior to the start of work the Contractor’s personnel must first report to the Facility Manager and sign in and sign out each time they report for service. The Contractor’s sign in and sign out sheet will be used against the monthly invoice to verify payment.

Failure to adhere to this requirement could result in forfeiture of payment for services rendered.

9. USE OF PESTICIDES

The Contractor shall be responsible for application of pesticides according to the label. All pesticides used by the Contractor must be registered with the U.S. Environmental Protection Agency (EPA), State and/or local jurisdiction. Transportation, 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 Contractor shall adhere to the following rules for pesticide use:

A. Approved Products: The Contractor shall not apply any pesticide product that has not been included in the Pest Control Plan or approved in writing by the COR.

B. Pesticide Storage: The Contractor shall not store any pesticide product in the buildings specified in this contract.

C. Application by Need: Pesticide application shall be according to need and not by schedule. As a general rule, application of pesticides in any inside or outside area shall not occur unless visual inspection or monitoring devices indicate the presence of pests in that specific area.

Request for preventive pesticide treatments in areas where surveillance indicates a potential insect or rodent infestation will be evaluated by the COR on a case-by-case basis. Written approval must be granted by the COR prior to any preventive pesticide application.

D. Minimization of Risk: When pesticide use is necessary, the Contractor shall employ the least hazardous material, most precise application technique, and minimum quantity of pesticide necessary to achieve control.

10. INSECT CONTROL

A. Emphasis on Non-Pesticide Methods: The Contractor shall use non-pesticide methods of control whenever possible. For example:

1. Portable vacuums rather than pesticide sprays shall be the standard method for initial cleanouts of cockroach infestations, for swarming (winged) ants and termites, and the control of spiders and webs.

2. Trapping devices rather than pesticide sprays shall be the standard method for indoor fly control.

B. Application of Insecticides to Cracks and Crevices: As a general rule, the Contractor shall apply all insecticides as “crack and crevice treatments only, defined in this contract as treatments in which the formulated insecticide is not visible to a bystander during or after the application process.

C. Application of Insecticides to Exposed Surfaces or as Space Sprays: Application of insecticides to exposed surfaces or as space sprays (“Fogging”) shall be restricted to exceptional circumstances where no alternative measures are practical. The Contractor shall obtain approval of the COR prior to any application of insecticide to an exposed surface or any space spray treatment. No surface application or space spray shall be made while tenant personnel are present. The Contractor shall take all necessary precautions to ensure tenant and employee safety, and all necessary steps to ensure the containment of the pesticide on the site of application.

D. Insecticide Bait Formulations: Bait formulations shall be the standard pesticide technology for cockroach and ant control, with alternate formulations restricted to unique situations where baits are not practical.

E. Monitoring: Sticky traps shall be used to guide and evaluate indoor insect control efforts where necessary.

11. RODENT CONTROL

A. Indoor Trapping: As a general rule, rodent control inside the buildings shall be accomplished with trapping devices only. All such devices shall be concealed out of general view and in protected areas so as not to be affected by routine cleaning and other operations. Trapping devices shall be checked on a schedule approved by the COR. The Contractor shall be responsible for disposing of all trapped rodents and all rodents carcasses in an appropriate manner.

B. Use of Rodenticides: In exceptional circumstances, when rodenticides are deemed essential for adequate rodent control inside the buildings, the Contractor shall obtain approval of the COR prior to making any interior rodenticide treatment. 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 bait boxes. As a general rule, rodenticide application outside buildings shall emphasize the direct treatment of rodent burrows wherever feasible.

C. Use of Bait Boxes: All bait boxes shall be maintained in accordance with EPA regulations, with an emphasis on the safety of non-target organisms. The Contractor shall adhere to the following five points:

1. All bait boxes shall be placed out of the general view, in locations where they will not be disturbed by routine operations.

2. The lids of all bait boxes shall be securely locked or fastened shut.

3. All bait boxes shall be securely attached or anchored to floor, ground, wall, or other immovable surface, so that the box cannot be picked up or moved.

4. Bait shall always be secured in the feeding chamber of the box and never placed in the runway or entryways of the box.

5. All bait boxes shall be labeled on the inside with the Contractor’s business name and address, and dated by the Contractor’s technician at the time of installation and each servicing.

12. STRUCTURAL MODIFICATIONS AND RECOMMENDATIONS

Throughout the term of this contract, the Contractor shall be responsible for advising the COR about any structural, sanitary, or procedural modifications that would reduce pest food, water, harborage, or access. The Contractor shall be responsible for adequately suppressing all pests included in this contract regardless of whether or not the suggested modifications are implemented. The Contractor will not be held responsible for carrying out structural modifications as part of the pest control effort. However, minor applications of caulk and other sealing materials by the Contractor to eliminate pest harborage or access may be approved by the COR on a case by case basis. The Contractor shall obtain the approval of the COR prior to any application of sealing material or other structural modification.

13. PROGRAM EVALUATION

The COR will continually evaluate the progress of this contract in terms of effectiveness and safety, and will require such changes as necessary. The Contractor shall take prompt action to correct all identified deficiencies.

14. QUALITY CONTROL PROGRAM

The Contractor shall establish a complete quality control program to assure the requirements of the contract are provided as specified. Within five (5) working days prior to the starting date of the contract, the Contractor shall submit a copy of his program to the Contracting Officer. The program shall include but not be limited to the following items:

A. Inspection System: The Contractor’s quality control inspection system shall cover all the services stated in the contract. The purpose of the system is to detect and correct deficiencies in the quality of services before the level of performance becomes unacceptable and/or the COR identifies the deficiencies.

B. Checklist: A quality control checklist shall be used in evaluating contract performance during regularly scheduled and unscheduled inspections. The checklist shall include every building or site serviced by the Contractor as well as every task required to be performed.

C. File: A quality control file shall contain a record of all inspections conducted by the Contractor and any corrective actions taken. The file shall be maintained throughout the term of the contract and made available to the COR upon request.

D. Inspector(s): The Contractor shall state the name(s) of the individual(s) responsible for performing the quality control inspections.

E. Performance Requirement: A system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable and/or the Government COR point out the deficiencies. The Contractor, upon receiving two (2) less than satisfactory ratings of the same nature in the same treatment area, must document all procedures done, to date, and establish the extent of the pest level. If levels are outside the predetermined tolerance thresholds, an Entomologist should be consulted within three (3) days of notification to evaluate if the Contractor has utilized all appropriate methods to remedy the problem. Recommendations made by the entomologist must be effectively implemented within five (5) days of receiving the rating report. Any treatment area receiving three (3) consecutive less than satisfactory ratings of the same nature may result in the filing of a formal complaint and possibly intent to terminate the contract.

15. ADDITIONAL TREATMENTS AND RECORD KEEPING

Additional treatments for populations of excluded pests (paragraph 2.B) may be requested at any time throughout the life of this contract on an as needed basis. Record keeping for additional treatments shall be in accordance with paragraph 5. Payment for additional treatments may be made by the Government Purchase Credit Card (GPCC).

16. CONTRACT AWARD/PAYMENT

This contract shall be awarded on a yearly basis with up to four (4) yearly renewals at the option of the Government. Payment will be made on a monthly basis after completion of treatments and receipt of invoice and all required documentation.

17. ADDITIONAL REQUIREMENTS

Additional requirements may be added in accordance with Federal/Department of Defense (DOD)/ Army/Corps Acquisition Regulations. In the event of conflict between these specifications and the Acquisition Regulations, the Acquisition Regulations shall govern.

18. SITE VISIT

Contractors are encouraged and expected to attend a site visit where the work will be performed.

An organized site visit will be scheduled. Participants will meet at: Building 11, 803 Front St., Norfolk VA 23510. The point of contact for site visits is Logistics Management Office at 757-201-7871 or Facility Manager at 757-201-7314.

19. HOURS OF OPERATION

Hours of operation are from Monday through Friday except on Legal Public Holidays and during Presidential or Administrative closing days as follows:

Service Hours: The Contractor shall provide all services identified in these specifications from 07:30 a.m. to 4:00 p.m.

20. SPECIAL PROVISIONS

A. Entrance into the installation is controlled through a single entry point. All contractor employees must possess a valid picture identification card issued by a State or Federal agency.

Prior to performance of any work on the installation, the contractor shall submit to the COR a list of the names of all employees and any subcontractors employees that will be employed for work on this installation to include: full name, driver’s license number and state licenses was issues, birth date, social security number and contact information (name, addresses and phone numbers) that will be employed for this contract. Only employees whose names have been submitted and approved will be permitted on the installation.

B. If an employee does not possess a valid driver’s license, the contractor may substitute the identification numbers from any other Federal and State government approved identification.

No employee or representative of the contractor will be admitted on the installation unless they furnish satisfactory proof of United States citizenship or if an alien, that their residence and employment within the United States is legal. Contractor personnel performing work under this contract must maintain the level of security required for the life of the contract.

C. Access will be denied to any individual who is illegally present in the United States or any individual who is subject to an outstanding criminal warrant.

D. All access documentation will be returned to the government at the completion of the support services. Contractor employees entering the installation shall comply with all security requirements in effect during the contract period and shall be subject to such checks as may be deemed necessary.

E. Contractor personnel shall wear identification at all times while on government property. The contractor shall not release any information concerning the project to the public without written authorization from the government. Contractor personnel working at the installation shall become familiar with and obey all installation regulations including safety, fire, traffic, and security. The contractor employees shall keep within the limits of work and avenues of ingress and egress, not enter restricted areas unless required to do so, and not enter any restricted area until cleared for such entry.

F. All contractor employees, to include subcontractor employees, requiring access to Army installations, facilities and controlled access areas shall complete AT Level I awareness training and Level I OPSEC training within 30 calendar days after contract start date. The contractor shall submit certificates of completion for each affected contractor and subcontractor employee to the COR or to the KO within five (5) calendar days after completion of training.

G. All contractor and all associated sub-contractors employees shall comply with applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative). The contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshall Office, Director of Emergency Services or Security Office. The contractor workforce must comply with all personal identity verification requirements as directed by DOD, HQDA, and/or local policy. Should the Force Protection Condition (FPCON) at any individual facility or installation change, the government may require changes in contractor security matters or processes.

H. The contractor must pre-screen candidates using the E-verify program to meet the established employment eligibility requirements. The vendor must ensure that the candidate has two valid forms of government issued identification prior to ensure the correct information is entered into the E-verify system. An initial list of verified candidates must be provided to the COR no later than 3 business days after the initial contract award.

21. SPECIAL PROVISIONS

The Contractor shall be responsible from the time of commencement of work under the contract for all injuries or damage of any nature resulting from performance of work, directly or indirectly, to person and/or property. The Contractor agrees to indemnify, save harmless and defend the Government from and against any and all claims, demands, actions, debts, liabilities, judgements, costs and attorney’s fees arising out of, claimed on account of, or in any manner predicated upon loss of and/or damage to property and any injuries and/or deaths of any and all persons whomsoever, in any manner caused and/or contributed to by the Contractor, his agents, servants and/or employees while in, upon or about the Government property on which the work under this contract is to be performed, while in transit to or from the same and to indemnify and save harmless the Government from and on account of damages of any kind which the Government may suffer as the result of the acts of the Contractor, his agents, servants or employees in or about said Government property.

Prior to commencement of work hereunder, the Contractor shall furnish to the Contracting Officer a certificate evidencing required insurance. The policies evidencing required insurance shall contain an endorsement to the effect that cancellation or any material change in the policies adversely affecting the interests of the Government in such insurance shall not be effective until thirty (30) days after written notice of the Contracting Officer.

Certificates of insurance should be submitted to the following address:

Department of the Army Norfolk District, Corps of Engineers ATTN: Contracting Office (CECT-NAO) 803 Front St Norfolk, VA 23510

For the purpose of complying with these specifications, holidays are as follows:

New Year’s Day Labor Day Martin Luther King’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day

All work shall be performed in accordance with safety requirements set forth in the Corps of Engineers EM 385-1-1 dated 30 November 2014, entitled Safety and Health Requirements Manual. In addition, all work shall be performed in accordance with safety requirements set forth by the Occupational Safety and Health Administration (OSHA) entitled Occupational Safety and Health Standards for General Industry.

Contractor personnel and vehicles in order to enter upon and park on the Government installation must check-in at the security gate, and be covered by liability and property damage insurance with minimum limits as specified above. All vehicles must be duly state registered and each driver must have a valid state driver’s license.

22. LIABILITY INSURANCES

The Contractor will provide to the Contracting Officer proof of insurance that includes a statement that pesticide applications are included. Businesses must meet the requirements for comprehensive general liability insurance coverage for pesticide applications. A minimum of $_______ coverage is required. This must include $_______ coverage for bodily injury and $_______ coverage for property damage per occurrence.

23. PERIOD OF PERFORMANCE

The Contractor shall initiate performance under this contract on the date of Notice to Proceed and continue such performance until the contract period has expired. The Contractor shall conduct an initial inspection and be required to start work on the date of Notice to Proceed.

PERFORMANCE REQUIREMENT SUMMARY

PEST MANAGEMENT

Required Service Paragraph Number Standard Method of Surveillance

Use of Pesticides 9a-d Contractor shall not apply any pesticide product that has not been included in the Pest Control Plan or approved in writing by the COR.

Written approval must be granted by the COR prior to any preventive pesticide application.

100%

Insect Control 10a-d Bait formulations shall be the standard pesticide technology for cockroach and ant control, with alternate formulations restricted to unique situations where baits are not practical.

Shall use non-pesticide methods of control whenever possible. Written approval must be granted by the COR prior to any preventive pesticide application.

95%

Rodent Control 11a-c Rodent control inside the buildings shall be accomplished with trapping devices only.

The Contractor shall be for disposing of all trapped rodents and all rodents carcasses in an appropriate manner.

Trapping devices shall be checked on a schedule approved by the COR.

100%