NOTICE TO BIDDERS FASHION INSTITUTE OF TECHNOLOGY & F.I.T. STUDENT HOUSING CORPORATION CAMPUS WIDE PEST CONTROL SERVICES IFB # C1239

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1 NOTICE TO BIDDERS FASHION INSTITUTE OF TECHNOLOGY & F.I.T. STUDENT HOUSING CORPORATION CAMPUS WIDE PEST CONTROL SERVICES IFB # C1239 Sealed Bids which must include the entire package for the above work located on the FIT campus will be received by the FIT Purchasing Office at its office located at 333 Seventh Ave., Floor 15, New York, NY Each Bid must be identified, on the outside of the envelope, with the name and address of the Bidder and designated as Bid for the project titled above. When a sealed Bid is placed inside another delivery jacket, the Bid delivery jacket must be clearly marked on the outside: BID ENCLOSED TO BE OPENED ONLY BY AUTHORIZED OFFICIAL AND ATTENTION: WALTER WINTER, PURCHASING OFFICE BID C1239 Fashion Institute of Technology will not be responsible for receipt of Bid, which does not comply with these instructions. Late Bids will be returned unopened. Only those Bids in the hands of FIT s Purchasing Office, on or before, 12:00 PM on August 17, 2015 will be considered. Bids shall be publicly opened and read aloud after 12:10 PM in the Purchasing Office at 333 Seventh Ave., New York City. 1

2 ATTACHMENT A BID CHECKLIST CAMPUS WIDE PEST CONTROL SERVICES INVITATION FOR BID NUMBER C1239 Did you attend the mandatory site inspection? Did you include all required documentation? i.e. proof of being in business, permits, licenses, certifications, etc.) Did you complete in full the Bid Analysis Pages? Did you sign for each addendum received? (If, any were sent out) Did you complete the Contractor Reference Sheet? (See Attachment B) Can you provide the required levels of insurance coverage? (As per Contract Terms and Conditions, page 8 and 9, I. Insurance Requirements) 2

3 ATTACHMENT B CAMPUS WIDE PEST CONTROL SERVICES INVITATION FOR BID NUMBER C1239 CONTRACTOR REFERENCE SHEET FIT requests a minimum of three references for projects of similar size and scope. Please complete the following information for each reference: 1) Contact Name/Title : Company Name/Address: Phone Number: Project: For FIT Use Only Reference Responses: Project Cost: Quality of Work: Site Maintenance: Scheduling: Safety Standards: Cooperation: Report Submittals: Permits: Payments: Other Relevant Factors: Overall Performance Rating: Excellent Satisfactory Marginal Unsatisfactory 2) Contact Name/Title: Company Name/Address: Phone Number: Project: For FIT Use Only Reference Responses: Project Cost: Quality of Work: Site Maintenance: Scheduling: Safety Standards: Cooperation: Report Submittals: Permits: Payments: Other Relevant Factors: Overall Performance Rating: Excellent Satisfactory Marginal Unsatisfactory 3) Contact Name/Title: Company Name/Address: Phone Number: Project: For FIT Use Only Reference Responses: Project Cost: Quality of Work: Site Maintenance: Scheduling: Safety Standards: Cooperation: Report Submittals: Permits: Payments: Other Relevant Factors: Overall Performance Rating: Excellent Satisfactory Marginal Unsatisfactory FIT Interviewer: Signature: Date: (Print Name) 3

4 CAMPUS-WIDE PEST CONTROL SERVICES Invitation for Bid Number C1239 I. INTRODUCTION The Fashion Institute of Technology ( FIT or College ), a community college of art and design, business and technology of the State University of New York, currently has an enrollment of approximately 10,000 full and part-time students. Located in the Chelsea area of Manhattan, FIT s facilities are composed of a twelve building complex containing administrative/academic offices, classrooms, computer labs, and studios. There are three (3) residence halls located on West 27 th Street that currently house approximately 1,250 students and one (1) residence hall located at 406 West 31 st Street that houses approximately 1,100 students. One separate not-for-profit corporation was established pursuant to the laws of the State of New York to own and operate these residence halls for the benefit of FIT and its students. Contractor will be required to enter into parallel contracts for the Work at the residence hall buildings and such Contracts will contain the same terms and conditions as this Contract. II. SCOPE OF WORK Contractor shall provide all labor, supervision, materials and equipment to perform the following services (collectively, the Services ): A. Develop a written campus-specific science-based Integrated Pest Management ( IPM ) program. Contractor shall carry-out an initial site inspection as part of Work to develop the IPM program. Contractor shall provide FIT with a copy of a draft IPM program that FIT will review before Contractor develops the final IPM program. Contractor shall consider the following needs as part of the development of the IPM program: 1. Suppress indoor populations of pests such as, rats, mice, bedbugs, mosquitoes, flies, gnats, cockroaches, ants (not including carpenter, pharaoh, and odorous house ants), fleas, stinging wasps, spiders, and any other arthropod pests not specifically excluded from the contract. Populations of these pests that are located outside of the specified buildings but within the immediate exterior perimeter of the buildings are also included. 2. Primarily use trapping devices, bait stations, closed snap traps, etc. for pest management inside occupied buildings. FIT does not want the use of glue traps anywhere. 3. Use non-pesticide methods of management wherever possible for rodent control. 4. Use non-pesticide methods of management wherever possible for insect control. 4

5 B. Contractor shall provide the following Services to implement the IPM program: 1. Routine Services: Full inspection and treatment for pest control services at the following service levels: twice a week, bi-weekly and monthly for various campus areas and buildings specified in the Routine Services Schedule. Rat and mouse infestations located in burrows in the ground adjacent to buildings are included. Services shall be performed during regular hours of operation in the various buildings, except when special conditions require servicing to be done when a building or area is vacated after regular working hours or on weekends. 2. Semi-Annual Services: Full inspection and treatment for pest control services twice a year: January and July for all four (4) residence hall buildings and March and September for terraces and roof areas specified in the Semi-Annual Services Schedule. Services shall be performed during regular hours of operation in the various buildings, except when special conditions require servicing to be done when a building or area is vacated after regular working hours or on weekends. 3. Seasonal Services: Full inspection and treatment three (3) times a year in fall, early spring and early summer for control of pests that overwinter or otherwise infest ornamental shrubs and plants at the penthouse terrace in Alumni Hall and 9 th floor terraces of B and C buildings. 4. On-Call Emergency Services: For emergency infestations on a call by call basis at various FIT buildings. To accommodate treating emergencies, Contractor may be required to work during regular working hours, evening hours, weekend, or FIT holidays. On a call by call basis, FIT may request Contractor perform corrective, special, or emergency service(s) that are beyond Routine and Semi-Annual Services requests. C. This is a requirements contract. FIT makes no guarantee of the amount of Work that may be required under this Contract. D. FIT reserves the right to increase or decrease the frequency of treatments for Routine and Semi-Annual Services at any time during the term of this Contract. Pricing for such changes shall be at the pro-rata rates established by Contract. FIT reserves the right to add or delete work sites to this Contract at any time during the term of this Contract. E. If treatment is not effective within 24 hours of the Routine and Semi-Annual Services to meet the action threshold, Contractor shall repeat the Services at no extra cost to FIT. Action thresholds indicate what species and types and how many pests are harmless and how many require management (in other words, how many can be tolerated). 5

6 F. This Contract shall include commercial kitchen servery areas on the first and eighth floors of A building. Services in these areas shall be done during the week (Monday Friday), only during non-peak times. Peak times are Noon to 2:00 PM and 4:30 to 6:30 PM. III. BIDDER REQUIREMENTS Bidder shall meet the following requirements and submit necessary information with the Bid. Failure to comply with these requirements shall be grounds for rejection of your Bid. FIT reserves the right to determine whether a Bidder has substantially met all the Bid requirements and to ask for additional information prior to making such a determination. A. Bidder shall have been primarily in the pest control business for a minimum of three (3) years as of the Bid Opening Date. Proof shall be submitted with the Bid. B. Bidder shall have satisfactorily performed work of the scope and nature to be performed under this Contract, as evidenced by references from three (3) different prior contracts of minimum duration of one (1) year each. Bidder shall provide the name, title, address and current telephone number of a contact person for each such reference with the Bid. This will include experience with Bed Bug infestation. C. Bidder shall maintain an office in the New York metropolitan area. Bidder shall provide address of such office with the Bid. D. Bidder shall provide with the Bid: 1. Copies of current licenses, certificates, registrations, permits, and other authorizations from all governmental entities having jurisdiction over Bidder s operations under this Contract. 2. NYSDEC permit 6 NYCRR Part in the category of industrial, institutional and structural pest control of commercial pesticide application with the following subcategories: i. Structural and Rodent (category/subcategory: 7A) ii. Food Manufacturing and Food Processing (category/subcategory: 7F) iii. Ornaments, Shade Trees and Turf (category/subcategory: 3A) E. Bidder shall submit documentation to include certification which shows that Bidder has provided safety training to all Contractor employees on FIT campus. The training shall include, but not be limited to the following topics: site-typical detailed guidance for pesticide use, pesticide safety, use of personal protective equipment including selection of appropriate respirators, and restricted entry intervals. F. Bidder shall submit with the Bid, copies of federal, state (such as, NYSDEC) and local (such as NYC Department of Health and Mental Hygiene, NYCDEP) violations, if any, for the past three (3) years, including violations issued to any 6

7 entities related to Bidder. If Bidder has no such violations, Bidder shall provide with the Bid a sworn affidavit so stating. G. Bidder shall provide with the Bid, documentation that Bidder s Experience Rating (EMR) for the preceding year is less than 1.3. In cases where Bidder s experience rating is greater than 1.3, Bidder shall provide a copy of the compulsory workplace safety and loss prevention program established in subdivision (1) of section 134 of the NYS Workers' Compensation Law. Bidder shall also submit with the Bid, statements that Bidder s Total Recordable Case Rate (TRCR) does not exceed 3.5 nor does its Days Away from work, Restricted work or job Transfer injury and illness rate (DART) exceed 2.0 for the past three (3) years. In cases where such numbers exceed the stated limits, Bidder shall provide a copy of the Bidder s written program to reduce these incidences. I. Bidder shall submit, with the Bid, proof of the bidder New York State registration as a pesticide application business, plus subcategory. J. Bidder shall submit approved canine and handler certification in bed bug detection. Certification shall come from an approved academy, such as Florida Canine Academy in Safety Harbor Florida, J&K Academy in High Springs Florida or Iron Heart Dogs in Shawnee KS. Both handler and canine must be annually recertified. Recertification certificates shall be made available for FIT. K. Bidder shall submit, upon request, documentation of financial viability, including balance sheets and profit and loss statement for the prior two (2) years. IV. APPROVAL OF SUBCONTRACTORS Subcontracting shall be permitted for the following type of Services pursuant to Section X, Contract Terms and Conditions: - Laboratory testing services - Pest Identification Services (Entomologist) - Greenery treatment for control of pests that over winter or infest ornamental shrubs and plants - Health and Safety Consultant for development of written FIT Campus- Specific Integrated Pest Management (IPM) Program V. BID SECURITY Failure to provide Bid Security in the prescribed manner can result in the rejection of the Bid. Each Bidder shall deposit with its Bid, security in the amount of Two Percent (2%) bid deposit (certified check or company check) or Ten Percent (10%) bid bond of the Total Bid Amount in the form and subject to the condition provided in Section F, Bid Terms and Conditions. 7

8 VI. BID DESIGNATION Each Bid shall bear on the outside of the envelope the name of the Bidder, its address, and its telephone number and designated as Bid for the following: FASHION INSTITUTE OF TECHNOLOGY CAMPUS-WIDE PEST CONTROL SERVICES IFB No. C1239 Bids submitted via Mail, Express Service or Messenger Service shall indicate on the exterior of the envelope the words, BID ENCLOSED, BID NO. C1239. VII. PRE-BID MEETING, SITE INSPECTION AND QUESTIONS A mandatory Pre-Bid Site Inspection for prospective Bidders will be held on July 20, 2015 at 10:00 A.M. at the Fashion Institute of Technology, C Building Lobby, located at 27th Street (between 7 th and 8 th Avenues). Bidder shall examine the Bid documents carefully. Before bidding, Bidder shall make any requests for interpretation of Bid documents or clarification of any ambiguity therein that should have been detected by a reasonably prudent Bidder. Questions shall be submitted in writing to the attention of via facsimile number or purchasing@fitnyc.edu, no later than July 30, 2015 on or before 4:00 P.M. Answers shall be provided in writing in a timely manner. Reference Bid number C1239. VIII. PERFORMANCE AND LABOR AND MATERIAL PAYMENT BONDS Performance and Payment Bonds shall NOT be required for the Work of this Contract. 8

9 SPECIFICATIONS FOR CAMPUS-WIDE CONTROL SERVICES Invitation for Bid No. C1239 I. INTEGRATED PEST MANAGEMENT PROGRAM (IPM) Contractor shall develop, prepare and implement a campus-specific Integrated Pest Management (IPM) program. The program shall guide Contractor s decision making process and use knowledge of pest biology, the environment, and available technology to prevent unacceptable levels of pest damage. The IPM program s methods shall be cost-effective posing the least possible risk to people, resources and the environment. The IPM program will be in both written and in electronic format that is compatible with Microsoft Word. The written IPM Program along with the campus-specific forms, checklists, notices that Contractor develops shall become property of FIT. Service includes: surveillance, trapping, census of pest populations, pest control, and pest removal. Contractor shall develop the campus-specific Integrated Pest Management program as follows: A. Contractor will meet with FIT s Directors of Building and Ground and Environmental, Health, and Safety (EHS) Compliance. Contractor shall perform a thorough initial inspection of each FIT building and locations specifically listed in the scope of Work within fifteen (15) business days of Notice to Commence Performance. The purpose of the initial inspection and meeting is for Contractor to review FIT s pest management needs for all premises, to identify problem areas and equipment, structural features, management practices that could contribute to pest infestations, and make written checklists of conditions and areas that need either routine or semi-annual inspection. B. Contractor will submit a draft of the IPM program, including facility-specific logs, checklists, notices and forms to College Manager for each of the campus buildings and locations listed in the scope of Work and any other locations that Contractor s inspection identifies, within twenty (20) business days of thorough initial inspection. College Manager and Director of EHS Compliance shall review the draft IPM program and submit any comments to Contractor within ten (10) business days. Contractor shall have five (5) business days to incorporate FIT revisions in the IPM program. The IPM program, as well as, all checklist and forms shall become property of FIT. C. Contractor shall be on-site to perform the initial Routine Service visit pursuant to the IPM program within the first fifty (50) business days of Notice to Commence Performance. D. Contractor s written IPM program shall: 1. Comply with the most recent NYC Board of Education IPM practices for the use of Glue Board Monitors as Inspection Tools, Response Procedures for Rats, and Pest Control Materials List. 9

10 2. Establish action thresholds for management of each pest species listed in Section II (A) (1) of Notice to Bidders. Action thresholds indicate what species (i.e. common name and scientific names) and how many pests are harmless and how many require management (in other words, how many can be tolerated). 3. Describe specific steps and methods (that is, pesticide and non-pesticide) Contractor will take to control either harmful species or excess/unacceptable numbers of a particular pest species. 4. Describe methods and procedures Contractor will use to identify sites of pest harborage and access, and for making objective assessments of pest population levels for the locations listed in this scope of work throughout the term of Contract. 5. Describe site-specific solutions Contractor will take to address sources of pest food, water, harborage, and access that Contractor s inspector observes during routine inspections. E. Contractor shall maintain the following records. Such records shall be kept onsite in the office of the College Manager. 1. Provide detailed, site-specific recommendations for structural and procedural modifications to aid in pest prevention. The buildings or partial areas within each building included in this Contract are listed in Section II (A), (B) and (C) below. 2. Provide a facility-specific Pesticide Application Log for each building and location where Contractor apples a pesticide. The log will record in a systematic fashion Contractor s inspector s observations about the type and number of pests or other indicators of pest population levels revealed by the IPM program. The sheet will include but may not be limited to date or observation, FIT building name, name of pest species and types populations observed, number of pests observed, location of observation (Specify FIT room Number). The Log will show the name of the target pest, EPA Product Code and EPA number of pesticides applied, method of application, area where Contractor applied pesticide, its percent concentration, the quantity applied, and its unit of measure. A sample copy of a typical Pesticide Application Log is attached as EXHIBIT A. 3. Provide a facility-specific Pest Control Inspection Checklist for each FIT building and locations in each building where Contractor provides Routine and Semi-annual Services. The checklist will record in a systematic fashion each area listed in Section II (A), (B) and (C) below where FIT requires Routine and Semi-Annual inspection, census of trap and bait stations, and results of inspection findings (Satisfactory/Unsatisfactory), recommendations to control pests and steps Contractor takes to control pests (that is, pesticide and nonpesticide), numbers of rodent species trapped or carcasses removed, as well as date, number, and location of new rat burrows observed. Contractor shall 10

11 complete a Pest Control Inspection Checklist for each of the locations that are listed in Section II (A), (B) and (C) each time that Contractor inspects a location and completes a Pesticide Application Log as applicable for each location where Contractor applies pesticides, places and maintains bait stations. Provide a diagram noting the location of pest activity, including the location of all traps, trapping devices, and bait stations in or around the College. A sample copy of checklist for a typical cafeteria area, including the servery and kitchen area is attached as EXHIBIT B. 4. Provide a facility-specific Pest Sighting Log. The log will include, but not be limited to, the following: FIT building name, section completed by FIT to include --location of observation (Specify FIT room number), type of pets sighted, date of sighting; and section competed by Contractor to include action taken, technician s name, and date of action. A sample copy of Log is attached as EXHIBIT C. 5. Provide a facility-specific Notice of Pesticide Application. The Notice must be at least 8 1/2" x 11" in dimensions and shall include wording in a sample copy attached as EXHIBIT D. Contractor shall provide College Manager with a Notice of Pesticide Application that shows the dates(s) and location(s) of proposed pesticide application at least 48 hours prior to any pesticide application. Contractor shall provide the Notice to College Manager for his review and written approval before posting. Contractor will post copies of College Manager s approved Notice along the perimeter of application areas at least 48 hours prior to any pesticide application. Contractor shall remove posted signs 48 hours after the application. 6. Provide a facility specific Pest Harborage Report. The report shall include FIT building name, harborage location, type of harborage, types of pests sighted, if any, actions taken, technicians names and date of action. 7. Original copy of each approved Notice of Pesticide Application, indicating the date of Notice(s) posting and the actual date of Notice(s) removal. 8. Copies of Material Safety Data Sheets (MSDS) and Chemical Labels for any materials or chemicals the Contractor used or intended for use at any time under this Contract on FIT campus. F. Contractor shall not apply the Notice of Pesticide Application requirements to the following: 1. Applications of anti-microbial products (disinfectants), biopesticides or substances exempt from federal pesticide regulation; 2. Use of pesticides in aerosol cans for personal protection; 3. Use of nonvolatile rodent and insect baits in tamper-resistant containers or areas inaccessible to children; 11

12 4. Use of silica gels and other nonvolatile ready-to-use paste foam or gel insecticides in areas inaccessible to children; 5. Use of boric acid and related compounds; 6. Emergency applications to protect against an imminent threat to human health (which must be immediately reported to the Commissioner of the New York State Department of Health); and 7. Applications after which the facility will be unoccupied for at least 48 hours. G. PESTICIDES 1. Contractor shall not use any pesticides in any manner that is inconsistent with its labeling. All pesticides covered by this Contract shall be properly labeled for the control of the target pests against which they are being used and label instructions shall be strictly followed. 2. All pesticides shall be procured, processed, handled, and applied in accordance with the manufacturer s label which shall be registered with the Environmental Protection Agency and applicable State Lead Agency for enforcement of the Federal Insecticide, Fungicide, and Rodenticide Act (FIFRA). 3. Contractor shall use properly labeled and identified pesticide concentrates and finished spray. Contractor shall ensure that all pesticide supplies have NYSDEC numbered stickers for each piece of commercial application equipment and are prominently displayed on opposite sides of each piece of such equipment or on opposite sides of each vehicle used in transporting such equipment and contain wording Caution Warning Poison. Exceptions include small pieces of hand held or portable equipment such as two and one-half gallon sprayers, or back pack mist blowers. 4. Contractor shall furnish and apply all insecticides as crack and crevice treatments only (application with a tool or nozzle specifically designed for crack and crevice injection). This treatment is defined in this Contract as treatments in which the formulated insecticide cannot be contacted or is not visible to a bystander during or after the application process. 5. Contractor shall limit the application of insecticides to exposed surfaces or as space sprays (including fogs, mists, and ultra-low volume applications) to unique situations where no alternative measures are practical. Contractor shall obtain the approval of College Manager prior to any application of insecticides to exposed surfaces or as space sprays. Contractor shall not carry-out surface application or space spray while FIT students or employees/contractors are present and take all necessary steps to ensure the containment of the pesticide to the site of application. 12

13 6. Contractor shall label its vehicles used by in accordance with State and City of New York regulations. All vehicles will be locked when unattended on FIT property. 7. Contractor shall adhere to the following rules for pesticide use: a. Contractor shall not apply any pesticide product that has not been included in the IPM Program or approved in writing by the FIT Director of Environmental, Health, and Safety Compliance. b. Contractor may not use pesticides unless the pest has been both identified and its presence verified. c. Contractor shall not store any pesticide product on the FIT premises. d. Contractor shall apply pesticide according to need and not by schedule. Contractor shall apply pesticides in any inside or outside area only after Contractor s visual inspection, confirmed reports of pests, or monitoring devices indicate the presence of pests above action levels or pests are otherwise unacceptable in that specific area. e. Contactor shall apply preventive pesticide treatments in areas where surveillance indicates a potential insect or rodent population exceeds action levels or are otherwise unacceptable on a case-by-case basis. f. Contractor shall obtain the approval of the College Manager prior to making any interior rodenticide treatment when the Contractor deems rodenticides are essential for adequate rodent management inside occupied buildings. All rodenticides, regardless of packaging, shall be placed in inaccessible locations, or, in EPA approved, tamper-resistant bait stations. Rodenticide application outside buildings shall emphasize the direct treatment of rodent burrows wherever feasible. g. Contractor shall obtain the approval of the College Manager prior to making any interior insecticide treatment when the Contractor deems insecticides essential for adequate insect management inside occupied buildings. H. NON-PESTICIDE CONTROL METHODS 1. Contractor shall use preventive pest exclusion as the preferred method of preventing or controlling an infestation. This includes limited applications (less than 30 minutes duration) of pre-approved caulks, sealants, or other exclusion materials under sinks, around cabinets, pipe chases, windows and doors, exterior areas to eliminate pest harborage and access. 2. Contractor shall use HEPA equipped vacuum cleaners, mechanical traps, insect light traps, and glue traps as part of non-pesticide control methods. 13

14 3. Contractor shall make recommendations to College Manager in writing for the large scale (estimated completion time of thirty minutes or more) application (i.e., whole room, exterior of building) of sealants, structural modification, and other exclusion materials. 4. Contractor shall maintain and inspect snap traps, trapping devices and glue boards used in rodent management or monitoring activities a minimum of two (2) times per week. 5. Contractor shall dispose off-site all rodents killed or trapped within four (4) hours of each inspection that finds trapped or killed rodents. Contractor shall not carry-out rodent trapping during periods when holidays, weekends will delay Contractor s scheduled inspections. FIT shall provide Contractor a Holiday Schedule for the academic year. Contractor shall list the non-trapping periods in the IPM program. 6. Contractor shall use bait and gel formulations in generally inaccessible areas for cockroach and ant management wherever appropriate. 7. Contractor shall use bait stations for the control of rats and mice or to census pest populations. These stations shall be established inconspicuously and adjacent to all possible entries and harborages. Contractor shall change baits periodically so that an alternate is provided to food that may be readily available in the building. 8. Contractor shall use sticky traps to guide and evaluate indoor insect management efforts wherever necessary. Contractor shall inspect bait stations according to the routine schedule listed in the IPM program for the area where Contractor places a station. Contractor shall maintain all bait boxes in accordance with EPA regulations, with an emphasis on the safety of non target organisms. 9. Contractor shall place monitoring traps and bait stations to trap and census pests in areas where Pest Sighting Log sheets and Contractor reports pest infestations. Contractor shall count and estimate pest populations, compare populations to established action thresholds, and either take steps to reduce populations included in this Contract for suppression, or provide recommendations to College Manager for most effective method of suppression, including pests excluded from this Contract. 10. Contractor shall adhere to the following: a. All bait stations shall be tamper resistant. b. All such devices shall be concealed out of general view and in protected areas so as to not be affected by routine cleaning and other operations. c. The lids of all bait stations shall be securely locked or fastened shut. 14

15 d. All bait stations shall be securely attached or anchored to the floor, ground, wall, or other immovable surface, so that the station cannot be picked up or moved. e. Bait shall always be placed on mounting rods within the baffle-protected feeding chamber of the station and never in the runway of the station. f. All bait stations shall be labeled on the inside with Contractor s business name and address, emergency phone number, rodenticide type, active ingredient and dated by Contractor at the time of installation and according to the routine schedule listed in this scope of Work for the area where Contractor places a station. I. MATERIAL SAFETY DATA SHEETS AND CHEMICAL LABELS Contractor shall submit Material Safety Data Sheets (MSDS) with Safety Data Sheets (SDS) and Chemical Labels for any materials or chemicals Contractor uses or proposes to use under this Contract. MSDS with SDS shall be submitted for approval to College Manager and Director of Environmental, Health and Safety Compliance, no later than forty (40) business days after written Notice to Commence Performance. FIT will accept or reject submittal within three (3) business days after receipt. Contractor shall provide electronic copies of MSDS with SDS for each pesticide product used on FIT property in Adobe Acrobat (PDF) format. J. MATERIALS 1. Contractor shall use only materials under this Contract that are subject to the approval of Director of Environmental, Health and Safety (EHS) Compliance. 2. Contractor shall exercise special care in the use of liquid insecticides and/or rodenticides in areas having asphaltic, mastic, or linoleum floor surfaces. 3. Contractor shall use a combination of glue boards, anticoagulant baits (in secured baiting stations) and mechanical traps to control the problem with pests. In addition, Contractor shall use a number of both water based, CO2 propelled chemicals, and rodenticides to control any problem with the pests, insects, or rodents. These chemicals shall be used on an alternating basis to keep the insects from building up immunity to these chemicals. K. METHODS OF INSPECTION AND APPLICATION 1. Contractor shall take all necessary precautions to prevent injury to the public and parts of the building while service is being performed. 2. Contractor will inspect each FIT Building and area within each building as described in this scope of work as part of each Routine and/semi Annual inspection with special attention given to heavily infested areas. Contractor shall inspect sites for pests or pest-promoting situations. Contractor will 15

16 identify any pest species that Contractor finds and attempts to determine where they came from. 3. College Manager will give Contractor permission to exclude any inspection or treatment areas in writing prior to that building s treatment date, and prior to monthly invoicing. L. DISPOSAL OF DESIGNATED HAZARDOUS MATERIALS Contractor shall remove empty pesticide containers from FIT property for proper disposal. Disposal of any empty designated hazardous chemical containers shall be executed in accordance with Federal/State/Local regulations. M. PROTECTION OF FIT PROPERTY, SAFETY AND INTERRUPTIONS Services described in this specification shall be done with the least inconvenience to FIT. The amount of time that normal operations are interrupted must be limited and shall be coordinated with College Manager. 1. Contractor shall protect all existing and newly installed work, material, equipment, improvements, utilities, structures, and vegetation at all times during the course of this Contract. Any FIT property damaged during the course of this Contract shall be repaired or replaced to the satisfaction of College Manager or his designee. 2. Contractor shall immediately report any student or employee complaints about chemical exposure to FIT Security and College Manager. 3. Contractor must immediately report any chemical spills to FIT Security and College Manager. N. DEBRIS REMOVAL 1. Contractor shall be responsible to remove all debris related to Services from the site and clean affected Work areas. Contractor shall keep the premises free of debris and unusable materials resulting from his Work and as Work progresses; or upon request of College Manager. Contractor shall leave all affected areas as they were prior to beginning Work. Debris shall be disposed off-site legally pursuant to Federal/State/Local regulations. 2. All insecticides, rodenticides, and bait stations shall be removed from the premises covered by this Contract at its conclusion. Written certification of such removals shall be noted in the log book. II. SERVICES UNDER IPM PROGRAM A. ROUTINE SERVICES 16

17 Full inspection and treatment for pest control services at the following service levels: twice a week, bi-weekly and monthly for campus areas and buildings specified in the Routine Services Schedule. Contractor shall also check log books in Room AC08, Alumni Hall, and Kaufman Hall at 31 st Street and respond to complaints listed in the FIT s Pest Sighting Logs. Rat and mouse infestations located in burrows in the ground adjacent to buildings are included. Services shall be performed during regular hours of operation in the various buildings, except when special conditions require servicing to be done when a building or area is vacated after regular working hours or on weekends. 1. ROUTINE SERVICE SCHEDULE TWICE A WEEK a. Contractor shall physically inspect areas (known as flashlight inspections ), census trap and bait stations that Contractor positions as part of its IPM program, and take steps to control pests for the following locations: i. Building perimeters of A building; ii. Building perimeters of B building; iii. Building perimeters of C building; iv. Building perimeters of D building; v. Building perimeters of E building; vi. Building perimeters of Alumni Hall; vii. Building perimeters of Nagler Hall; viii. Building perimeters of Coed Hall; ix. Building perimeters of Kaufman Hall at 31 st Street. b. Contractor shall physically inspect (known as flashlight inspections ) areas, census trap and bait stations that Contractor positions as part of its IPM program, and control pests for the following locations: x. Loading dock of A building; xi. Loading dock of C building; xii. Loading dock of Kaufman Hall at 31 st Street; xiii. Trash compactor at C building; xiv. Trash compactor room and trash compactor at Kaufman Hall at 31 st Street; xv. Trash compactor room at Alumni Hall; xvi. Trash compactor room at Coed Hall; xvii. Museum at FIT main storage area in the basement; xviii. All bathrooms and restrooms in A, B, C, D and E buildings; xix. Sub-basement engine and pump rooms in C, D and E buildings; 17

18 xx. Pump and Electric Rooms at Alumni, Nagler, and Coed Hall; xxi. Commercial cafeteria dining areas on the first and eighth floors of A building, including Faculty Dining Room (this includes the commercial kitchen servery areas in the first and eighth floors of A building); xxii. Student and Faculty Lounges Buildings A, B, C, D, E and Alumni, Nagler, Coed Hall, and Kaufman Hall at 31 st Street; xxiii. Fitness Rooms in Kaufman Hall at 31 st Street and A Building; xxiv. All rooms in the Cellar and Basement areas in all residential buildings xxv. Laundry Room in Kaufman Hall at 31 st Street; and xxvi. Mechanical Room in A Building Basement. 2. ROUTINE SERVICES SCHEDULE Bi-Weekly a. Contractor shall physically inspect (known as flashlight inspections ) areas, census trap and bait stations that Contractor positions as part of its IPM program, and control pests for the following location: i. Kitchen areas on the ninth floor of C building; ii. iii. iv. Rooms C- 147 through C-163 of the C building; Rooms B-103A through B-103D of the B building; Area around vending machines located in Building A basement gymnasium, lobby, crosswalk, room A312 and 5 th floor; Building C 2 nd floor and crosswalk, ; Building D lobby, 2 nd floor and 4 th floor student lounge; Building E lobby; Alumni Hall 1 st floor student lounge; Nagler Hall 1 st floor; Coed Hall 1 st Floor; Kaufman Hall lobby and laundry room; and Great Hall basement. Laundry Rooms in Alumni, Nagler, Coed Hall and Kaufman Hall; and v. Coffee station in lobby area of Building C 3. ROUTINE SERVICES SCHEDULE Once A Month 18

19 a. Contractor shall inspect (known as flashlight inspections ) areas, census trap and bait stations that Contractor positions as part of its IPM program, and control pests for the following locations: i. Kitchen areas in Room AC11 in A building; ii. Kitchen area in Room 5N and Room 1100at 236 West 27 th Street building; iii. Slop sinks in A, B, C, D and E buildings; and iv. Mezzanine in 236 West 27 th Street building. v. Pantry in the Great Hall (West Courtyard Building) B. SEMI ANNUAL SERVICES Inspection and control pests shall be performed twice a year: January and July for all four (4) residence hall buildings and March and September for terraces and roof areas specified in the Semi-Annual Services Schedule. Rat and mouse infestations located in burrows in the ground adjacent to buildings are included. Services shall be performed during regular hours of operation in the various buildings, except when special conditions require servicing to be done when a building or area is vacated after regular working hours or on weekends. 1. SEMI-ANNUAL SERVICES SCHEDULE JANUARY AND JULY a. Contractor shall inspect (known as flashlight inspections ) and control pests for the following locations: i. Alumni Hall ii. Nagler Hall iii. Coed Hall iv. Kaufman Hall b. The approximate room counts for the four FIT residence halls are listed below. i. Alumni Hall 210 West 27 th Street From floors 17 through 10 (64 two bedroom apartments (with private bath and kitchen) Floors 9 through 2 (64 two bedroom apartments (with private bath and kitchen) There are hallways, staircases and trash chutes on each floor. There are common areas such as the lobby and two (2) common restrooms in the lobby. ii. Nagler Hall 220 West 27 th Street From floors 10 through 1 [146 traditional style rooms (no private bath or kitchen), 10 studio apartments (with Private bath and kitchen) and 1 two bedroom apartment (with private bath and kitchen)]. 19

20 There are hallways, staircases and trash chutes on each floor. There are common areas such as the lobby and kitchen. iii. iv. Co-Ed Hall 230 West 27 th Street From floors 15 through 11 [4 two bedroom apartments (with private bath and kitchen) and 46 studio apartments (with private bath and kitchen)]. From floors 10 through 1 [ traditional style rooms (no private bath or kitchen), 1 two bedroom apartment (with private bath and kitchen) and 19 common bathrooms]. There are hallways, staircases, common bathrooms, private bathtub rooms, trash rooms on each floor. There are common areas such as the lobby and mailroom. Kaufman Hall 406 West 31 st Street There are 484 suites (apartment style), hallways, staircases and trash rooms on each floor, There are miscellaneous common areas such as mail room and the lobby. For informational purposes there are 45 quadruple, 37 triple and 412 double suites. 2. SEMI-ANNUAL SERVICES SCHEDULE MARCH AND SEPTEMBER a. Contractor shall inspect (known as flashlight inspections ) and control pests for the following locations: i. Outdoor terraces of B building; ii. iii. Outdoor terraces of C building; Roof areas of A building; iv. Roof areas of B building; v. Roof areas of C building; vi. Roof areas of D building; vii. Roof areas of E building; viii. Roof areas of Alumni Hall; ix. Roof areas of Nagler Hall; x. Roof areas of Coed Hall; and xi. Roof areas of Kaufman Hall C. SEASONAL SERVICES 20

21 Full inspection and treatment three (3) times a year in fall, early spring and early summer for control of pests that overwinter or otherwise infest ornamental shrubs and plants at the penthouse terrace in Alumni Hall and 9 th floor terrace of B and C buildings. D. ON-CALL EMERGENCY SERVICES 1. Contractor may be required to work during regular working hours, evening hours, weekend, or FIT holidays to address emergency infestations on a callby-call basis at various FIT buildings. FIT may request Contractor to perform corrective, special, or emergency service(s) that are beyond Routine Service requests as part of emergency services. Contractor shall provide same-day on-campus response to emergency service phone calls for response to reports of wasps or yellow jackets. In the event that such services cannot be completed within one (1) working day, Contractor shall immediately notify College Manager and indicate an anticipated response time. If pesticides are needed for Emergency Services, Contractor must provide a Notice of Pesticide Application to College Manager for approval unless specifically exempted in this scope of work. 2. Contractor shall provide FIT with a telephone number that is staffed twentyfour (24) hours, seven (7) days a week, 365 days per year that College Manager or designee can call to request On-Call Emergency Services. Contractor shall ensure that: a. Contract Manager or designee shall return College Manager or designee s call requesting On-Call Emergency Services within one (1) hour of the initial FIT call to confirm with the FIT caller regarding Contract Manager or designee s estimated arrival time at the FIT Security Office. b. Contractor shall have an appropriately staffed response group on-site working to contain, confine, recover, or mitigate the emergency incident within six (6) hours of FIT s initial call to request On-Call Emergency Services. c. The response times described in sub-sections (a) and (b) above shall not apply in the event of simultaneous, multiple catastrophic events occurring in the New York City area. In the case of such events, Contractor shall respond in an appropriate and reasonable manner. 3. Services shall include: a. Portal to portal travel cost from Contractor s facility to FIT site and return to Contractor s facility to perform On-Call Emergency Services. These services include transporting equipment and consumables to contain, confine, recover, or remediate unexpected bed bug infestation found on FIT campus. This includes the costs of bringing all equipment and 21

22 consumables and the emergency response van to FIT site ( Site Mobilization ). b. Only NYSDEC certified commercial pesticide applicators can provide onsite pest control services. Applicators shall hold applicable NYSDEC category and subcategory certificates applicable to the category of work they carry out. Costs shall include portal to portal travel costs from Contractor s facility to FIT site and return to Contractor s facility to perform On-Call Emergency Services. E. BED BUG EMERGENCY SERVICES 1. Contractor may be required to work during regular working hours, evening hours, weekends, or FIT holidays to address emergency bed bug infestation on a call-by-call basis at various FIT buildings. FIT may request Contractor to perform corrective, special, or emergency service(s) that are beyond service requests as part of emergency services. Contractor shall provide same-day on-campus response to emergency service phone calls for response to reports of Bed Bugs. In the event that such services cannot be completed within one (1) day, Contractor shall immediately notify College Manager and indicate an anticipated response time which should be no later than two (2) days. 2. Contractor shall provide FIT with a telephone number that is staffed twentyfour (24) hours, seven (7) days a week, 365 days per year that College Manager or designee can call to request On-Call Emergency Services. Contractor shall ensure that: a. Contract Manager or designee shall return College Manager or designee s call requesting On-Call Emergency Services within one (1) hour of the initial FIT call to confirm with the FIT caller regarding Contract Manager or designee s estimated arrival time at the FIT Security Office. b. Contractor shall have an appropriately staffed response group on-site working to contain, confine, recover, or mitigate the emergency incident within six (6) hours of FIT s initial call to request On-Call Emergency Services. c. The response times described in sub-sections (a) and (b) above shall not apply in the event of simultaneous, multiple catastrophic events occurring in the New York City area. In the case of such events, Contractor shall respond in an appropriate and reasonable manner. 3. Services shall include: a. Portal to portal travel cost from Contractor s facility to FIT site and return to Contractor s facility to perform On-Call Emergency Services. These services include transporting equipment and consumables to contain, confine, recover, or remediate unexpected bed bug infestation found on 22

23 FIT campus. This includes the costs of bringing all equipment and consumables and the emergency response van to FIT site ( Site Mobilization ). b. Only NYSDEC certified commercial pesticide applicators can provide onsite pest control services. Applicators shall hold applicable NYSDEC category and subcategory certificates applicable to the category of work they carry out. Costs shall include portal to portal travel costs from Contractor s facility to FIT site and return to Contractor s facility to perform On-Call Emergency Services. c. A canine team, consisting of a certified handler and a certified canine, shall be used for all FIT administrative buildings. A canine team can only be used in dormitory commons areas, such as recreation rooms. The dog and handler will be accompanied by a NYSDEC certified commercial pesticide applicator. d. The handler will start leading the dog for searching at the entrance to the room suspected to be infested. The K-9 team will use a methodical search pattern to avoid missing any infestations in that room. If the dog is alerted to a certain area, the job is not complete until the K-9 has finished searching the entire room. If the dog is alerted to a scent behind a wall or under the floor, prior to removing any panel for visual confirmation, the handler must notify the FIT Facilities Manager. III. CONTRACTOR S RESPONSIBILITIES A. Contractor shall designate a managerial employee (the Contract Manager ) to administer the Contract. Contract Manager shall have decision-making authority. Contractor shall provide FIT with Contract Manager s office, facsimile, beeper, cellular telephone numbers and address. During any absence of Contract Manager, Contractor shall designate an alternate Contract Manager, under the same terms and conditions. B. Contractor shall be licensed by the State of New York and NYCDHMH throughout the term of this Contract. All Contractor employees providing on-site pest control services shall maintain and possess certification or registered technician cards issued by these State and City agencies. All work shall be done under the supervision of a State of New York and City of NY certified individual, in accordance with Federal, State, and laws and requirements. Only NYSDEC certified commercial pesticide applicators can provide on-site pest control services. Applicators shall hold applicable NYSDEC category and subcategory certificates applicable to the category of work they carry out. However, a NYCDEC certified commercial technician may carry out Routine and Semi-annual flashlight inspections and use antimicrobial agents, as described in the Scope of Work. Contractor s certified commercial pesticide applicator that possesses applicable category and subcategory certificates shall provide off-site 23

24 direct supervision of any certified commercial technician who carries out Routine and Semi-annual flashlight inspections or uses antimicrobial agents, as described in the Scope of Work. C. Contractor shall equip all employees assigned to Contract with uniforms bearing Contractor s insignia. Each such employee shall carry identification, including a full-face color photograph. Contractor s employees shall carry their identification card at all times while they are on FIT campus. Contractor s employees on campus shall also display personal identification provided by the NYSDEC and NYCDHMH. D. Contractor shall provide temporary barricades and other forms of protection required to protect FIT property, personnel and the general public during performance of Services. E. Contractor shall apply for, obtain and pay for all permits, certificates, inspections and approvals required in connection with all Services. F. Contractor shall sign-in at the security desk in A Building lobby before each Service visit before proceeding to the work site. This provision shall also be performed for each On-Call Emergency Services visit. All Contractor s employees shall obtain temporary FIT identification which Contractor s employees shall display while on FIT campus. G. Contractor shall establish a schedule with FIT for Routine Services and Semi- Annual Services to document the performance of all Work. Upon completion of a Service visit to a FIT building, Contractor s employee performing the Service shall complete, sign, and date the forms and checklists, and return them to the logbook and file on the same or succeeding day of the Service rendered. The documentation process shall also apply to Emergency Services. H. Contractor shall be responsible for advising the College Manager about any structural, sanitary, or procedural modifications that would reduce pest food, water, harborage, or access. I. Contractor shall provide and maintain the following records: 1. EXHIBIT A - Pesticide Application Log for duration of Contract; 2. EXHIBIT B - Pest Control Inspection Checklist for one (1) year from date of log; 3. EXHIBIT C - Pest Sighting Log for one (1) year from date of log; and 4. EXHIBIT D - Notice of Pesticide Application for duration of Contract. J. For Bed Bug infestation the Contractor, prior to properly treating the room, shall have all floors and carpets vacuumed. Contents of vacuum shall be sealed in a plastic trash bag and immediately disposed of. The mattress and box spring, if 24