Brunswick Community College
OP-9: Integrated Pest Management

Brunswick Community College
Bid Specifications for Pest control (IPM)

Essential Items in IPM Bid Specifications
Bids are expected by March 1st, 2011

• On-site inspections: Prospective bidders should conduct a thorough on-site inspection before submitting a bid. This allows potential bidders to view firsthand the facilities and pest problems, so bidders can make a realistic estimate of service needed and the time required for these services.

• The contractor should use appropriate monitoring tools and procedures on a regular basis to find pest infestations and assess the need for corrective action.

• Brunswick Community College should receive from the bidder copies of labels and Material Safety Data Sheets (MSDS) for all products to be used on the school district property. The college reserves the right to approve or disapprove any pesticide or device.

• Least toxic materials: The use of least toxic materials necessary to provide satisfactory pest control, should be understood and agreed to by the bidder.

• Reduced-risk formulations and methods: The use of baits, bait stations and, crack-and-crevice or void treatments are preferred over the use of aerosol, broadcast, spot and baseboard treatments.

• Pesticide use should be targeted and on an “as needed” basis only. The practice of random baseboard sprays is prohibited.

Integrated Pest Management Program

1. GENERAL

This specification is part of a comprehensive Integrated Pest Management (IPM) program for the premises listed herein. 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:

• Facility inspections to identify pest harborage and presence of conditions favorable to pests.

• Proper identification of pests and an understanding of pest biology and behavior.

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

• A preference for non-pesticide technologies such as trapping and monitoring devices.

• Use of reduced-risk pesticide compounds, formulations, and selection of application methods that present a reduced potential hazard to humans and the environment.

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

Contractor Service Requirements: The Contractor shall furnish all supervision, labor, materials, and equipment (excluding insect light traps, air curtains, and other major expense items unless requested by the contract administrator) necessary to accomplish the inspection, monitoring, trapping, pest management (including pesticide application if needed, but excluding sanitation and building maintenance), 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.
2. PESTS INCLUDED AND EXCLUDED

PESTS INCLUDED: The Contractor shall adequately suppress the following pests:
A. Indoor populations of commensal rodents, insects, arachnids, and other arthropods. For the purposes of this contract, commensal rodents include Norway rat, roof rat and house mouse. There may be an additional charge for the control of certain species because of increased material and/or labor expenses such as Argentine, fire, odorous house and pharaoh ants, millipedes, yellow jackets, fleas, flies, boxelder bugs, ticks, mites and other pests not specified in the contract.
B. Outdoor populations of potentially indoor-infesting species that are within the property boundaries of the specified buildings.
C. Nests of stinging insects within the property boundaries of the specified buildings.
D. Individuals of all excluded pest populations that are incidental invaders inside the specified buildings.
D. Populations (or individual animals) of vertebrates (other than commensal rodents), including birds and bats. For vertebrate pests, contractor should have a qualified person on staff to control them or recommend a qualified wildlife damage control agent.

PESTS EXCLUDED: The following pests are excluded from this contract:
1. Termites and other wood-destroying organisms.
2. Mosquitoes.
3. Pests that feed on outdoor vegetation

3. INITIAL BUILDING INSPECTIONS

The Contractor shall complete a thorough, initial inspection of each building or site at least 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 any equipment, structural features, and other conditions or management practices that are conducive or contributing to pest infestations. Access to building space shall be coordinated with the Director of the Physical Plant .

*Contact information for each facility (with address and phone number) is attached.

4. THE INTEGRATED PEST MANAGEMENT PLAN

The Contractor shall submit to the Director of the Physical Plant an Integrated Pest Management (IPM) Plan at least 10 working days prior to the starting date of the contract. Upon receipt of the IPM Plan, the Director will render a decision regarding its acceptability within 5 working days. If aspects of the IPM Plan are incomplete or disapproved, the Contractor shall have 5 working days to submit revisions. The Contractor shall be on-site to perform the initial service visit for each building within the first 5 working days of the contract.

The IPM Plan shall consist of five (5) parts as follows:

A. Proposed Methods for Pest Identification, Monitoring and Detection: The Contractor shall provide information on procedures to be used to identify pests, as well as describe methods and procedures to be used for identifying sites of pest harborage and access, for making objective assessments of pest population levels, and for determining the need to implement specific control measures throughout the term of the contract.

B. Description of any Structural or Operational Changes That Would Facilitate the Pest Control Effort: The Contractor shall describe site-specific solutions for observed sources of pest food, water, harborage, access or other conditions conducive to pest problems.

C. Proposed Materials and Equipment for Service: The Contractor shall provide the following information:

1. A list of all pesticide products to be used. This list shall include each product’s brand name, common name of the active ingredient, and the “signal word” ("Caution", "Warning" or "Danger"), as defined under 40CFR 156.10(i)
2. A list of the 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.
3. The current label (and labeling) and Material Safety Data Sheet (MSDS) for each pesticide product on the list referenced in 1a.

D. Commercial Pesticide Applicator Documentation: The Contractor shall provide the following documents

1. The phone number for the currently designated state poison control center.
2. The names and phone numbers of at least two individuals who are designated as the primary and secondary 24-hour contacts for information concerning any aspects of the pest control service being provided.
3. A photocopy of the valid North Carolina Commercial Pesticide Applicator License(s) under which all pest control is to be performed.
4. A photocopy of the Contractor’s valid Certificate of Insurance.
5. A list of all Contractor employees who will be performing on-site service under this contract; this list shall include the employee's name and a statement of whether the employee is a licensee, certified applicator or registered technician, as described in the regulations of the North Carolina Department of Agriculture and Consumer Services (NCDA&CS).

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

5. RECORD KEEPING

The Contractor shall be responsible for maintaining a pest management logbook for each building or site specified in this contract. These logbooks shall be kept on-site and accessible to all site staff and the director. The Contractor shall maintain or update the contents of these logbooks on each visit. Each logbook shall contain at least the following items:

A. Integrated Pest Management Plan: A complete copy of the Contractor’s approved IPM Plan.

B. Pest sighting log: A form that permits the maintenance personnel to record the location any pest sightings. The director will review and approve the design of this form prior to its distribution and use at the facilities. The director will be responsible for informing and educating all site staff about methods for reporting pest observations in the log.

C. Contractor’s Service Report: The Contractor shall document site-specific pest findings and subsequent control measures performed during the service visit. A separate form is not required if the Pest Sighting Form is designed to incorporate this information.

6. THE MANNER AND TIME TO CONDUCT PEST MANAGEMENT ACTIVITIES

A. Time Frame of Service Visits: The Contractor shall conduct routine pest management activities after school hours (except for non-serving areas of the cafeteria) to avoid class disruption. All contractor employees shall adhere to all policies for notifying local personnel that the employee is onsite and working in the building. When it is necessary to perform work outside of the regularly scheduled service time set forth in the IPM Plan, the Contractor shall notify the director at least 3 day in advance. The director shall approve such changes before any work is done.

B. Safety and Health: The Contractor shall observe all applicable 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, as well as specific pest control product label instructions. Where there is a conflict between applicable regulations, the most stringent will apply.

C. Compliance: 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. The contractor's liability insurance must be enforced throughout the term of this contract.

D. 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 director. The Contractor shall adhere to these restrictions and incorporate them into the IPM Plan.

E. Uniforms and Protective Clothing: All Contractor personnel working in or around buildings specified in this contract shall wear distinctive uniform clothing and a photo ID badge. 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 and to any specific label requirements for the products being used.

F. Vehicles: Vehicles used by the Contractor shall be identified in accordance with state (NCDA&CS and NCDOT) and local regulations. While on-site, all service vehicles shall be secured to prevent unauthorized access to chemicals and equipment. Service vehicles shall be equipped with appropriate pesticide spill control equipment in accordance with NCDA&CS regulations. All pesticides on contractor vehicles shall remain locked or remain inaccessible while vehicles are unattended.

7. SPECIAL REQUESTS AND EMERGENCY SERVICE

On occasion, the director may request that the Contractor perform corrective, special, or emergency services that are beyond routine service requests. The Contractor if possible shall respond to these exceptional circumstances and complete the necessary work within a timeframe approved by the director, which will minimize disruption of the daily activities of the building.

8. CONTRACTOR PERSONNEL

Throughout the term of this contract, all Contractor personnel providing on-site pest control service must be current registered technicians or certified applicators as described in the regulations of the NCDA&CS Structural Pest Control Division. They must also have specific IPM training. In addition, the contractor shall run criminal background checks and not allow any individual with a felony within the last 5 years to service the property.

9. INSECT CONTROL

The priority for insect control will be the use of non-pesticide methods. The Contractor shall use non-pesticide methods of control wherever possible. For example:
• Portable vacuums rather than pesticide sprays shall be the standard method for initial cleanouts of cockroach infestations and the control of spiders and other miscellaneous pests.
• Trapping devices, such as light traps, shall be the standard method for indoor fly control. The Contractor will make recommendations to the director regarding the purchase and installation of such traps.

Where pesticides are used, the Contractor shall use reduced-risk materials and methods of application.

A. Monitoring: Monitoring devices (Sticky traps, light traps, etc) shall be used to guide decisions on appropriate pest control measures and subsequently to evaluate the effectiveness of these measures.

B. Insecticide Bait Formulations: Non-volatile bait formulations shall be the first choice for cockroach and ant control. If possible, baits shall be applied or placed in areas that cannot be accessed by children or building occupants.

C. Application of Insecticides to Cracks and Crevices: As a general rule, the Contractor shall apply liquid/dry insecticide formulations as “crack and crevice” treatments only, defined in this contract as treatments in which the formulated insecticide is applied to hidden or protected areas that are used as harborage sites by pests.

D. Application of Insecticides to Exposed Surfaces: Application of insecticides to exposed surfaces shall be restricted to exceptional circumstances where no alternative effective measures are practical. The Contractor shall obtain approval of director_ 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 the treatment site is occupied. The Contractor shall take all necessary precautions to ensure occupant and employee safety, and all necessary steps to ensure the containment of the pesticide to the site of application.

E. Space sprays: Application of pesticides as space sprays (“fogging”) must follow the same restrictions outlined for surface sprays. Space sprays must be timed to allow the specific treatment site to remain unoccupied for a minimum of 24 hours. The Contractor shall be responsible for ventilating the treatment site in accordance with instructions on the product label before school personnel reenter the site. The director will assist the Contractor to secure the treatment site to prevent any unauthorized reentry to the area prior to ventilation or before any re-entry period specified on the product label, and to arrange for appropriate cleaning of exposed surfaces by custodial employees before the site is free for general use.

10. RODENT CONTROL

A. Indoors trapping: As a general rule, rodent control inside buildings shall be accomplished with trapping devices only. All such devices shall be placed so as to conceal them from general view, make them inaccessible to building occupants, and to protect them from any adverse effects of routine cleaning and other operations.

B. Trapping devices shall be checked on a schedule approved by the director. The Contractor shall be responsible for disposing of all trapped rodents and all rodent carcasses in an appropriate manner.

C. Use of Rodenticides: In exceptional circumstances, when rodenticides are deemed essential for adequate rodent control inside buildings, the Contractor shall obtain approval of the director prior to making any interior rodenticides treatment. All bait shall be placed in EPA-approved tamper-resistant bait boxes that can be secured to a surface.

D. Use of Bait stations: All bait stations shall be maintained in accordance with EPA and NCDA&CS regulations, with an emphasis on the safety of non-target organisms. The Contractor shall adhere to the following five (5) points:

1. All bait stations 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 stations 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 station cannot be picked up or moved by unauthorized personnel.
4. Bait shall always be secured in the feeding chamber of the station and never placed in the runway or entryways of the stations where it could be removed or dislodged.
5. All bait stations shall be labeled with the Contractor’s business name and address, and dated by the Contractor’s technician at the time of installation and each servicing.

E. The locations of all trapping devices and baiting stations will be recorded in the site's logbook. The Contractor shall record all changes/additions to this information before leaving the site during that service visit. The Contractor will provide the director with a key and instructions for opening bait stations in the event of an emergency.

11. USE OF PESTICIDES

The contractor shall be responsible for application of pesticides according to the label and all additional labeling. All pesticides used by the Contractor must be registered with the U.S. Environmental Protection Agency (EPA) or be EPA exempt and be registered with the NCDA&CS. Transport, handling, and use of all pesticides shall be in strict accordance with the manufacturer’s label instructions and all applicable Federal, state, and local laws and regulations. The Contractor shall adhere to the following rules for pesticide use:

A. Minimization of Risk: Where pesticide use is necessary, the Contractor shall emphasize “reduced risk measures", i.e., the Contractor shall employ materials, quantities and application methods that minimize the risk or hazard of exposure to the applicator, building occupants, and the environment in general. The Contractor shall not give any pesticides to any site personnel for application to the site without written approval from the director.

B. Selection of pesticide products: The order of selection of pesticides shall be:

1. Products with a "Caution" signal word,
2. Products with a "Warning" signal word,
3. Products with a "Danger" signal word.

Products with either "Warning" or "Danger" signal words shall be used only when there are no effective alternative products.

C. Approved Products: The Contractor shall not apply any pesticide product that has not been included in the Pest Control Plan or has not been approved in writing by the maintenance/ facilities director or other designated personnel. Any additions to the list of approved pesticides must be submitted to the maintenance/ facilities director five (5) working days prior to the proposed date of use. The maintenance/ facilities director shall render a decision on the proposed addition within three (3) working days. Prior to the use of any new approved pesticide products, the Contractor shall provide product labels, labeling and MSDS in the logbooks of each site where the products are to be used.

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

E. Application by Need: Routine pesticide applications will not be employed. As a general rule, application of pesticides to any interior or exterior area shall be based on visual inspection or monitoring devices indicating the presence of pests in that specific area and the need to apply a pesticide. Requests for preventive pesticide treatments in areas where surveillance indicates a potential insect or rodent infestation will be evaluated by the director on a case-by-case basis. Written approval must be granted by the director prior to any preventive pesticide application.

F. Approved Applicators: Only Contractor employees shall apply pesticides under the terms of this contract. The Contractor shall not provide pesticide products to non-certified school employees for their use in/around the building and property.

12. VERTEBRATE PEST CONTROL (OTHER THAN COMMENSAL RODENTS)
The following terms of the contract apply only if the Contractor has agreed to be responsible for vertebrate pest control.

A. General Vertebrate Pests: The Contractor shall be responsible for the control of miscellaneous vertebrates, including snakes, raccoons, skunks. Where state, county or local regulations require the issuance of a wildlife depredation permit for the taking of such vertebrates, the contractor shall arrange for such permits.

B. Bat and Bird Populations: Situations that require more extensive exclusion methods, such as the repairs to exclude bats from established roosting sites within buildings, or the installation of mesh, pointed wire or other devices to exclude birds from roosting will be negotiated with the Contractor separate from this contract. The proper removal/cleanup of animal feces (“guano”) may be included as part of the terms of a separate specific contract.

13. STRUCTURAL MODIFICATIONS AND RECOMMENDATIONS

Throughout the term of this contract, the Contractor shall be responsible for advising the physical plant about any structural, sanitary, or procedural modifications that would reduce pest food, water, harborage, or access. The Contractor will not be held responsible for carrying out structural modifications as part of the pest control effort, unless both parties agree upon such modifications.

14. PROGRAM EVALUATION

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

15. QUALITY CONTROL PROGRAM

The Contractor shall establish a complete quality control program to assure the requirements of the contract are provided as specified. Within 10 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 at least the following items:

A. Inspection System: The Contractor’s quality control inspection system shall cover all the services stated in this 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 director of the physical plant identifies the deficiencies. For the duration of this contract, the contractor shall carry out such inspections on a quarterly basis.

B. Checklist: A quality control checklist shall be used in evaluating contract performance during regularly scheduled and unscheduled inspections. Every task shall be included on the checklist for every building or site serviced by the Contractor.

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 a copy provided to the director.

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

16. Brunswick Community College Maintenance Address and Contacts:

Main Campus 50 College Rd. N.E. Bolivia, NC 28422 910 755-7485
Mailing P.O. Box 30, Supply, NC 28462
Leland Campus 2050 Enterprise Blvd. Leland, NC 28461 910-755-7490
BETC 104 Ocean Hwy. West, Supply, NC 28462 910- 755-8562

BUILDINGS TO BE ADDED AT A LATER DATE:
SBI 9400 Ocean Hwy. West Shallotte, NC
Southport Lord St. Southport, NC 28462

Buildings in specifications are:
A Bldg. 2 Cafeteria and common areas
OWA Auditorium Kitchen
E Bldg Kitchen
F Cafeteria
L Snack Bar
BETC
Leland

For questions concerning specifications, or to preview facilities, contact Donna Baxter at the main campus number. The Brunswick Community College reserves the right to reject any or all
bids for any or no reason, and to waive informalities.

Donna M. Baxter
Director, Physical Plant
910-755-7485

Maps showing locations of all sites will be made available.

Also, Grounds/Buildings are covered in the Operations and Maintenance Procedures, page 35-36; regarding fertilizer applications, fungicide, herbicide....