EPP Specification for Integrated Pest Management (IPM) Services - Sample
CONTRACTOR SERVICE REQUIREMENTS
The Contractor shall furnish all supervision, labor, materials, and equipment necessary to accomplish the monitoring, trapping, pesticide application, and pest removal components of an Integrated Pest Management (IPM) program. The Contractor shall also provide detailed, site-specific recommendations for structural and procedural modifications to aid in pest prevention.
The Contractor shall provide notification to the IPM Coordinator not less than 72 hours before a pesticide, other than a least toxic pesticide, is applied in the building or on surround grounds. In an emergency application, the Contractor shall notify the IPM Coordinator 24 hours in advance of any pesticide application.
PESTS INCLUDED AND EXCLUDED
The Contractor shall adequately suppress the following pests:
1. Indoor populations of pests, insects, arachnids, and other arthropods.
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 swarmers emerging indoors.
Populations of the following pests are excluded from this Contract:
1. Birds, bats, snakes, and all other vertebrates other than commensal pests.
2. Termites and other wood-destroying organisms.
3. Mosquitoes.
4. Pests that primarily feed on outdoor vegetation.
IPM PLAN CONTENTS
To implement the plan the following tasks shall be completed.
Task 1 – Initial Inspection and Site Meeting
1. A thorough, initial inspection and site meeting shall be conducted by the Contractor, IPM Coordinator, and other COP personnel such as, site personnel and Contract Compliance Specialists, to evaluate specific pest control needs of the locations and to identify problem areas and any equipment, structural features, or management practices that may contribute to pest infestations. This initial inspection shall be conducted within one month of being authorized to begin work by the IPM Coordinator. Access will be coordinated with the IPM Coordinator.
2. The following specific points should be addressed during the inspection:
a. Identification of problem areas in and around the building and noting each pest type
b. Identification of structural features or personnel practices that are contributing to access harborage or pest infestations
c. Discussion of the effectiveness of previous control efforts
d. Facilitations of Contractor access to all necessary areas
e. Informing the Contractor of any restrictions or special safety precautions, or other constraint.
3. The Contractor will survey the facility and set out monitoring traps to establish a pest population
baseline.
4. The IPM coordinator will provide the Contractor a map of the facility that will be used in
documenting the IPM and to note locations of the traps.
Task 2 – Preparation of the IPM Management Plan
Based on the initial inspection, a facility specific written Management Plan and Service Schedule for each property should be prepared by the Contractor and approved by the IPM Coordinator prior to initiation. The Management Plan and Service Schedule should be placed in a three ring binder maintained on site, updated on each visit by the Contractor and, shall contain detailed information on areas of pest infestation; structural, housekeeping, and maintenance design deficiencies. In addition the Management Plan should contain the following:
1. Program Overview and Summary
a. The structural and operational actions to inhibit pests
b. The Contractor’s means for monitoring pest populations in and around the buildings
c. Action levels that will state when a response or application is needed
d. Description of the equipment and material(s) used to provide services and the rationale for each type of use. This list shall include the following minimum items:
i. Bait boxes
ii. Trapping devices
iii. Pest monitoring and surveillance devices
iv. Application equipment
v. Proposed trapping devices for rodents, if any
vi. Any other pest control equipment to provide service
e. The Contractor shall provide a list of proposed primary pesticides (accepted common name and generic name) and alternatives approved by EPA and their current labels and material safety data sheets (MSDS) for all pesticides listed.
f. The contractor shall specify the methods and procedures used for identifying sites of pest harborage and access; and, methods of rendering objective assessments of pest population levels through the length of this contract.
g. Frequency of inspections, monitoring, and treatment by the Contractor shall depend on the specific pest management needs of the premises. The Contractor shall provide complete service schedules for each building which shall include the frequency of visits and inspections (minimum monthly), specific dates of scheduled service, the approximate duration of each service, and the scheduling of independent quality control inspections.
h. Contractor shall describe specific solutions and/or make recommendations relative to the facility structure or site operations to reduce pest food, harborage, water, access and infestation.
2. Recordkeeping – The plan should include a description on how records will be maintained for pest
sighting, monthly trap monitoring logs, and IPM measures implemented.
3. With the assistance of the IPM Coordinator, the IPM Management Plan will include a communication strategy document that meets the U.S. Green Building Council LEED for Existing Buildings Operation & Maintenance. The IPM Coordinator will be responsible for any electronic notification of facility tenants.
Task 3 – Implement the IPM Management Plan
Contractor will provide documentation using a Pest Control Work and Inspection Report form, or an equivalent. These forms will be used to advise the IPM Coordinator of routine service requests and to document the performance of all work, including emergency work. These forms should also indicate the location and results from any baiting or trapping. Upon completion of a service visit to the building or site, the Contractor’s employee performing the service shall complete, sign, and date the form, and return it to the logbook, or file, on the same or succeeding day of the services rendered.
TIME FRAME AND ACCEPTANCE OF THE IPM MANAGEMENT AND POLICY PLAN
A. This written plan and schedule must be submitted to the City’s IPM Coordinator no more than 10 working days following the initial inspection of the premises.
B. The COP IPM Coordinator will render a decision regarding the acceptability of the plan and schedule, within 10 working days following receipt.
C. If the plan is disapproved, the Contractor shall have 3 working days to submit a revised plan and schedule.
D. Within 5 working days after approval, the COP IPM Coordinator and the Contractor will meet on site to implement the plan and schedule.
E. Any subsequent changes in the plan and schedule must receive the concurrence of the COP IMP Coordinator and be updated in the binder.
ROLES AND RESPONSIBLITIES OF KEY PERSONNEL
A. COP IPM Coordinator - The City of Phoenix will identify the following department specific individual as the City of Phoenix Public Works Department IPM Coordinator:
B.
IPM Coordinator
(602) 534-xxxx
The IPM Coordinator will be responsible for the following:
Oversee the IPM contract
Authorize work requests
Approve pest prevention and control recommendations
Serve as the liaison between the Contractor and the IPM facility contacts
Provide support/notice to site staff
Receive all required documents and records sent by the Contractor, and
Coordinate all activities with janitorial and maintenance staff
C. COP Facility Contact - Each City of Phoenix facility will designate an IPM Facility Contact and/or a backup.
This individual will ensure implementation of the IPM plan; maintain the facility IPM log book; document and report pest activity to the IPM Coordinator; and, ensure implementation of pest prevention and pest control measures. IPM facilities and Facility Contacts are listed below:
Facility Contact
C. IPM Contractor - The following are the requirements of the Contractor.
1. A Supervisor and an alternate must be identified in the proposal. This individual shall assure safety and carry out coordination and continuity of the program routine. The Supervisor and alternate shall both have a working knowledge of this contract and the detailed IMP and schedule for each building. The Supervisor and alternate must both meet the qualifications identified below under the Pest Management Technician.
2. The Contractor shall provide, in the proposal, the names of all Pest Management Technicians assigned to this contract, and pertinent information regarding their qualifications, experience and training. Throughout the life of this contract, all personnel providing on-site pest management services must be licensed in the appropriate jurisdiction as commercial Pesticide Applicators in the category of Industrial, Institutional, Structural, and Health Related Pest Control. Unlicensed personnel will not be permitted to work under this contract.
3. The Contractor shall provide only qualified pest management personnel with adequate experience in the conduct of IPM programs. All personnel must understand current practices in this field and be able to make judgments regarding IPM techniques. Training and experience in IPM must be demonstrated.
4. Structural modifications
a. The Contractor will not be required to perform structural changes or extensive carpentry services unless specifically described herein. However, Contractor is responsible for notifying the IPM Coordinator about structural modifications necessary to prevent access by pest populations, or for safety reasons.
b. The Contractor will, as part of its IPM plan, and with the prior concurrence of the IPM Coordinator, apply caulking, expanding foam or install minor screening materials on an as-needed basis for the purpose of limiting pest access.
5. Monitoring and inspection reports
a. The Contractor shall maintain all monitoring and inspection reports on site.
b. Monitoring and inspection shall be continued throughout the duration of this contract.
c. The Contractor shall describe in the proposal the approach to meet this requirement.
6. Pesticide Treatments
The Contractor shall minimize the use of synthetic organic pesticides where possible. Preventive treatments are acceptable only on a case by case basis. The Contractor must provide detailed plans, list the rationale for the treatment, and the methods of application if preventive treatment is warranted for a specific location. Alternatives could include:
a. The use of crack and crevice application of pesticides to pest harborage areas rather than fan spraying exposed surfaces in the general vicinity of harborage areas.
b. The use of containerized bait such as boric acid for cockroaches, rather than sprays, wherever appropriate.
c. Pesticide fogs and sprays (including mists and ultralow volume applications) will be restricted to unique situations where no alternative measures are practical.
d. Where appropriate, glue traps shall be employed to monitor cockroach populations in selected areas.
e. Portable vacuums rather than pesticide sprays shall be the standard method for cleanouts of cockroach infestations, for swarming (winged) ants, and for control of spiders in webs.
f. Trapping devices rather than pesticide sprays shall be the standard method for indoor fly control.
7. Rodent Control
a. Indoor Trapping:
As a general rule, pest control inside buildings shall be accomplished with trapping devices only. All such devices shall be concealed out of the 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 IPM Coordinator. The Contractor shall be responsible for disposing of all trapped pests and all pest carcasses in an appropriate manner.
b. Use of Rodenticides:
In exceptional circumstances, when rodenticides are deemed essential for adequate pest control inside buildings, the Contractor shall obtain approval of the IPM Coordinator 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 pest burrows wherever feasible.
8. The Contractor shall complete a pest trap monitoring log which records the number and location of pests, or other indicators of pest population levels.
9. The Contractor and the City of Phoenix shall develop action thresholds specific to each pest and to site zones.
10. The Contractor will not apply any pest control product not included in the IPM plan without receiving approval in writing by the City of Phoenix IPM Coordinator before application.
11. The application of pesticides shall not occur unless inspections or monitoring indicate the presence of pests that exceed action thresholds in that specific area and cannot be resolved by non-pesticide methods. Signs of pest activity must be seen, identified, and documented. Examples of non-pesticide methods include: portable vacuums, trapping devices.
12. The Contractor shall use pesticides, if necessary, as a method of control, along with the application of non-toxic growth inhibitors, genetic or sterilization agents or diseases that will be applied consistent with the product labeling and EPA registration.
13. Preventive treatments may be made when there is a surveillance based indication of potential for pest infestation. Preventive applications shall be made on a routine scheduled basis on a case by case basis with a demonstrable need for such application consistent with IPM principles. Each preventive treatment is subject to approval by the COP IPM Coordinator and can be eliminated by him/her at any time.
14. All pesticide treatments and applications shall comply with applicable state and federal regulatory requirements including the Office of Pest Managment Rules and associated administrative rules.
15. 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:
a. All bait boxes shall be placed out of the general view, in locations where they will not be disturbed by routine operations.
b. The lids of all bait boxes shall be securely locked or fastened shut.
c. 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.
d. Bait shall always be secured in the feeding chamber of the box and never placed in the runway or entryways of the box.
e. 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.
16. 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.
17. 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 IPM Coordinator 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 to the site of application.
RECORD KEEPING
A. The Contractor shall provide, in the proposal package an example of a logbook format with a detailed explanation of how it will be used, the structure of the book, and the information that is to be recorded in each logbook.
B. Contractor shall be responsible for maintaining a complete and accurate chronologically ordered book at each building or site specified in this contract. The log book shall contain the following items as a minimum:
1. A copy of the IMP and Service Schedule for the property
2. Name of the employee performing the service; date; arrival and departure time; and nature of service
3. Pest Activity Report that records, in a systematic fashion, the number of pests or other indicators of pest population levels revealed by the Contractor’s monitoring program, and the infestation statues, e.g. number and location of cockroaches trapped, number and location of rodents trapped or carcasses removed, number and location of rat burrows observed, etc. The Contractor shall provide, in the proposal a sample of the format for the data sheets and an explanation of all information to be recorded on them.
4. The location of all traps, trapping devices, and bait stations in or around the property. This information can be in either tabular or in a list format, and should be accompanied by a map for each pest. At the end of the contract all traps, trapping devices, and bait boxes shall be accounted for, and removed from the premises covered by this contract.
5. Mitigating or aggravating circumstances impacting infestations
6. Recommendations
7. A copy of the current label and EPA registration number for each pesticide used in the building, including the Material Safety Data Sheet.
8. Any application of pest control products
9. Copies of pest monitoring service schedules; record and service report forms; and, all records keeping information on pesticide application required by FIFRA. These report forms may incorporate some or all of the pest monitoring data required above.
C. Contractor shall provide the IPM Coordinator a monthly report describing the results of the IPM.
D. Personnel and vehicles – All Contractor personnel working at City facilities under this contract shall wear distinctive uniform clothing with the firm’s name affixed to the clothing. All personal protective equipment (PPE) required for the safe performance of work must be determined and provided by the Contractor. PPE shall conform to Occupational Safety and Health Administration (OSHA) standards for the products being used. Vehicles used by the Contractor must be identified in accordance with State regulations.
E. Equipment and materials – The contractor shall list and describe the equipment and materials used to provide service.
F. Special Requests and Emergency Services – the Contractor will receive occasional requests for corrective action, special services beyond routine requests, or emergency service.
1. The Contractor shall respond to requests for emergency services on the day of the request.
2. The Contractor shall respond to special service requests or corrective action requests within one working day after receipt of the request.
3. In the event that such services cannot be completed within their time frames, the Contractor shall immediately notify the IPM Coordinator and indicate an anticipated completion date.
4. All emergency and special services shall be recorded in the facility IPM logbook.
5. The Contractor shall describe the capability of meeting emergency and special service request. Example - availability of trucks and personnel.
ENTOMOLOGIST
The Contractor shall have a staff Entomologist or access to one, available for routine and emergency consultants. Evidence of experience and training of this individual shall be provided in the proposal.
A. Bachelor’s degree in entomology from an accredited University; or a Bachelor’s degree in biology, chemistry, or other life science and proof of membership in the American Registry of Professional Entomologists (ARPE).
B. If necessary, current license in the appropriate jurisdictions as a Commercial Pesticide Applicator in the category of Industrial, Institutional, Structural, and Health Related Pest Control with a minimum subcategories to include General Pest Control and Rodent Control.
TRAINING PLAN
The plan will include:
A. A description of the level of training that the City should provide its employees to ensure appropriate training will be completed; new employees are trained; and, that refresher training will be repeated as necessary.
B. The City will be responsible for training of its personnel; however, if requested, the Contractor shall assist the IPM Coordinator on all training aspects of IPM.
C. The Contractor will assist the City in developing a list of employees at each facility who require training on IPM so that everyone at the facility will be trained, or notified, as appropriate.
PROGRAM REPORTING AND EVALUATION
A. The Contractor’s Program Technical Supervisor shall, at a minimum, provide monthly written reports within fifteen days following the end of each month. Monthly meetings with the COP IPM Coordinator will be scheduled, if necessary. These reports and meetings will address all pest management activities provided by the Contractor for each building facility, and, evaluation of the IPM program’s progress. These reports should identify building conditions and/or personnel practices that require correction by the COP in order to promote the program’s overall effectiveness.
B. Notification of Inspection Findings – The Contractor shall describe how to report detailed information on areas of pest sightings and infestation; structural, housekeeping, maintenance and design deficiencies; landscape design and plant selection deficiencies; and plant maintenance practices that contribute to pest infestation. The pest sighting shall be recorded in the Pest Sighting Log.
QUALIFICATIONS
The Contractor shall provide only qualified pest management personnel with adequate and verifiable experience with implementing IPM programs. All on-site personnel must be able to make decisions and field diagnoses regarding the use of IPM practices and techniques.
A. Contractor shall comply with all Arizona Statues, and must hold a current, valid and unrestricted State of Arizona Structural Pest Control Commission license at the time of submittal. The City will check with the Commission to determine how past complaints, if any, have been resolved. Proof of license must be provided to the City before contract finalization. Periodic inspection of license during the course of this contract is to be made at the option of the City.
B. The Contractor shall comply with all codes, (local, state, county, etc.) and shall secure and pay all costs of all necessary permits and licenses, if any. The Contractor shall also be responsible for the payment of all sales, excise and other taxes levied on all items concerned with this contract.