Integrated Pest Management Services for Short-Term Relocation Units

Integrated Pest Management Services for Short-Term Relocation Units

July 28, 2009

1) General

XXX is a relocation services contractor providing relocation services to the Boston Housing Authority. The work requires XXX to prepare ___ units for short-term relocation over the next two years. Tenants will be relocated from their units on the site to the hotel units for two week periods while work is being done to modernize bathrooms.

The Contractor will provide Integrated Pest Management (IPM) services to the units on turnover and periodically as required to manage pest issues.

2) Integrated Pest Management (IPM)

Integrated Pest Management (IPM) is a process for achieving long-term, environmentally sound pest suppression through the use of a range of pest control methods, including pest exclusion, sanitary practices, and minor structural alterations rather than relying on pesticides.

The four basic IPM principles are (1) monitoring pest populations with sticky traps to find out where pests are living and hiding, (2) blocking pest access and entryways, (3) eliminating food and water, and (4) applying low-toxicity, low-risk pesticides only as necessary to address problems.

Chemicals will be applied only on an "as needed" basis. The need for chemicals will be determined by an initial thorough inspectionand follow up monitoring of pest activity.

Implementing an IPM program in such setting can be difficult if the program isn’t clearly understood, is poorly managed, or not accepted by the residents. Therefore, this is a collaborative approach to pest management.

2) Identifying and defining the roles of the Collaborators.

Collaborators will typically include: XXX staff, the Property Manager, the Maintenance Department, and the IPM contractor for this work. Others may be included on an “as needed” basis.

An initial meeting is required to identify responsibilities so that as problems arise in their specialty area, they will assume responsibility to take appropriate action. Additional meetings will be scheduled as required.

3) Requirements of Bidding Contractor

Proposal shall include the following:

a) Three references attesting toskill at providing IPM services

b) Evidence for 5 years experience providing pest control services.

c) Certificates of Contractor’s general liability and worker’s compensation insurance.

e) Names of all pesticide applicators

f) Copies of current pesticide applicator licenses per MGL Chapter 132B: Section 10.

g). A work plan for the job.

The contract will be awarded based on:

• Past performance.
• Quality of the IPM plan proposed.
• Commitment to perform as a partner at a high level.
• The quotation provided.

4) XXX’s Responsibilities

a) Hallways and units shall be kept clean and in good repair.

b) Work with the Contractor to develop or refine an Action Plan.

c) Provide the Contractor with access to all non-living areas.

d) Promptly respond to requests for information or pre-approvals from the Contractor.

e) Manage and enforce contract details.

f) Pay invoices in a timely manner.

g Evaluate Contractor performance Quarterly and as needed and inform Contractor promptly and fully about performance.

h) Assist in access to apartments and common areas if necessary.

i) Accompany the Contractor on the initial inspection of the “hotel” units on each site.

j). Accompany the Contractor on a relocation inspection of all occupied tenant units approximately 30 days prior to relocation.

5) Scope of Work

a) The basic scope of work consists of two parts. These are the inspection of on-site “hotel” units and treatment-as-needed as described below in Section B, and an inspection of tenant units a month prior to their temporary relocation in the hotel units. The two parts interlock: the pre-relocation inspection is to develop a “hot list” of potential infestation problems that could be imported first to the hotel units, and from there throughout the development. By sharing the pre-relocation inspection information results with XXX and with the development staff, measures can be taken by means of their existing IPM contract to limit pest problems migrating to the hotel. In turn, this contract covering the hotel units, will aim at eliminating any pests that might get imported to the hotel.

b) The Boston Housing Authority is taking two complete buildings off-line on each development and converting them to temporary relocation “hotels” for residents while work is being done on their units. The temporary tenants will reside in the hotel for up to two (2) weeks, and then the temporary units will be vacant for one (1) week to allow for treatments, repairs, and other measures necessary to reduce the possibility to spread existing infestation problems. The Contractor will monitor and treat these vacant hotel units during the time frame that they are vacant. Therefore, the contractor shall carry the price to visit, monitor & treat approximately one-third of the total each week.

The “hotel” at ______site is Building ____, with the following addresses:

The “hotel” at ______site is Building ____, with the following addresses:

The following additional addresses are also being used as temporary relocation units and will be handled in the same manner:

c) The portion of the contract covering the hotel will consist of an initial inspection of the hotel units listed above, followed by the weekly treatments of the vacant units being turned over to new occupants. The initial inspection shall include a thorough inspection for all apartments, common areas, basements, utility and storage rooms, and the exterior of both buildings. The initial inspection will include a pesticide treatment utilizing bait products and traps. The contractor will develop a detailed report of his/her findings during the inspection. The report shall report on the following for each unit:

1) Visible pest activity; list pests seen

2) Conditions that would promote infestation; list conditions

3) Housekeeping issues and list issues

4) Maintenance issues that contribute to the infestation problem

5) Other issues of concern to the Contractor.

The weekly inspections will focus upon the vacant apartments being turned over to new occupants, but may include other portions of the building if the situation warrants.

d). As noted in Section A above, the contract will also include an inspection of all tenant units to be relocated approximately 30 days in advance of the relocation. This will include one-third of the units on a once-a-week routine basis as coordinated with XXX. This inspection will generate a list of any anticipated pest problems to be shared with XXX and the development staff. No treatments in these units will take place under this scope of work.

e) Any time a pesticide treatment is performed a report or service record must be provided to XXX and to the BHA. The report should include but not limited to:

1) Requirements of the pesticide board; see 333CMR: 13.08 (1, 3 and 4) Commercial Application of Pesticides to Indoor Settings

2) Amount of pesticide used if treatment was done

f) An administrative meeting with the contractor (owner or administrator), XXX, and other Collaborators will take place quarterly througout the contract period.

6) Additional Requirements

a) The Contractor will prepare schedules for inspections and treatments. All work schedules proposed by the Contractor will require prior approval of XXX.

b) When performing initial inspection or follow up monitoring, remove pests and their debris, food, other particulate matter and dust by HEPA vacuuming.

d) Place sticky traps and other monitoring devices in appropriate locations and monitor pest activity.

e) Seal openings, cracks, crevices and other entry points, as well as other locations where pests/pest debris have been found or where food/water can collect. All materials used to seal openings, cracks, crevices must be pre-approved by XXX. Any materials used for sealing holes must be previously approved by XXX. MSDS shoud be provided to the property manager for all approved materials.

(f) All leaks and holes larger than the contractor can handle shall be reported to XXX and the property manager by the end of the work day. `

g) All work will be performed during regular BHA work hours, Monday to Friday, 8:00 a.m. to 5:00 p.m. and by the approval of the property manager. No work will occur on BHA holidays. A schedule of holidays will be provided to the awarded contractor.

g) The contractor will take special measures to protect the residents from the hazards associated with the use of pesticides.

h) The contractor is responsible for removing and legally deposing of all waste materials and rubbish and shall comply with all Federal, State, and local laws, ordinances and regulations. All waste materials and rubbish will be disposed of off site.

i) All pest control technicians shall wear a distinct uniform with the contractor’s name displayed or wear in full view a company I.D. and present a clean, neat and professional appearance. The contractor and pest control personnel shall maintain the highest standards of conduct and integrity while on BHA premises.

7) Pesticides

a) Use non-pesticide methods of control whenever possible.

b) Do not use any pesticide sprays, foggers or bombs. No chemical flushing. Do not use organophosphate or chlorinated hydrocarbon pesticides.

c) Do not use any chemical controls unless visual inspections or monitoring devices indicate the presence of pests in a specific area.

d) For all chemicals used and pre-approved by the property manager, the contractor must provide to the property manager all MSDS’s.

8) Pests

a) Mice, rats, roaches, silverfish, moths, ants, ticks, fleas, termites, bedbugs, flies and any other arthropod pest, as well as birds, bats, and all other vertebrates which affect the apartment or building environment and enhances the safety of the building occupants by their elimination. Mosquitoes, wasps, hornets, bees and lice shall be eliminated if the need arises.

DRAFT, 7/28/09