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STATEMENT OF WORK (SOW) PEST CONTROL SERVICES American Samoa Community Based Outpatient Clinic (CBOC). The Contractor shall provide all management, licenses, laboratory testing, tools, supplies, equip... STATEMENT OF WORK (SOW) PEST CONTROL SERVICES American Samoa Community Based Outpatient Clinic (CBOC). The Contractor shall provide all management, licenses, laboratory testing, tools, supplies, equipment, transportation, labor, and all incidental expenses to implement an Integrated Pest Management (IPM) program for pest control services at American Samoa Community Based Outpatient Clinic (CBOC). Pest control services shall be performed in a manner that will ensure the health and general well-being of the public and CBOC personnel. Period of Performance with Option Year: October 01, 2022, to September 30, 2023 (Base year) October 01, 2023, to September 30, 2024 (Option year 1) October 01, 2024, to September 30, 2025 (Option year 2) October 01, 2025, to September 30, 2026 (Option year 3) October 01, 2026, to September 30, 2027 (Option year 4) Location Information: CBOC American Samoa 1005 Airport Way Pago Pago, American Samoa 96799 SCOPE OF SERVICES The Contractor s IPM Program shall address abatement of the following pests at the American Samoa CBOC. Indoor populations of rodents, insects, arachnids, and other arthropods. Outdoor populations of potentially indoor-infesting species in the vicinity of the Toll Road facilities. Nests of stinging insects in the vicinity of the Toll Road facilities. Individuals of all excluded pest populations that are incidental invaders inside the specified buildings. Indoor populations of nuisance birds. Populations of the following pests are excluded from this contract: Bats, snakes, and all other vertebrates. Termites Mosquitoes Pests that primarily feed on outdoor vegetation. INITIAL ASSESSMENT AND REPORT Contractor shall survey and assess the existing pest condition at the American Samoa CBOC and provide a written report with assessment and recommendations to the Contracting Officer (CO) and Contracting Officer Representative (COR). The Contractor shall provide the assessment and report within 30 days of contract award and shall include descriptions of deficiencies and recommended actions. 2.3 The Contractor shall use the initial assessment as the starting point for providing ongoing pest control inspections, treatments, and recommendations. INSPECTION AND TREATMENT The Contractor shall perform initial pest control services to the interior and exterior perimeter ground areas and to perform necessary treatment if pests are existent. Inspection and treatment applications for bees and wasps shall include up to ten feet above ground level. The Contractor shall be on site to perform monthly pest control services. Unless otherwise specified elsewhere in the contract documents, the Contractor shall inspect all buildings and areas once per month at a minimum to determine if pests are existent, and to perform necessary treatment. Pest control services shall be performed on Friday, and any time between the hours of 4:00 pm through 6:00 pm as approved by the COR. The contractor shall not deviate from the schedule of services unless approved by the Contracting Officer s (COR). The Contractor must have a sighting log book, as well as provide follow-up inspection and/or treatment of previously serviced pest activities until pest problems have been abated. Contractor shall correct defective services within one (1) day of notification by the COR. The Contractor shall be available 24 hours a day, 365 days a year to respond to special/emergency pest control services requested by the cor. The Contractor shall respond within four (4) hours of receiving verbal or written request from the COR for the Contractor to provide special/emergency pest control services. Response time is defined as from the time the Contractor receives the request from the COR to the time the Contractor arrives at the CBOC location where service is required. MATERIALS AND PERFORMANCE REQUIREMENTS Pest control services shall conform to the material and performance requirements specified herein. The Contractor s IPM Program shall use safe, effective, environmentally sound methods including biological/genetic/cultural control, mechanical/physical control, and where necessary, the judicious use of least hazardous pesticides. MATERIAL AND EQUIPMENT FOR SERVICE The Contractor shall submit the current labels and Safety Data Sheets (SDS) for all pesticides to be used, and brand names of pesticide application equipment, rodent bait stations, 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. The COR s approval of the submittal does not relieve the contractor of its responsibility to comply with the requirements of the contract documents. PEST CONTROL PLAN The Contractor shall submit to the CO for approval, a pest control plan within 30 days of contract award. The Pest Control Plan shall consist of the following: Initial assessment and report Methods for inspection, monitoring, and detection The Contractor shall describe methods and procedures to be used for identifying sites of pest harborage and access, and for making objective assessments of pest population levels throughout the term of the contract. QUALITY CONTROL The Contractor shall submit a copy of its quality control program that assures the requirements of the contract are provided as specified. The program shall include at least the following: 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 performances becomes unacceptable and/or the COR identifies the deficiencies. A quality control checklist shall be used in evaluating contract performance during regularly scheduled and unscheduled inspections. The checklist shall include every building or site serviced by the Contractor as well as every tasks required to be performed. A quality control file shall contain a record of all inspections conducted by the Contractor and any corrective actions taken. The file shall be maintained throughout the term of the contract and made available to the COR upon request. The Contractor shall state the name(s) of the individual(s) responsible for performing the quality control inspections. SAFETY PLAN The Contractor shall develop and provide to the COR the Contractor s Safety Plan. This Plan shall fulfill the requirements of the Occupational Safety and Health Administration (OSHA), Environmental Protection Agency (EPA), American Samoa Pesticide Act of 1979, and other applicable federal, state and local laws and regulations. CERTIFICATE/LICENSE The Contractor shall have a licensed pest control manager assigned to support this contract. Persons applying pesticides must possess a current American Samoa of Agriculture and Consumer Services Commercial Pesticide Applicator Certificate/License. The Contractor will be responsible to ensure that the licenses/certificates and training of Contractor personnel are kept current. Contractor shall provide to the COR a copy of the Commercial Pesticide Applicator Certificate/License for every personnel who will be performing services on site under this contract. At a minimum, the Contractor shall submit Certificates of two individuals, one acting as a regular service representative and the other acting as an alternate. USE OF PESTICIDE The application of all pesticides shall adhere to all federal, state and local laws and regulations, including all applicable Environmental Protection Agency (EPA), Occupational Safety and Health Administration (OSHA), state/local regulatory guidance on pesticide storage, disposal and applications. Pesticides shall be applied according to the methods, rates and precautions on the manufacturer s label. Pesticide application shall be according to need and not by schedule. As a general rule, application of pesticides in any inside or outside area shall not occur unless visual sighting, inspection or monitoring devices indicate the presence of pests in that specific area. When pesticide use is necessary, the contractor shall employ the least hazardous material, most precise application technique, and minimum quantity of pesticide necessary to achieve control. INSECT CONTROL The Contractor shall use non- pesticide methods of control wherever possible. Trapping devices rather than pesticide sprays shall the standard method for indoor fly control. 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. Application of insecticides to exposed surfaces or as space sprays (fogging) shall be restricted to exceptional circumstances where no alternative measures are practical. 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. Bait formulations shall be the standard pesticide technology for cockroach and ant control, with alternate formulations restricted to unique situations where baits are not practical. Sticky traps shall be used to guide and evaluate indoor insect control efforts wherever necessary. RODENT CONTROL Indoor trapping 11.1.1 As a general rule, rodent 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. Contractor shall check all trapping devices for trapped rodents during its scheduled visits and shall dispose the trapped rodents in an appropriate manner. Use of Rodenticides Contractor shall use rodenticides in circumstances when rodenticides are deemed essential for adequate rodent control inside buildings. All rodenticides, regardless of packaging, shall be place either in locations not accessible to children, pets, wildlife, and domestic animals, or in EPA-approved tamper-resistant bait boxes. As a general rule, rodenticide application outside buildings shall emphasize the direct treatment of rodent burrows wherever feasible. Contractor shall dispose of dead rodents in appropriate manner. Use of Rodent Bait Stations All rodent bait stations shall be maintained in accordance with EPA regulations, with an emphasis on the safety of non-targeted organisms. The Contractor shall adhere to the following: All rodent bait stations shall be placed out of the general view, in locations where it will not be disturbed by routine operations. The lids of all rodent bait stations shall be securely locked or fastened shut. All rodent bait stations shall be securely attached or anchored to floor, ground, wall, or other immovable surface, so that the box cannot be picked up or moved. Bait shall always be secured in the feeding chamber of the box and never placed in the runway or entryways of the box. All rodent bait stations shall be labeled on the inside with the Contractor s business name, phone number and address, and dated by the Contractor s technician at the time of installation and each servicing. Contractor shall install and maintain rodent bait stations wherever necessary inside and/or outside of buildings/structures for rodent control. At a minimum, the Contractor shall install and maintain rodent bait stations as follows: The vicinity of the refuse containers. Exterior perimeter of all facilities and around entry doors. Bait stations shall be placed depending on the severity of the infestation, but no more than 50 feet apart. Contractor shall provide plans showing locations and quantities of rodent bait stations. Plans shall be updated as necessary to reflect possible changes in locations and quantities. A. Throughout the term of the contract, the Contractor shall be responsible for advising the COR about any structural, sanitary, or procedural modifications that would reduce pest food, water harborage, or access. The Contractor shall be responsible for adequately suppressing all pests included in this contract regardless of whether or not the suggested modifications are implemented. Contractor shall provide documentation, including photos, to the COR showing any structural, sanitary, or procedural conditions contributing to the pest control problem. Documentation shall be provided to the COR within 24 hours after discovering the condition. GENERAL REQUIREMENTS CONTRACTOR S QUALIFICATIONS The contractor shall have at least five (5) year experience in the business of providing comprehensive custodial services of the size and scope described in this SOW. CONTRACTOR CHECK-IN/CHECK-OUT Upon arrival to the site, the Contractor shall immediately check-in with the COTR and then review the pest sighting log located at the Authority s Work Order Desk. At the conclusion of each workday and prior to departure from the job site, the Contractor shall check-out with the COR and shall document its response to the pest sightings reported in the pest sighting log. The Contractor will be escorted by CBOC staff at all times. RECORD KEEPING The Contractor shall submit a pest control inspection and treatment report to the COR at the conclusion of workday. The pest control inspection and treatment report shall include the date of service, operator name and certificate number, description and location of services and inspections performed, materials and equipment used, and as applicable, the type and number of pesticides applied. The report shall indicate activity and conditions observed that might be contributing to the pest problem. Entries shall be made in ink, shall be legible, and shall be signed by the Contractor. The Contractor shall be responsible for maintaining a pest control logbook and file(s) to accurately document in detail all pest control observations, activities, pest control applications, and results achieved by the Contractor. The Contractor shall provide a copy of the entries in the logbook for each calendar month to the COR by electronic mail (e-mail) within five (5) working days after the end of the month. EMPLOYEE UNIFORMS The Contractor shall provide its employees working under this contract with complete uniforms including, but not limited to, shirt with company identification logo, full-length pants, safety shoes and other necessary safety gear in compliance with EPA, OSHA, and American Samoa Pesticide Act of 1979. Contractor employees shall wear the required uniform to perform work in the airport. Contractor employees not wearing the required uniform will not be permitted to perform work. COMMUNICATION DEVICES 12.5.1 The Contractor shall provide, at its own expense, mobile phone to its personnel performing services at the CBOC. 12.5.1.2. The Contractor shall also provide e-mail addresses, facsimile and telephone numbers by which the COR can contact individuals who have the responsibility and authority for implementing all the requirements of the contract. WORK HOURS Contractor shall perform the base services on Fridays for a minimum of three (3) hours beginning at 4:00 p.m., excluding federal holidays. Should a federal holiday occur on Friday, the Contractor shall perform the base services on the following or preceding Wednesday of the week. Special/emergency services shall be performed within four hours after receiving a request from the COR. The areas specified in the SOW shall be occupied and operational during the period of the Contract. The services shall be performed with minimal disruption to the occupants and operation of the facilities. Should the schedule of services disrupt the occupants and operation of the facilities, the COR reserves the right to change the schedule for base services to any day from Monday through Friday, and any time between the hours of 4:00 pm through 7:00 pm., at no additional cost to the government. CLEAN UP 13.6.1. The Contractor shall maintain and leave the service area in a clean, neat, and orderly condition satisfactory to the COR. If the Contractor fails to clean up as required, the Authority may do so immediately after the occurrence and the contractor shall be liable to the CBOC for the cost thereof. MEETINGS 15.1.1. The Contractor s representative shall attend meetings as required by the CBOC to coordinate, evaluate, and discuss issues and performance of the work under this contract. SAFETY AND PROTECTION The Contractor shall be responsible for researching, understanding, administering, and practicing the environmental protection, Occupational Safety and Health Administration (OSHA), American Samoa Pesticide Act of 1979, and other applicable federal, state and local laws and regulations. The Contractor shall take reasonable precautions for the safety of all real property and shall provide reasonable protection to prevent damage to any real property. Should the contractor damage any property, the Contractor shall be required to repair or replace the damaged property immediately to the satisfaction and approval of the COR. The COR, at its sole discretion, may elect to repair or replace the damaged property, and deduct such costs from monies due or to become due to the Contractor. The Contractor shall comply with all federal, state and local laws and regulations concerning storage, application and disposal of hazardous materials used by the contractor. If the Contractor, at any time, fails to perform the services in a safe manner, the Contracting Officer and/or the COR may issue an order ceasing all or part of the service until corrective actions are made. The Contractor s employees shall wear appropriate safety devices/apparel as required by OSHA to perform services in construction area. These devices/apparel shall include, but are not limited to, the following: Back support devices Eye protection Hearing protection Reflective vest Hand protection Head protection Foot protection SMOKE FREE ENVIRONMENT The Authority's facilities are smoke free. The contractor and its employees shall adhere to all applicable rules and regulations regarding maintenance of a smoke free environment. SECURITY REQUIREMENTS The Contractor, its subcontractors, and all their employees shall be subject to and shall at all times conform with any and all rules, regulations, policies and procedures pertaining to security at the CBOC. Any violations or disregard of the rules, regulations, policies and procedures may be cause for immediate termination. Any and all personal packages brought onto and/or removed from Authority property may be subject to inspection by a security officer. Firearms and/or explosives shall NOT be brought onto the CBOC's property. VIOLATORS WILL BE PROSECUTED. ACCIDENTS / INJURIES The contractor shall be responsible for promptly notifying the COR and Airport Police of any accidents arising from the performance of this contract involving property damage or bodily injury to workers, building occupants, visitors, or other persons. The COR will provide information necessary concerning whom to contact and the specific form of the follow-up written notice. All accidents/injuries shall be pictorially documented. METHOD OF PAYMENT BASE SERVICES 18.1. The Contractor shall invoice the CBOC for Base Services which were performed in accordance with the SOW and shall be paid for actual services performed. The Authority reserves the right to withhold a portion of the monthly payment to the extent the contractor has not fulfilled the requirements of the SOW for the month in which the services were performed. INVOICING The contractor shall submit one invoice on a monthly basis for all services completed to the satisfaction of the COR at the end of the four-week period in which the services were performed. 91.2. Prior to submitting the invoice for payment, the Contractor shall present a copy of the invoice to the COR to review for accuracy and completeness. SCHEDULE OF SERVICES The identified frequencies are to be considered the minimum frequencies to receive pest control inspection and treatment. Frequencies shall be increased as necessary until pest problems have been abated. LOCATION MINIMUM FREQUENCY OF SERVICE: ONCE A MONTH including the following: Offices Break rooms Supply rooms Men/Women rest rooms Conference room Training room File rooms Closets Treatment rooms Entrances Storage areas Outside building perimeter Corridor NARA Records Management Language for Contracts (May 2017): https://www.archives.gov/records-mgmt/handbook/records-mgmt-language.html RECORDS MANAGEMENT OBLIGATIONS A.  Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.  B.  Definitions Federal Record as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.  The term Federal record: 1. includes [Agency] records. 2. does not include personal materials. 3. applies to records created, received, or maintained by Contractors pursuant to their [Agency] contract. 4. may include deliverables and documentation associated with deliverables. C.  Requirements 1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. 2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. 3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. 4. [FACILITY] and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of [FACILITY] or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of  any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to [FACILITY]. The agency must report promptly to NARA in accordance with 36 CFR 1230. 5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to [FACILITY] control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). 6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and [FACILITY] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. 7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with [FACILITY] policy. 8. The Contractor shall not create or maintain any records containing any non-public [FACILITY] information that are not specifically tied to or authorized by the contract. 9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act. 10. The [FACILITY] owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which [FACILITY] shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20. 11. Training.  All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. [Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.] D.  Flowdown of requirements to Subcontractors 1. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same. 2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.