This is a Statewide Contract for Integrated Pest Management and was established in response to Executive Order 403 requiring all state agencies to use an Integrated Pest Management (IPM) approach to pest control. In addition, this contract has also incorporated the Children and Families Protection Act of 2000 (333 CMR 14.00).This Act requires all Massachusetts schools, daycare centers and school age child care programs to implement a School IPM Program to reduce the exposure of children to pests and pesticides. The contract provides facilities and schools with a pre-qualified list of contractors experienced in IPM to obtain these services.  IPM is typically described as "an approach to pest management that blends all available management techniques – non-chemical and chemical – into one strategy." This approach usually consists of monitoring pest problems, the use of non-chemical pest control, and resorting to conventional pesticides only when it is absolutely necessary, and the pest damage exceeds an aesthetic or economic threshold. As it has been found that children have the tendency of being more sensitive to conventional pesticides than adults, it is even more important for schools, especially those containing small children, to implement an IPM program.

Note: This contract may be used to procure the goods or services described in this user guide at any dollar amount. Any limitations, including for procurements involving construction, are outlined in this Contract User Guide.

For the Master Contract Record, refer to the Master Blanket Purchase Order (MBPO) with RFR PO-22-1080-OSD03-SRC01-24944

Benefits and Cost Savings

Statewide contracts are an easy way to obtain benefits for your organization by leveraging the Commonwealth’s buying power, solicitation process, contracting expertise, vendor management and oversight, and the availability of environmentally preferable products. Statewide Contracts are an easy way to obtain benefits for your organization by: 

• Simplifying the solicitation process
• Offering competitive pricing
• Expanded regions, greater coverage for the Cape and Islands
• Cost savings with reduced risk from pesticides
• IPM programs in schools reduce sources of food, water, and shelter for pests, which in turn leads to a safer and healthier environment for the children
• Access to Associate Certified Entomologist and Board-Certified Entomologist by vendors for pest identification
• Night services 
• Online Pest Logging
• Minimum risk pesticide use
• CORE Applicator License, PAC License, Code 44, and Code 37 Commercial Certification Requirements
• 24-hour response time for non-emergency calls and 2-hour response time for emergency calls
• Designated Pest Management Coordinators responsible for the quality of all services provided
• Offering Prompt Payment Discount (PPD), which is a percentage discount given to the buyer if the invoice is paid within a specified time, in accordance with the Commonwealth’s Bill Paying Policy
  

This contract includes 3 categories

• Category 1: Integrated Pest Management:  This category is for all facilities to use for IPM Plans.
• Category 2: School Integrated Pest Management: This category is for all schools to use for IPM Plans. This category has specifications regarding the Children and Families Protection Act of 2000 (333 CMR 14.00).
• Category 3: Single Use Service: This category is for Problem Animal Control, Stinging Insects, and occasional emergency Bed Bug Eradication. This category cannot be used in place of an IPM Plan and is to be used on a limited basis. This service must be followed with an IPM plan recommendation.
  

The following is a complete list of the types of organizations generally allowed to use the Operational Service Division’s (OSD's) Statewide Contracts (SWCs). Some SWCs may be open to additional organizations, and some are more restricted in usage.

• Cities, towns, districts, counties, and other political subdivisions
• Executive, Legislative, and Judicial Branches, including all departments and elected offices therein
• Independent public authorities, commissions, and quasi-public agencies
• Local public libraries, public school districts, and charter schools
• Public hospitals owned by the Commonwealth of Massachusetts
• Public institutions of higher education
• Public purchasing cooperatives
• Non-profit, UFR-certified organizations that are doing business with the Commonwealth
• Other states and territories and their cities, towns, districts, counties, other political subdivisions, and public institutions of higher education without prior approval from the State Purchasing Agent 
• Other entities when designated in writing by the State Purchasing Agent
  

Note: The price files and vendor catalogs are accessible through public view in COMMBUYS; therefore, buyers may access the price files and vendor catalogs without signing into a COMMBUYS account.

The pricing options are outlined as follows:

• Contract Pricing: Pricing on this contract is based on monthly service fees negotiated between the Contractor and the Eligible Entity.  The monthly service fee must be inclusive of all transportation, materials, labor and other costs and must be fixed for at least the initial duration of a service agreement. The monthly fee will include all planning, monitoring, communications, training, controls, recommendations, evaluation, record-keeping and any other aspects of IPM related to bedbugs and termites.  The fee will not include termite and bedbug treatments that are building-wide, unless specifically stated by the Contractor in their price quote. Contractors will not be allowed any extra compensation for additional work they may have to complete of which they should have been aware through their own surveillance prior to submitting a service quote.
• Emergency Service Calls: If an emergency call-back service is required, or an infestation occurs between regularly scheduled visits (i.e. visits called for in the IPM Plan or Statement of Work), the Contractor shall be responsible for controlling the problem at no additional cost to the Eligible Entity, unless the cause of the emergency call-back or infestation is the Eligible Entity’s failure to follow the Contractor’s written recommendations provided in the IPM Plan, Service Report or other documentation. Contractors’ emergency pricing is available in the “Vendors Categories, Regions and Contact Information File” spreadsheet posted under the Attachment tab of the Master Blanket Purchase Orders.

Note: Links to all the vendors’ Master Blanket Purchase Orders (MBPOs), where product pricing may be found, are provided in the vendor information.

Contract users should always reference FAC117 when contacting vendors to ensure they are receiving contract pricing. Quotes, not including construction services, should be awarded based on best value. 

For a full description of how to complete a quote in COMMBUYS visit the Job Aids for Buyers webpage, and select: 

• The COMMBUYS Purchase Orders section, and choose Request Quotes From Vendors on Statewide Contracts job aid. 
  

The purchase options identified below are the only acceptable options that may be used in this contract:

• Fee for service contract
  This COMMBUYS functionality provides a mechanism to easily obtain quotes, as specified by the Contract.   The buyer would create a Release Requisition, and then convert it to a Bid.  After approval by the buyer approving officer, the bid is then sent to selected vendors to request quotes. Buyers must include “FAC117 RFQ” when entering information in the Description field.

Step 1: Quote Solicitation:
Using the Category specific Solicitation Enabled MBPOs contract users must solicit at least three Contractors with a request for quote and site visit. It is recommended that the Contractor’s experience and understanding of IPM methods be a strong consideration. A Statement of Work (template available in Attachment tab of the blanket POs)or other specifications must be provided by the facility to the Contractors at the time of site visit.  Based on the Statement of Work and the results of the site visit, Contractors will provide a service proposal including a monthly service fee.  Site visits are mandatory prior to submitting a service proposal.  All service proposals and site visits under this contract must be free of charge to the facility.

Step 2: Complete and Sign Memorandum of Understanding (MOU)

Prior to commencing services, all Contractors and Contract Users are encouraged to complete and sign the “Memorandum of Understanding (MOU)” posted under the “Attachments” tab of the Master Blanket Purchase Order.  

Note: Contractors are prohibited from requiring Eligible Entities to sign any forms, contracts or other documentation that contains any terms or conditions not expressly approved by OSD and the Sourcing Team.

Step 3: Develop, Maintain and Document your IPM Program
Based on the initial inspection of each building or site, the Contractor must file a written Initial Assessment Report with the facility manager within the agreed upon timeframe listing the following: present pests, extent of infestation and activities, conditions in the building which are contributing to existing and/or potential pest problems as well as containing suggestions for remediation.  This report must be filed before any other pest management services are provided.

In addition, within 30 days of conducting the initial inspection, the Contractor must submit an IPM Plan.  The plan must include details on: the training of the staff, contractors and occupants, frequency of technician visits, and the activities they will perform with a description of the pest monitoring program. After each service visit, the technician must submit a final service report with the facility manager, detailing the following information: pesticides used and location, results of monitoring, description of any temporary conditions that may be contributing to pest problems and any other actions that were taken. Contractors are responsible for providing an annual training session to facility staff, contractors, and facility occupants free of charge. The contractor must provide additional training sessions for a mutually agreed upon cost if agreed necessary.

The COMMBUYS Purchase Orders section, and choose the How to Create a Solicitation Enabled Bid Using a Release Requisition job aid or one of the quick reference guides.

Refer to the How to Make a Statewide Contract Purchase in COMMBUYS job aid for more details. 

Performance and Payment That Goes Beyond Contract End Date

The extend beyond period is in place to allow performance and payment obligations under a contract to continue after the contract term has ended. This period is primarily used to aid the transition between an expiring contract and its replacement and to ensure the continuity in service delivery.

For extend beyond, the following stipulations are in place:

• Buyers may not enter into a written agreement that will go more than six (6) months beyond the maximum end date of the contract. Existing services may be completed and payments made during this period.
• No new agreements, including leases, rentals, or service contracts, may be made after the contract's expiration.
• Agreements established prior to the Master Agreement expiration may allow performance and payment obligations to continue until the maximum Extend Beyond date.
  

COMMBUYS is the Commonwealth of Massachusetts' e-procurement platform, serving as a central marketplace for state agencies and other Eligible Entities to procure goods and services, connecting government buyers and businesses. It aims to streamline the purchasing process, ensuring transparency and efficiency in the procurement process.

For Executive Agencies, COMMBUYS is required. Per 801 CMR 21.00, Executive Agencies must use established Statewide Contracts (SWCs) for the purchase of products and services. To set up a COMMBUYS buyer account or to update an existing agency account, the buyers must contact the COMMBUYS Help Desk at: 888-627-8283 or OSDhelpdesk@mass.gov.

While COMMBUYS use is not mandated for Non-Executive Agencies and other Eligible Entities, it is highly recommended to streamline the procurement process and assist buyers in making informed purchasing choices. Eligible entities should follow their internal guidelines for COMMBUYS use.

• To find all contract-specific documents, including the Contract User Guide, RFR, specifications, price sheets and other attachments, visit COMMBUYS.com  and search for FAC117 to find related Master Blanket Purchase Order (MBPO) information.  

If applicable, to find vendor-specific documents, view the links to the individual vendor MBPOs on the Vendor Information page, and follow these steps:

1. On the Vendor Information page, select the applicable Purchase Order (PO) link. The Master Blanket Purchase Order (MBPO) opens for the selected PO.
2. If applicable, on the MBPO, scroll down to the Vendor Attachments section to find the vendor-specific documents.
3. To view, select the desired document link.

Please refer to the following guidelines:

• Executive Departments must use diverse and small businesses to the extent possible based on contract terms, Supplier Diversity Office (SDO), and departmental policies, laws, and regulations.
• The Small Business Purchasing Program (SBPP) applies to small procurements ($250,000 or below annually), while the Supplier Diversity Program (SDP) applies to large procurements (over $250,000 annually). Executive Departments must consider these requirements when soliciting quotes or issuing Statements of Work (SOWs).
• Operational Services Division (OSD) provides a list of SDO businesses through the Statewide Contract Index. Refer to the Programs (SDP and SBPP) tab on the index (scroll to view the tab).

• In cases where all other factors are equal, and particularly when adhering to a best value approach, the department will favor the vendor with stronger SDP commitment.
• For more information, refer to Best Value Evaluation of SDP Plan Forms: A Guide for Strategic Sourcing Teams.
• Vendor SDP commitment percentages may be found on the Vendor List table.

• If available, departments must notify at least two certified small businesses capable of providing the product or service. Bids received from SBPP-participating small businesses must be evaluated, and if one meets the department’s best value criteria, the contract must be awarded to that vendor.
• For more information, refer to Best Value Evaluation of Responses to Small Procurements: A Guide for Strategic Sourcing Teams.
• Vendor SBPP Certification status can be found on the Vendor List table.

The awarded vendor’s use of subcontractors is subject to the provisions of the Commonwealth’s Terms and Conditions and Standard Contract Form, as well as other applicable terms of this Statewide Contract (SWC). 

Vendors in this Statewide Contract offer Prompt Payment Discount (PPD), which is a percentage discount given to the buyer if the invoice is paid within a specified time, in accordance with the Commonwealth’s Bill Paying Policy. 

The payment period will be calculated from the later of the following two dates:

• The date goods are received and accepted, or performance of services is completed.
• The date a proper invoice is received by the Commonwealth. 

Payment is issued as an electronic funds transfer (EFT), which is the preferred method, or mailed by the State Treasurer.

The date of payment “issue” is the date a payment is considered “paid” not the date a payment is “received” by a vendor.

Note: Vendor discounts are detailed in the table and the price files within each vendor's Master Blanket Purchase Order (MBPO) or Master Contract Record MBPO.

Vendors' performance is measured by several factors, including the following:

• Buyers provide actionable feedback on vendors for this contract to optimize performance through the Procurated platform. On the Procurated website, click "Search for a Massachusetts Vendor to Review", then search for the vendor by name and select them from the list. Once you enter your professional email address, you will be forwarded to the review screen.
• Buyers are encouraged to reach out to the Category Manager(s) (Sean Corbin or Tatiana Henry) if vendors are not meeting their contractual obligations and buyers may be surveyed for vendor performance feedback.
• Vendors will be evaluated on their current performance and may be asked to work with the Commonwealth toward improvement.
• Vendors must meet all contractual requirements throughout the life of the contract, including requirements for timely and accurate report submission, to remain in good standing under the contract.
  

For general procurement guidelines and best practices, follow these recommendations:

• Buyers should inform vendors to reference Statewide Contract FAC117 on all quotes and invoices.
• No prepayment should be made for products not yet delivered or services not yet rendered.
• No sales tax should be applied to invoices.
• No fees or surcharges (including travel, fuel, delivery) should be applied to invoices.
• Special order fees must be agreed upon by both parties upfront.
• Payments for products or services provided must be paid within 45 days per Massachusetts Bill Payment Policy, or sooner if applying Prompt Payment Discount.
• Buyers are not required to sign additional agreements with vendors that conflict with the Request for Response (RFR) Terms and Conditions. Contact the Category Manager(s) (Sean Corbin or Tatiana Henry) for guidance. 
• Vendors must notify buyers of product substitutions.

To add a product or service to the list of eligible products or services sold under this contract, buyers must contact their Category Manager(s) (Sean Corbin or Tatiana Henry) for approval. The new product or service requested must comply with the established specifications and scope of the contract.

This contract provides a list of vendors experienced in Integrated Pest Management (IPM).  IPM is an effective and environmentally sensitive approach to pest management that relies on a combination of common-sense practices and use current, comprehensive information on the life cycles of pests and their interaction with the environment. IPM takes advantage of all appropriate pest management options including, but not limited to, the judicious use of pesticides

The Commonwealth of Massachusetts is one of many states that have strived to suppress conventional pesticides, and the health and environmental dangers associated with them. Commonwealth laws provide the Massachusetts Department of Agricultural Resources (MDAR) with oversight on pesticide use in addition to enacting regulations for schools to implement Integrated Pest Management Programs.  The Massachusetts Pesticide Control Act of 1978 is found in Chapter 333 of the Code of Massachusetts Regulations (333 CMR) and include the following:  

• The Children Protection Act of 2000 - The purpose of 333 CMR 14.00 is to promote the implementation of Integrated Pest Management (IPM) techniques and to establish those standards, requirements, and procedures necessary to minimize the risk of unreasonable adverse effects on human health and the environment regarding the use of pesticides within a school, daycare center or school-age childcare program facility in Massachusetts. 
• Governor's Executive Order #403 (2003)- Mandates the use of IPM in all state buildings and facilities.

The Children Protection Act makes it mandatory for parents, staff, and children of any school or daycare facility to receive notification whenever pesticide applications are being made on the property and was put into place to ensure the health and safety of children, who are more sensitive to pesticides than adults.  

EPP Products and Services Guide

The memorandum of understanding is a preliminary, non-binding document that outlines the intention of both parties to collaborate, sets out roles and responsibilities, and acts as a framework for future project or service for the formal agreement.

Prior to commencing services, all Contractors and Contract Users are encouraged to complete and sign the “Memorandum of Understanding (MOU)” posted under the “Attachments” tab of the Master Blanket Purchase Order. VEH119 MBPO.

Training

Contractors will be responsible for providing an annual training session to facility staff and facility occupants as agreed upon between the Facility Manager and the Contractor in the Management Plan. The Contractor will also be responsible for providing additional training sessions as necessary for a mutually agreed upon cost.

Please refer to the price list for each vendor on FAC117 to verify the counties they service. All price sheets are housed in the vendor file or the vendor’s Master Blanket Purchase Order (MBPO). The counties they service should be included in the top row of each price column. 

The Commonwealth of Massachusetts has been divided into fourteen counties that include specific counties as indicated in the Map of Massachusetts Counties in the Massachusetts Maps web page and the following list:

See the Vendor List and Information for regions covered.