1-IFB-25-0013 - Pest Control Services 2 25 26.docx

CITY OF OLATHE, KS

IFB-25-0013

Pest Control Services

INVITATION FOR BID

Pest Control Services

Date of Issuance: April 6, 2026 Bid Number: IFB-26-0030

Response Deadline Date: April 28, 2026 Time: 10:00 AM

Pre-Bid Meeting – April 13, 2026 – 10:00 AM City Hall - 100 E. Santa Fe, Olathe, KS 66061 City of Governors Room-West End

Questions regarding this invitation should be directed to https://olatheks.bonfirehub.com/ The deadline for receipt of questions from bidders is close of business on April 24, 2026

|_| Supplier is submitting a firm bid which is not revocable for ninety (90) days.

|_| Supplier is not submitting because

INTENT

The City of Olathe intends to contract with a vendor(s) to provide pest control services for City facilities. Any exceptions to the specifications listed in this document must be submitted with the bidder’s response documents.

RESPONSE DOCUMENTS

The following documents must be downloaded, completed, and uploaded to https://olatheks.bonfirehub.com/ to provide a complete bid response package:

· Affidavit signed and notarized.

· IFB document, all response fields completed.

· Warranty information

All contractors awarded a contract in the amount of $25,000 or higher will have to provide a completed Questionnaire of Personnel Practices and/or current Certificate issued by the City of Olathe.

INQUIRIES

Questions regarding this Invitation for Bid must be submitted to https://olatheks.bonfirehub.com/. The deadline for receipt of questions from bidders is 5:00 PM (CST) April 24, 2026. No further questions or clarifications will be provided after that date.

No communication regarding this IFB should be directed to any other City official or employee. All queries will be responded to https://olatheks.bonfirehub.com/ in the form of written addenda and posted.

Respondents shall include confirmation of the receipt of any addenda with their bids. Failure to do so could result in your bid being deemed non-responsive.

CERTIFICATE OF GOOD STANDING: All contractors awarded a contract in the amount of $25,000 or higher are required to submit a current Kansas Certificate of Good Standing to the City with a valid verification code, upon award of contract. The Certificate is issued by the Kansas Secretary of State’s Office and affirms that a business has complied with the applicable provisions of the laws of the State of Kansas, is in good standing, and authorized to transact business or to conduct affairs within this state. Access the Secretary of State website (https://www.getincnow.com/Kansas-Good-Standing-Certificate.php

PRICING

Bidder proposes to furnish and deliver items ordered from this bid F.O.B. Olathe, Kansas. Pricing shall include all travel, shipping, freight, surcharges, and handling costs. Bidder signifies that they have read all bid documents and are providing detailed, expressed warranties with this bid. It shall be unacceptable for any bidder to make the statement "see specifications" instead of listing all exceptions and additions in the specifications of this bid document.

Bidders shall enter unit pricing on https://olatheks.bonfirehub.com/ where indicated. Failure to provide any requested information may result in rejection of your bid.

CONTRACT TERM

The initial term of this contract will be for three (3) years with the option for two 1 (one) year renewals from date of award with annual review. The City reserves the right to extend the contract under the same terms and conditions for additional periods from date of expiration provided such extensions are mutually agreeable to the City and the contractor and if funds are available to support the continuation of the contract.

PRE-BID MEETING

A non-mandatory pre-bid meeting will be held on April 13, 2026 at 10:00 AM This meeting will allow vendors to ask questions and tour the facilities prior to submitting bid responses.

EVALUATION CRITERIA

The award will be made to the lowest most responsive and responsible bidder, which will be judged based on price, conformance to specifications, experience providing like work, proposed completion time, past vendor performance, quality of product, payment terms, references, and in the best interest of the City of Olathe, all factors being considered. The City reserves the right to award this bid in whole or in part.

CITY ORDINANCE #3.50.140 - LOCAL PREFERENCE STANDARDS

For supplies, materials, and equipment acquired through bids, where an award is to be made to the lowest responsive and responsible bidder, a bid from a local business may be selected over the lowest responsive and responsible bid only if:

A. The bid from the local business is responsive and responsible;

B. The quality, suitability, and usability of the supplies, materials, and/or equipment are equal to that of the lowest responsible bidder; and C. The amount of the bid of the local business does not vary more than two percent (2%) and does not exceed Ten Thousand Dollars (10,000) above the amount of the lowest responsible bid. Such variance shall be calculated based on the total contract price.

The local preference described in this Section shall not apply to bids in which federal funds or other governmental funds are used when the use of such funds prohibits the application of local preference policies.

COOPERATIVE PURCHASING BY OTHER INSTITUTIONS UNDER THIS CONTRACT

If the City of Olathe awarded you the proposed Contract, you hereby agree to sell, under the prices and terms of this Contract, to any Municipal, County, Public Utility, Hospital, or Educational Institution located within the Greater Kansas City Metropolitan Trade Area? (All deliveries are to be F.O.B. Destination and there shall be no obligations on the part of any member of such organization to utilize this Contract).

(Check One) Yes No Minimum order if, applicable $ Pricing for cooperative purchases will remain in effect through

INVOICING

All invoices submitted for payment must be itemized to include a detailed breakdown of all items, name of person who placed order, location of work to be performed and work order number and equipment unit number. Invoices must not exceed original estimate unless prior authorization has been given by the department supervisor or their designee. The invoice shall be mailed to the attention of Accounts Payable, PO Box 768, Olathe KS 66051-0768 or emailed to: apolathe@olatheks.org INVOICES MUST BE SUBMITTED TO APOLATHE@OLATHEKS.ORG WITHIN 30 DAYS OF COMPLETED WORK. Failure to submit invoices in a timely manner may result in payments being delayed.

PAYMENT TERMS

The City of Olathe will only accept payment terms of Net 30 days.

Will your company accept the City’s VISA P-Card for payment without additional cost? Yes No:

INDEMNITY

Loss: For purposes of indemnification requirements, the term "Loss" means any and all loss, damage, liability or expense, of any nature whatsoever, whether incurred as a judgment, settlement, penalty, fine or otherwise (including attorney's fees and the cost of defense), in connection with any action, proceeding, demand or claim for injury, including death, to any person or persons or damages to or loss of, or loss of the use of, property of any person, firm, or corporation, including the parties hereto, which arise out of or are connected with the performance of this Agreement.

Indemnification and Hold Harmless: For purposes of this Agreement, Consultant agrees to indemnify, defend, and hold harmless City and its agents from any and all Loss where Loss is caused or incurred as a result of the intentional misconduct, recklessness, negligence, or other actionable fault of Consultant or its subcontractors.

Comply: Exception:

MANUFACTURER’S CERTIFICATION

The City reserves the right to request from vendors a separate manufacturer certification of all statements made in the bid. Failure to provide such certification may result in the rejection of your bid or default termination of contract for which vendor must bear full liability.

REQUIREMENTS

All personnel performing any service under an awarded contract must wear a uniform that clearly indicates the company name of the successful contractor. Prior to commencement of the contract the vendor must provide a complete description of such uniforms to the appointed City representatives.

BACKGROUND CHECKS

The successful contractor must provide evidence that all service personnel have undergone a background investigation consisting of a minimum of a local criminal records check for all locations of residence and employment for at least the past five (5) years. A KCJIS background check will not be required by the City as, all personnel will be escorted while in secure areas.

CERTIFICATIONS AND LICENSES

All bidders must submit a copy of the Kansas Pesticide Business License along with a copy of the certification for each applicator employed. Failure to provide these documents may result in the rejection of your bid.

GUARANTEE

Vendor must guarantee that all materials used in pest and rodent control applications are of high quality and safe for use in work, living and recreational environments. The City reserves the right to request documentation, such as product labels and Safety Data Sheets (SDS), to verify the quality and safety of all materials used. Call backs for additional treatment, if pests are apparent within one month after scheduled services, shall be at no charge to the City. Vendor must respond to the request within 24 hours.

ECO-FRIENDLY (GREEN) PRODUCTS AND Procedures The City of Olathe supports the use of products that are ecologically friendly to the environment. Bidders are required to include information with their bid submittal that describes the human health and environmentally friendly impact of products proposed.

Integrated Pest Management (IPM) Contract Language

1. Scope of Work

Contractor shall utilize Integrated Pest Management (IPM) strategies established by the EPA (Environmental Protection Agency) and HUD (for Public Housing Units) aimed at sustainable pest control with minimal impact on human health and the environment.

Service will cover monitoring, identification, prevention and control of pests in designated facilities.

2. Monitoring and Inspection

Contractor is required to conduct thorough inspections and continual monitoring to identify pest issues.

Reports on findings and recommendations for action must be submitted monthly.

3. Prevention Strategies

Contractor shall employ preventive measures to minimize pest entry and establishment, including sealing entry points and managing environmental factors that attract pests.

4. Control Methods

Preference for non-chemical control methods such as traps and physical barriers; chemical solutions shall be used as a last resort.

All pesticides must meet regulatory standards and be pre-approved by the facilities manager.

5. Documentation and Reporting

Detailed records of pest sightings, treatments, and preventive measures must be maintained and made available upon request.

An annual review and summary report should be provided, outlining pest management outcomes and future recommendations.

6. Training and Education

Contractor will provide staff training on IPM principles to ensure understanding and collaboration.

Educational materials to be distributed as needed.

7. Compliance and Standards

All services must comply with federal, state, and local regulations.

Contractor must demonstrate adherence to best practices in IPM.

List the name of all insecticide(s) that you are proposing utilizing during the term of the contract:

Approval from the City’s Facilities Maintenance Supervisor shall be obtained prior to application of any new products during the contract period.

PEST CONTROL SERVICE REQUIREMENTS

If deemed necessary, Vendor shall spray appropriate insecticides to control common pests including roaches, ants, silverfish, crickets, water bugs, etc. The insecticide(s) used are required to be free from odor and of low toxicity to humans and animals. Glue boards shall also be utilized on an as-needed basis at no additional cost. Glue boards shall be dated when they are put down. Glue boards shall be monitored by the vendor at each scheduled service and replaced as necessary.

Treatments shall be scheduled to meet program schedules in the buildings.

Indoor and outdoor applications are required at each location. All interiors of each building are required to be treated. The exterior of each building, including the bordering foundation and around all doors and windows, are also required to be treated. Application of the insecticides shall be in strict accordance with the product labeling.

Treatments inside City buildings is to occur Monday through Friday between 8am – 4pm. Pool hours, when staff will be at facility, are 12:15 PM to 8:00 PM only, unless inclement weather has caused facility to close.

Treatments will be in accordance with meeting the program schedules in the buildings.

It is a requirement that the spraying of facilities be pre-scheduled with designated contact person prior to treatment. Contractor shall provide the designated City personnel with 72 hours advanced notice for all routine scheduled services. Spraying at each facility shall not commence until the proper department personnel are notified of arrival. Without proper notification, bidder shall risk invoice being disputed and not paid.

LOCATIONS

The City and the Olathe Housing Authority reserves the right to add or delete locations as necessary throughout the contract period. The contracted vendor will be notified of changes to the contract. All measurements of square footage are estimates. The measurements are provided as a tool, but pesticide is not to be applied on all square footage; only around the edges of rooms, doorways, etc. and this should be taken into consideration when calculating cost.

FACILITY TOURS

The awarded vendor is required to attend a walk-through tour of all locations. The tour will be conducted by the City facilities maintenance employee of each City location. The Housing Authority will conduct a separate tour.

It shall be the contractors’ responsibility to make sure that ALL people assigned to perform services for the City attend the tour. Once the tour has been completed, it will be the responsibility of the vendor to make sure that new employees, of the vendor, know the areas that are to be sprayed at each location.

Additional Required Information:

1. Termite protection will be required at the locations listed below. The City Housing Authority has approval to request termite protection for their properties when necessary.

2. List the various types of “common” pests that are covered under standard treatments.

3. Provide a rate schedule for other pests not covered under standard treatments.

Termite Protection Locations

Ensor Museum - 18995 183rd St- House - 1900 sq ft

Mahaffie Farmhouse - 1100 Kansas City Rd - 2100 sq ft

Heritage Center - 1200 E Kansas City Rd - 6,000 sq ft

Mahaffie Historic Barn - 1100 Kansas City Rd

Mahaffie Livestock Barn - 1100 Kansas City Rd

Mahaffie Blacksmith Shop - 1100 Kansas City Rd

Mahaffie Smokehouse - 1100 Kansas City Rd

Mahaffie Wash House or Summer Kitchen - 1100 Kansas City Rd

Robinson Administration - 1385 S Robinson -24,000 sq ft

Olathe Community Center - 1205 E. Kansas City Rd -72,000 sq. ft.

Multi Family Duplex – various locations - approx. 2000 sq. ft.

AFFIDAVIT

COUNTY OF )

of the City of , (Name of Individual)

County of , State of ,being duly sworn on her or his oath, states;

1. That I am the (Title) of (Firm Name), and have been authorized by said firm to make this affidavit on its behalf;

OR

|_| The following officer(s), agent(s), or employee(s) of the City of Olathe would be financially interested in or receive a benefit from the profit or payments of any contract, job work, or service provided to the City of Olathe: (list all such officers, agents, or City employees on a separate sheet);

3. (Check the box that applies) |_| If firm were awarded any contract, job work, or service for the City of Olathe, Kansas, no officer, agent or employee of the City would be financially interested in or receive any benefit from the profit or payments of such;

OR

|_| The following officer(s), agent(s), or employee(s) of the City of Olathe would be financially interested in or receive a benefit from the profit or payments of any contract, job work, or service provided to the City of Olathe: (list all such officers, agents, or City employees on a separate sheet);

SEAL

IMPORTANT NOTE: All bid submittals must include a completed, NOTARIZED affidavit form. Failure to do so can result in the rejection of your bid. Scan the completed, notarized affidavit and upload with your bid submittal.

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