25_07007_P_CP Pest Control Services _Solicita.pdf

Procurement Services

130 Trinity Avenue, S.W.

4th Floor

Atlanta, Georgia 30303

Request for Proposal

For

Pest Control Services

September 12, 2024

RFP Number: 25‐07007‐P‐CP Pest Control

Due Date: October 17, 2024

Time Due: 11:00 a.m. ET

NIGP Commodity Code(s): 988‐72, 910‐59, 486‐60, 675‐54, 958‐45

ADVERTISEMENT FOR REQUEST FOR PROPOSALS

The Atlanta Public Schools (APS)Facilities/Operations Department is seeking proposals for pest control services Districtwide.

In using this method for solicitation, we request your best effort to seek the best value for our requirements.

To be eligible for consideration, online proposals shall be presented per this solicitation's instructions and within the specified timeframe. The selected offeror shall be responsible for meeting all specifications and guidelines set forth herein. Atlanta Public Schools, at its discretion, determines the criteria and process by which proposals are evaluated and awarded. No damages shall be recoverable by any challenger due to these determinations or decisions by Atlanta Public Schools.

A Pre‐Proposal conference will be held at the address below on Thursday, 09/19/2024, at 1:00 p.m. ET.

(Please note: Attendance is not mandatory but is strongly encouraged.)

VDT Facility Service Center Training Room

1631 LaFrance Street

Atlanta, GA 30307

All questions or requests for clarification must be sent via Bonfire under Message ‐ Opportunity Q&A:

https://aps.bonfirehub.com/opportunities/153602.

All addendums related to this solicitation will be posted on the Bonfire website at https://aps.bonfirehub.com/opportunities/153602. The proposers are responsible for checking the Bonfire website for addendums, responses to proposal questions, or other communications related to this Request for Proposal.

Proposals shall be submitted online at https://aps.bonfirehub.com/opportunities/153602. The Office of

Procurement Services will only accept proposals submitted online. Proposal submissions are due no later than

Tuesday, October 17, 2024, at 11:00 a.m. ET.

APS will only accept online submissions for this Request for Proposal. Proposals can be submitted online at https://aps.bonfirehub.com/opportunities/153602. Proposals submitted after the bid close date will not be accepted. Note: Any proposal submitted in any other format (email, paper, fax, mail, etc.) will not be accepted for any reason.

If you cannot download these documents, contact the contract services administrator, Canettra Petty, at cane ra.pe y@atlanta.k12.ga.us.

TENTATIVE TIMELINE

09/12/2024 Release RFP to the marketplace

09/19/2024 Pre‐proposal conference, 1:00 p.m., ET

09/26/2024 Deadline for written questions, 2 p.m., ET

10/03/2024 Response to questions to be posted to Bonfire.

10/17/2024 RFP due online Bonfire by 11:00 a.m., ET

10/24/2024 Administra ve Review

11/06/2024 Evaluation

12/04/2024 Recommendation to the APS Board of Education

TABLE OF CONTENTS:

Section 1 Introduction

Section 2 Scope of Work

Section 3 Requirements for Pest Control

Section 4 Proposal Submission Requirements

Section 5 Company Qualifications and Experience

Section 6 Methodology and Operations

Section 7 Evaluation

Section 8 General Requirements

Section 9 General Terms & Conditions

Section 10 Award

Section 11 Contract

Exhibits:

Exhibit A Sample Service Report

Exhibit B Sample Rodent Letter

Exhibit C Sample Site Logbooks – Service Tickets

Exhibit D School Calendar

Exhibit E Frequency Chart

Exhibit F Cost Proposal for Pest Control

Exhibit G Supplemental Wildlife Services

Attachments:

Attachment 1: Offeror Affirmation Form

Attachment 2: Offeror Information Form

Attachment 3: Offeror Inclusion Form

Attachment 4: Offeror Reference Form

Attachment 5: Primary Vendor/Subcontractor Utilization Form

Attachment 6: Promise of Non‐Discrimination

Attachment 7: Joint Venture Affidavit

Attachment 8: Contract Exceptions

Attachment 9: E‐Verify Affidavit of Compliance

1. Contractor Affidavit under O.C.G.A 13‐10‐91 (b)(I)

2. Subcontractor Affidavit under O.C.G.A. 13‐10‐91 (b)(3); if applicable

3. Affidavit of Exception (if applicable)

Attachment 10: Local Preference

Attachment 11: No Influence and Non‐Collusion Affidavit

1.0 INTRODUCTION

1.0.1 To be entitled to consideration, bids shall be submitted online at https://aps.bonfirehub.com/opportunities/147555. The Office of Procurement Services will only accept bids submitted online. Bid submissions are due 11:00 a.m. ET on the date outlined in the solicitation (as determined by the time stamp clock when submitted online).

1.0.2 Bids can be submitted online at: https://aps.bonfirehub.com/opportunities/147555.

Bids submitted after the bid close date will not be accepted. Note: Any bid submitted in any other formats (email, paper, fax, mail, etc.) will not be accepted for any reason.

1.1 PURPOSE

1.1.1 The Atlanta Independent School System (hereina er, “Atlanta Public Schools” or “APS”) invites qualified contractors will submit proposals to provide pest control services.

1.1.2 In using this method for solicitation, we request your best effort in seeking the best value for our requirements. To be eligible for consideration, proposals shall be presented in accordance with the instructions of this solicitation and within the timeframe specified. It shall be the responsibility of the selected Offeror to meet all specifications and guidelines set forth herein.

Atlanta Public Schools, at its discretion, determines the criteria and process whereby bids are evaluated and awarded. No damages shall be recoverable by any challenger as a result of these determinations or decisions by Atlanta Public Schools.

1.1.3 This solicita on is issued in accordance with applicable state and federal laws.

1.2 BACKGROUND

1.2.1 Atlanta Public Schools (APS) is the seventh‐largest school system in Georgia and the eighty‐ ninth‐largest school system in the na on. Current enrollment is es mated at approximately

51,000 students in 87 public, Charter/partner schools, grades PK‐12, and thirteen (13) administra ve/office buildings.

1.3 CONTRACT TERM

The first term of the contract will be one year, with Atlanta Public Schools and the vendor having the op on to renew up to four addi onal one‐year contract periods in wri ng.

1.4 AWARD

The intent is to award a contract to a primary and an alternate vendor. In the event the primary vendor cannot fulfill the contract requirements; the alternate vendor will be required to complete the contract.

APS reserves the right to make mul ple awards, based on experience and qualifica ons if it is deemed in the district’s best interest. APS reserves the right to nego ate with the highest‐ranked proposer regarding proposal scope, quality, price, and any other issues it considers relevant to the awarded performance of the services.

2.0 SCOPE OF WORK

2.01 The contractor shall provide pest control services for an integrated pest management program. This program will use different points of IPM communica ons, monitoring, evalua ons, sanita on awareness, exclusion recommenda ons, and mechanical and cultural control of various departments on an as‐needed basis.

2.1 Types of Pests Covered

2.1.1 All pest control services shall be included within this service contract.

2.1.2 The contractor shall provide services for all classified insects and similar pests, including ants, arachnids, roaches, flies, bees, wasps, spiders, cks, termites, mites, cen pedes, scorpions, and mosquitoes. (Treatment shall be based on Environmental Protec on Agency‐EPA recommenda ons for extermina on.)

2.1.3 All mosquito control shall include inspec ons and treatment in and around the sites to prevent breeding. (Treatment shall be based on the Center for Disease Control CDC and EPA recommenda ons for extermina on.)

2.1.4 The contractor shall provide services for all pests classified as rodents, such as rats, mice, squirrels, snakes, lizards, and all rep les.

2.2 Treatment Property Boundaries

2.2.1 The pest control service shall include regular treatments to a 7’ perimeter treatment from the exterior walls extending to all occupied structures on the property, i.e., prominent buildings, portable classrooms, storage buildings, mechanical equipment buildings, dugouts, field houses, interior/exterior courtyards, playground equipment structures, and surfacing.

2.3 Chemical Treatment/Control Products and Materials

2.3.1 All chemical treatments shall comply with integrated Pest Management (IPM) standards. Companies must abide by all GSPCA rules and regula ons for structural pest management, including chapter 620‐11‐01, “Treatment of Schools.”

2.3.2 No pes cides shall be applied at any point when the building is occupied except insect bait and gels.

2.3.3 Surface spray is allowed.

2.3.4 The treatment products and materials shall contain Insect Growth Regulators (IGR).

2.3.5 All treatment products and materials shall be eco‐friendly and designated as appropriate by the State of Georgia for school environments.

2.3.6 Signage shall be u lized for treatments that require re‐entry dates and mes. Safety Data Sheets (SDS) documents for all pes cides used shall be available for compliance record‐keeping.

2.4 Exterior Insect Treatments

2.4.1 The pest control service shall be provided twice yearly during March/April and September/October.

2.4.2 The purpose of pest control services is to create a defense barrier to help keep insects out of the building.

2.5 Exterior Insect Treatments

2.5.1 The contractor shall thoroughly inspect the exterior of the sites, including the roofs, to iden fy evidence of rodent ac vity.

2.5.2 The contractor shall thoroughly inspect the interior of the above ceiling to iden fy evidence of rodent ac vity.

2.5.3 All entry points and suspected entry points shall be documented and reported to APS for maintenance repairs and recommenda ons for any maintenance necessary to help control the pest.

2.6 Bait Boxes

2.6.1 The bait boxes shall be used only on the exterior of the structures.

2.6.2 All sites shall be armed with the appropriate number of boxes for the property size.

2.6.3 The lids of all boxes shall be securely locked or fastened shut.

2.6.4 The contractor shall maintain a record of all boxes per site, including the quan ty and loca ons of installa on.

2.6.5 The contractor shall provide the requested Informa on concerning the bait boxes when requested by the assigned APS Representa ve.

2.7 Glue Traps

2.7.1 The glue traps shall be used on the interior of the facili es to capture rodents that have gained entry past the exterior defense.

2.7.2 The glue traps must be discreetly installed in the facility and maintained by the technicians during service visits and follow‐ups.

2.7.3 The Technicians shall maintain a record of placement to ensure compliance.

2.7.4 All traps shall be dated and contain the installa on tech's ini als.

2.7.5 No extra traps shall be le on site or issued to any APS personnel for installa on.

2.8 Snap Traps

2.8.1 The snap traps can only be used with the authoriza on of the assigned APS Representa ve, based on the need jus fica on.

2.9 Rodent Sweeps

2.9.1 The rodent sweeps are defined as the mass trapping of rodents on the interior of a facility due to reoccurring issues.

2.9.2 All traps shall be installed throughout areas of evident ac vity.

2.9.3 This process shall be planned and scheduled over weekends, breaks, and extended holidays.

2.10 Wildlife Removal Services (Cri er Removal)

2.10.1 The contractor shall provide services for all wildlife removal but not limited to Stray dogs/cats, raccoons, and foxes.

2.10.2 The traps shall be monitored regularly to prevent interference from domes cated dogs and cats.

2.10.3 Deceased animals shall be removed from the property upon request.

2.11 Bird Control Services

2.11.1 The contractor shall provide rou ne inspec ons to control unwanted bird popula ons, including, but not limited to, pigeons, bats, and hawks, and shall perform removals.

2.11.2 The contractor must u lize the appropriate methods to capture and eliminate these pests.

2.12 Termite Services and Treatment Plans

2.12.1 The contractor shall provide annual subterranean termite inspec ons of all schools/buildings.

2.12.2 The contractor shall provide wri en termite inspec on reports to be sent to the assigned APS Representa ve based on the agreed‐upon site schedule prepared by APS and the contractor.

2.12.3 The contractor shall include the name of the school or facility on the report and the affected area(s) using a detailed scale drawing with the linear feet recommended for treatment.

2.12.4 The contractor shall submit their findings as required upon comple on.

2.13 Termite Swarms/Live Sigh ngs

2.13.1 Termite swarms and live sigh ngs shall be treated (interior/exterior) as they are reported to prevent the pest from spreading and nestling.

2.14 Treatment of Bedbugs

2.14.1 Bedbugs shall be treated (interior/exterior) as they are reported to prevent the pest from spreading and nestling.

2.15 Termite Treatment

2.15.1 When trea ng termites, the contractor shall follow the guidelines per the industry standards, i.e., drilling and trenching as required.

2.15.2 Termidor is the preferred chemical for this treatment.

2.16 Dumpsters/Compactors/Docks

2.16.1 These areas are cri cal due to the frequent accumula on of garbage, and their loca ons are near the kitchens.

2.16.2 The contractor shall make sure preventa ve measures are in place to defend against unwanted pests at our APS facili es.

2.16.3 The contractor must pay special a en on to these areas during August, September, and October.

2.17 Vacant Buildings

2.17.1 All vacant buildings shall be maintained u lizing an exterior defense.

2.17.2 Interior treatments shall be provided upon request and as required.

3.0 REQUIREMENTS FOR PEST CONTROL SERVICES

3.1 Reports

3.1.1 The assigned APS Representa ve will work with the contractor to generate reports to monitor site services.

3.1.2 Detailed reports a er each Rodent Sweep shall be issued as a mandatory ac on to monitor progress and for record keeping.

3.1.3 The service reports shall be detailed to document the areas inspected, findings, preventa ve measure recommenda ons, and the exact areas where pes cides may have been used, including the pes cide names. (Exhibit A)

3.1.4 All reports shall be made available a er services have been completed via an online account or emailed to the APS representa ve.

3.2 Rodent Le er

3.2.1 The contractor shall provide rodent le ers for massive construc on projects when requested by an APS representa ve. (Exhibit B)

3.3 Site Logbooks/Service Tickets

3.3.1 The logbooks shall be placed at all ac ve sites in the main office and kitchen areas (To be provided by the contractor.) (Exhibit C)

3.3.2 These logs shall consist of at least 1” three (3) ring hard cover red binders.

3.3.3 The logs shall display the contractor's name and company logo along with the school/facility name on the outside cover and the Pest Control Log on the outside rib of the binder.

3.3.4 There shall be three (2) tabs inside the binder.

3.3.5 The First tab shall contain the technician's sign‐in/out sheets, and the second tab shall contain Safety Data Sheets (SDS).

3.3.6 APS will provide the format for the sign‐in/out sheet.

3.4 Primary Company Contact

3.4.1 A single contact person shall be assigned to manage this contract, as well as an alternate.

This individual will take phone calls, e‐mails, and invoices, provide reports, coordinate technician schedules, and perform all other day‐to‐day opera ons.

Contact Person: _____________________________ Phone Number: _____________________________ E‐mail Address: ______________________________

Alternate Contact Person: _____________________________

3.4.2 This individual will report to the APS Representa ve assigned by the Execu ve Director, Maintenance and Opera ons.

3.5 Schedules

3.5.1 The normal pest control hours are Monday through Friday, 3:00 p.m. ET un l work is completed for safe school opera ons the next day.

3.5.2 Saturday and Sunday projects shall be assigned as required to control problem situa ons.

The contractor and the APS representa ve shall jointly recommend and schedule these projects.

3.5.3 The number of technicians assigned to this contract shall meet the required service expecta ons. The contractor will determine the number of techs that must be assigned based on the number of sites and scheduling.

3.5.4 The district’s scheduled holidays are as follows:

1. New Year’s Day

2. Mar n Luther King, Jr. Day

3. Spring Break (in April)

4. Memorial Day

5. Independence Day (4th of July)

6. Labor Day

7. Thanksgiving Day

8. Winter Holiday (in December)

3.5.5 APS shall provide an annual fiscal year FY calendar (Exhibit D) showing all teachers' planning days, student holidays, etc., that do not affect Facili es Services Opera ons.

3.6 Monthly Schedule/Customer Request

3.6.1 A full site interior/exterior inspec on and treatment as required based on the findings of the inspec ons. This shall be scheduled and performed for all sites on the same day as one of the scheduled rou ne kitchen inspec ons. Inspec ons and treatment for preven on and as required for all kitchen areas shall be scheduled and performed twice per month (Exhibit E – Pest Contol Frequency Chart)

3.6.1.1 The monthly schedule for these services is due on the 28th of each month.

3.6.1.2 A schedule format template shall be sent to the contractor via e‐mail.

Other acceptable schedules include A shareable online calendar and a scheduling management dashboard on the company’s portal.

3.6.1.3 If applicable, service schedules shall be submi ed via e‐mail to the assigned APS Representa ve.

3.6.1.4 Customer requests repor ng pest issues are received daily from the sites.

These requests are filtered through an APS work order system. The current work order system we use is called FMX. FMX manages and assigns work orders specifically concerning pest control for contractor review and scheduling based on the priority and urgency of the requests.

3.6.1.5 Rou ne request—Pests are iden fied as nuisance ants, roaches, gnats, files, and other general household pests.

3.6.1.6 Urgent request – Pests are iden fied as aggressive s nging/bi ng Insects, bi ng/dangerous animals, and rodents.

3.6.1.7 Rou ne requests, if not urgent, shall be inspected and treated on the next scheduled rou ne inspec on date. Some rou ne requests may be upgraded to urgent if pests or vermin pose an imminent health hazard.

3.6.1.8 All kitchen requests shall be serviced regularly, regardless of the day's priority.

3.6.1.9 The expecta on is for technicians to address and or schedule all daily customer requests as they are reported in FMX. This process will eliminate a day‐to‐day backlog.

3.7 Emergency Services

3.7.1 Emergency requests require immediate a en on due to safety concerns, school business/ac vi es delays, and stoppage. This will also apply to pests that pose an imminent health hazard. An imminent health hazard is a situa on that requires immediate correc on or cease of opera on to prevent injury or illness. Pests can pose an imminent health hazard if they contaminate food, transmit disease, or create hazardous environments.

3.7.2 The contractor shall also assign a technician(s) to address emergency issues that may occur between 7:30 a.m. ET and 4:00 p.m. ET.

3.7.3 These requests shall be responded to the same day within 1 hour of no fica on and handled within a maximum of 4 hours (24/7) unless otherwise overruled due to the situa on's complexity.

3.7.4 During school business hours, if student exposure requires a delay in treatment, a plan of ac on shall be immediately discussed with the APS assigned Representa ve to get the situa on under control.

3.7.5 A contractor shall be available by phone 24/7 to coordinate the appropriate service resources for emergency pest requests.

Contact Person: _____________________________

3.8 Safety and Security Requirements

3.8.1 The contractor will not leave any materials, chemicals, equipment, or tools una ended.

3.8.2 The contractor shall ensure all work areas are le clean and all debris removed.

3.8.3 All chemicals shall be applied according to the manufacturer’s direc ons.

3.8.4 The contractor shall make sure chemicals are applied in strict conformance to industrial government standards to avoid harm to humans, animals, or the environment.

3.8.5 The contractor shall observe all reasonable safety precau ons throughout this contract.

All services shall comply with applicable State and Federal regulatory requirements.

3.8.6 The contractor shall report all abnormal site condi ons, such as unsecured buildings, vandalism, vagrant ac vity, etc.

3.9 Working on an APS Site

3.9.1 All personnel shall be dressed in a manner authorized by the contractor unless otherwise indicated by APS in wri ng. A uniform that iden fies the worker as an employee of the contractor’s workforce shall always be worn during work hours. The uniform should include the company’s name. A re not within the standards of APS will not be authorized.

3.9.2 The contractor’s employees are expected to exhibit professional, courteous conduct and an appropriate appearance. Any conduct or appearance deemed inappropriate by an APS representa ve will be grounds for removal from APS property. The contractor employees are to respect faculty, students, and visitors; these employees are prohibited from fraternizing with these groups. Flirta ous behavior, solici ng monies, names, addresses, and other such inquiries will cause the employee to be removed from the premises. The contractor shall assign the required staff to each loca on to be serviced.

3.9.3 The contractor shall be responsible for repairing or replacing, to the sa sfac on of Atlanta

Public Schools, when any damage is caused by any willful or negligent act of their employees. The contractor is also liable for any the proven to have been commi ed by their employees or made possible by their employees' willful or negligent ac on. APS reserves the right to remove the contractor from the site based on the severity of the acts commi ed by the contractor’s staff.

3.9.4 The contractor must reimburse any costs incurred by Atlanta Public Schools due to illegal or inappropriate conduct by the contractor’s employees. Such fees shall include, but are not limited to, the following:

3.9.4.1 Re‐keying or restoring locks: service charges levied by security alarm contractors, law enforcement agencies, or security companies in response to false alarms.

3.9.4.2 Payments to law enforcement agencies or security companies for inves ga ons that prove an employee engaged in inappropriate or illegal conduct.

3.9.4.3 The contractor pays replacement costs for items missing or damaged due to an employee’s conduct.

3.9.4.4 No work shall be performed in an area where children may return later in the day unless approved by the APS Representa ve.

3.9.4.5 APS reserves the right to remove the contractor from the site based on the severity of the acts commi ed by the contractor’s staff. The acts would be reviewed by assigned APS staff members.

3.10 Quotes/ Price Proposal and Supplemental Form (Exhibit F & G)

3.10.1 The contractor must provide an all‐inclusive itemized wri en quote for each project as requested.

3.10.2 The quote must include all labor, equipment, and materials required to complete the move.

3.11.3 Pricing must be submi ed in a separate Excel spreadsheet on the price proposal form. The proposal must reflect the services needed for all APS building sites. Addi onal sites may be added or deleted at any me throughout the agreement's life. The contractor price schedule shall be adjusted to reflect changes in the number of sites serviced.

3.12.4 Site visits may be conducted for each project as necessary.

3.12.4.1 A local company representa ve must be available to meet with a designated APS representa ve at the job site within forty‐eight (48) hours.

3.12.4.2 All quotes must be project‐specific.

3.12.4.3 The termite treatment cost for this service shall be determined by the treatment cost per linear, located on the price proposal form on a separate Excel spreadsheet.

3.13 Invoicing

3.12.1 Invoicing shall be on a per‐project or phase basis. One invoice per month will be accepted for pest controls that occur over a con nuous 30‐day period.

3.12.1.1 Invoices must include the following informa on:

• School name where work was performed.

• Purchase Order Number

• Brief descrip on of work

• Date(s) that work was performed

Number of men, hours, and rate

• Material U lized

3.14 Exhibits

The following related a achments are separate exhibits:

Exhibit A, Sample Service Report Exhibit B, Sample Rodent Le er Exhibit C, Sample Site Logbooks/Service Ticket Exhibit D, FY25 School Calendar Exhibit E, Pest Control Frequency Chart Exhibit F, Cost Proposal Form For Pest Control Services

Exhibit G, Cost Proposal Form for Supplemental Animal Removal

4.0 PROPOSAL SUBMISSION REQUIREMENTS

4.1 MANDATORY REQUIREMENTS (See list in sec on 5.1.3 below)

4.1.1 Vendors are instructed to carefully read all terms, condi ons, and specifica ons outlined in the RFP. Responses must be either typed or wri en in ink. Any correc on made within the

RFP submission (whiteout or strike‐through) must be ini aled by an authorized company representa ve submi ng the proposal, or APS may reject the proposal.

4.1.2 The offeror shall submit an online proposal with a response that fully responds to Sec ons

5, 6, and 7 in the Bonfire Portal. Failure to respond to Sec on 5, Sec on 6, and Sec on 7 may result in the proposal being deemed non‐responsive. The offeror must reference each sec on as listed below.

Proposals must be submi ed online via the following link by the given due date:

h ps://aps.bonfirehub.com/opportuni es/149353

4.1.3 List of Mandatory A achment Documents

Responses must be on the forms furnished within this RFP and completed in their en rety.

A achment 1: Offeror Affirma on Form

A achment 2: Offeror Informa on Form

A achment 3: Offeror Inclusion Form

A achment 4: Offeror Reference Form

A achment 5: Primary Vendor/Subcontractor U liza on Form

A achment 6: Promise of Non‐Discrimina on

A achment 7: Joint Venture Affidavit

A achment 8: Contract Excep ons

A achment 9: E‐Verify Affidavit of Compliance

1. Contractor Affidavit under O.C.G.A 13‐10‐91 (b)(I)

2. Subcontractor Affidavit under O.C.G.A. 13‐10‐91 (b)(3); if applicable

3. Affidavit of Excep on (if applicable)

A achment 10: Local Preference

A achment 11: No Influence and Non‐Collusion Affidavit

A achment A: Sample Service Report

A achment B: Sample Rodent Le er

A achment C: Sample Logbooks/ Service Ticket

A achment F: Cost Proposal Form for Pest Control Services

A achment G: Cost Proposal Form for Supplemental Animal Removal

5.0 COMPANY QUALIFICATIONS AND EXPERIENCE

5.1 Provide a brief history of the company, including years in business and experience working with other

Georgia school districts providing pest control services.

5.2 Specifically, provide the following:

5.2.1 Information on experience that will demonstrate competence to perform the work involved in this project.

5.2.2 Organization and size of the company, whether local, regional, national, or international, in operations and capabilities.

5.2.3 Provide the number of certified staff available for this engagement.

5.2.4 Description of the activities performed, such as previous training, research, reporting samples, etc.

5.3 Provide three (3) references that your company has or is currently providing services similar to the specifications of this solicitation. Provide the following for each reference:

5.3.2 Name and address of school district or company.

5.3.3 Name and title of primary contact with telephone number, fax number, and e‐mail address.

5.3.4 Description of the services provided, including dates and number of sites serviced.

5.4 Provide resumes that include the qualifications, certifications, education, and responsibilities of staff expected to be assigned to this project.

5.5 Indicate and describe the scope and volume of business with other school systems in Georgia. Please provide the average number of professional pest control technicians needed at each school on a daily basis.

6.0 METHODOLOGY AND OPERATIONS

6.1 Describe your company’s capabilities to service a school district of this size.

6.1.1 Describe the company’s hiring and recrui ng process.

6.1.2 Describe the company’s process for selec ng cer fied professional pest control technicians and provide copies of resumes, licenses, and cer fica on for APS pest control services.

6.1.3 Describe how the company will ensure all technicians provided to APS can meet the du es of the scope of work.

6.1.4 Describe your company’s start‐up plan in detail, including timelines and procedures to prepare for this contract with APS when the last signature is obtained.

6.1.5 Describe in detail your company’s plan to service all types of pests and wildlife removal stated in the specification per the frequency chart.

6.1.6 Describe in detail the process of trea ng pests, termite applica on treatment, and mosquito treatment/preven on as needed.

6.1.7 List the available reports APS can access and incorporate sample reports into your proposal.

(Examples: service report, rodent report, site logbooks‐service ckets, calendar, etc.)

6.1.8 Describe how your customer service framework is structured to provide high‐quality service consistently.

7.0 EVALUATION

7.1 To be eligible for consideration, proposals shall be presented in accordance with the instructions of this solicitation and within the timeframe specified. It shall be the responsibility of the awarded contractor to meet all specifications and guidelines set forth herein.

7.2 An APS evaluation committee will evaluate each proposal deemed responsive. At its sole discretion, APS determines the criteria and process by which proposals are evaluated and awarded. No damages shall be recoverable by any challenger as a result of the determinations or decisions by APS.

7.3 APS reserves the right to contact offerors who submit proposals during the evaluation process and request additional information or clarification necessary to complete the evaluation.

7.4 After the closing date and time, Procurement Services will conduct an administrative review of all proposals received to determine responsiveness. Proposals deemed responsive will be submitted to the evaluation committee for review. Proposals deemed non‐responsive will not be evaluated or considered for award.

7.5 APS will evaluate all proposals and reserves the right to develop a competitive range for consideration. The competitive range is defined as a group for competitive negotiation, as determined during the evaluation process, composed of only those proposals considered to have a reasonable chance of being selected for an award and who are, therefore, chosen for additional discussions and negotiations. Proposals not in the competitive range are given no further consideration.

7.6 Proposals will be evaluated on the following criteria:

Criteria Point Possible

Company Qualifications and Experience 300

Methodology and Operations 400

Pricing 300

Total 1000

7.5 The formula to evaluate price is as follows:

(Lowest price/price of the proposal being evaluated) x points possible for price = score (If applicable)

7.6 It is anticipated that the top evaluated proposals submitted in Phase 1 will be shortlisted and may be asked to participate in presentations/interviews as part of Phase 2 of the evaluation process. APS, at its sole discretion, will determine which/how many proposals will move forward into Phase 2.

7.7 APS reserves the right to NOT hold a Phase 2 presentation/interview.

7.8 PHASE 2: Criteria for Phase 2 Presentation/Interview: (Solely at APS discretion)

7.8.1 Offerors who have been shortlisted may be invited to participate in the presentation/interview Phase of the RFP process.

7.8.2 The shortlisted offerors will be sent an email outlining their scheduled invitations' date/time/agenda.

7.8.3 Offerors who chose not to participate in the presentation/interview process will be removed from consideration for an award.

7.8.4 Phase 1 scores will not be considered part of Phase 2 scoring. Phase 2 scores will be the final score of the evaluation process.

7.8.5 Phase 2 Presentation/interview evaluation criteria will be provided to the shortlisted offerors.

Phase 1 scores will not be considered as part of Phase 2 scoring. Phase 2 scores will be the final score of the evalua on process unless BAFOs are requested.

7.8.6 APS reserves the right to request a best and final offer (BAFO) from offerors during either Phase 1 or Phase 2 of the evaluation process.

7.8.7 APS reserves the right to negotiate terms and conditions, scope of work, price, and/or non‐price terms and conditions with selected vendor(s) to meet the district's needs.

7.8.8 Negotiations may be:

7.8.9 Concurrent, which may be conducted concurrently with multiple offerors.

7.8.10 Exclusive, which may be conducted with the offeror whose proposal is the overall highest rated.

# Criteria for Phase II Points

Possible

Interview/Presenta ons 100

Total 100

8.0 GENERAL REQUIREMENTS

8.1 All work conducted must be in accordance with all local, state, and federal guidelines.

8.2 CONTRACT EXCEPTIONS: The terms and condi ons contained in this solicita on comprise the contract terms and condi ons proposed by APS. APS does not intend to change those terms and condi ons unless necessary to clarify the scope of work and technical requirements. For any excep ons to be considered by APS, you must submit your excep on request as a ques on through the Bonfire System by the ques on due date as noted in the

Scope of Work.

8.3 MWBE OUTREACH EFFORTS:

Atlanta Public Schools’ Equity and Social Jus ce Supplier Diversity efforts aim to eliminate discrimina on against businesses based on race, color, na onal origin, and gender. Click the link to access the Atlanta Public Schools’ Equity Policy.

Below:

Atlanta Public Schools' Equity Policy

If your firm plans to use subcontractors for this project, the following organiza ons may help with iden fying qualified Minority and Female firms:

1. GMSDC

2. NAMC

3. The Na onal Associa on of Women in Construc on

4. Na onal Associa on of Black Women in Construc on

5. Georgia Hispanic Chamber of Commerce

You may also seek assistance from the Atlanta Public Schools’ Supplier Diversity. You may access informa on regarding APS Supplier Diversity by clicking the link below:

Supplier Diversity

8.4 CONTRACTOR CONDUCT:

8.4.1 The contractor’s employees are expected to exhibit professional, courteous conduct and an appropriate appearance at all mes. Any conduct or appearance deemed inappropriate by an APS representa ve will be grounds for removal from APS property.

8.4.2 The contractor’s employees are to respect faculty, students, and visitors; they are prohibited from fraternizing with these groups. Flirta ous behavior, solici ng monies, names, addresses, and other such inquiries, will result in the employee being removed from the premises.

8.4.3 Also, radios or audible music are not allowed at worksites. Contractors shall assign the required staff to each loca on to be serviced to ensure the work can be conducted quickly and efficiently.

8.5 LOST/DAMAGED APS PROPERTY

8.5.1 The contractor shall be responsible for repairing or replacing, to the sa sfac on of

APS, any damage caused by any willful or negligent act of its employees. The

Contractor is also liable for any the proven to be commi ed by its employees or made possible by its employees' willful or negligent ac on.

8.5.2 If APS incurs any costs due to illegal or inappropriate conduct by the Contractor’s employees, the contractor will reimburse APS for such costs; such costs shall include, but are not limited to, the following:

8.5.3 Re‐keying or restoring of locks; Service charges levied by security alarm Contractors, law enforcement agencies, or security companies in response to false alarms;

8.5.4 Payments to law enforcement agencies or security companies for inves ga ons of conduct that prove an employee’s inappropriate or illegal conduct.

8.5.5 Replacement costs of items missing or damaged due to employee’s conduct.

8.5.6 APS reserves the right (in its sole discre on) to remove the Contractor from the site based on the severity of the acts commi ed by the Contractor’s staff.

8.6 CONTRACTOR REQUIREMENTS

8.6.1 APS policy requires that all contractors, consultants, or vendors providing services on

APS premises be fingerprinted and submi ed to a criminal record check ini ated by

APS prior to providing services to APS. There is a $45 fee (plus a service fee) for background checks.

8.6.2 This may be paid in advance using our online payment op on: Background Check

Payment Online (h ps://www.atlantapublicschools.us/domain/15266).

8.6.3 Please keep your digital receipt and proof of payment for your records. The payment of this fee is the sole responsibility of the contractor, consultant, vendor, or the employing company. Any contract awarded pursuant to this solicita on is con ngent upon compliance with this requirement and a sa sfactory background check as determined by APS.

8.7 Use of Subcontractors

8.7.1 If subcontractors will be used in the performance of this contract, the contractor must complete and submit the Primary Contractor/Subcontractor U liza on form with its response.

8.7.2 The contractor shall not assign du es to perform services or provide goods to APS under this contract to a subcontractor not listed in the contractor’s response to this solicita on.

8.7.3 If a subcontractor is removed from the contract at any me during the term, the contractor must no fy APS Procurement Services in wri ng with the subcontractor's name, reason for removal, and effec ve date.

8.7.4 If the contractor desires to add a subcontractor at any me during the contract's term, the contractor must submit to APS Procurement Services in wri ng the following informa on on the subcontractor: company name, address, telephone and fax number, service they will be providing, and proposed effec ve date. The subcontractor may not begin providing service un l approved by APS.

8.7.5 The contractor is responsible for ensuring that all subcontractors who provide goods or services under this contract comply with the terms and condi ons of the contract.

8.7.6 The contractor shall give APS immediate wri en no ce of any claim, ac on, or suit filed against the contractor by any subcontractor.

8.7.7 APS reserves the right to require that a subcontractor be removed from the contract.

8.8 The contractor must complete and submit with their proposal the applicable documenta on related to Georgia House Bill 87 (commonly known as the “Illegal Immigra on Reform and

Enforcement Act of 2011”).

8.8.1 Informa on on Georgia House Bill 87 may be viewed on the APS website at:

h ps://www.atlantapublicschools.us/Page/22476

8.8.2 Failure to provide the required Georgia House Bill 87 documenta on may result in the offeror’s response to the solicita on being deemed non‐responsive and ineligible for evalua on.

8.8.3 The Atlanta Board of Educa on desires the Atlanta Public Schools to operate in the most ethical and conscien ous manner possible. Employees are expected to not only avoid any direct conflict of interest but also to avoid even the appearance of impropriety. In an effort to comply with Board policy and to ensure that our rela onship with contractors is above reproach, contractors are prohibited from giving any APS employee any gi , favor, loan, reward, poli cal contribu on, gratuity, entertainment, transporta on, lodging, or meal except those of nominal value (less than $50.00), which must be disclosed to the immediate supervisor and the

Department of Internal Audi ng. Adver sing items and instruc onal products that are widely distributed may be accepted. (RefertoPolicyGAGandGAJB‐ h ps://www.atlantapublicschools.us/Domain/3944).

8.8.4 All contractors who desire to do business with APS as an awarded contractor shall be required to comply with Board policy GAG, Staff Conflict of Interest. All awarded contractors to APS solicita ons shall provide persons with equal opportunity without regard to race, color, sex, religion, na onal origin, marital status, sexual orienta on, age, or disability.

8.8.5 Contractors shall not contact APS Board members individually for the purpose of solici ng a purchase or contract between the me a request for proposal, request for qualifica ons, or invita on to bid is formally under development and the administra on's recommenda on to the Board, if applicable. If a contractor violates this prohibi on during this me frame, considera on of the contractor for award shall be invalidated. Board members shall be no fied of possible viola ons and ac ons taken.

8.8.6 APS policy requires that all vendors providing services on APS premises be fingerprinted and submi ed to a criminal record check ini ated by APS prior to providing services to APS. There is a $45 fee (plus a service fee) for background checks.

This may be paid in advance using our online payment op on: Background Check

Payment Online. Please keep your digital receipt and proof of payment for your records. The payment of this fee is the sole responsibility of the contractor, consultant, vendor, or the employing company. Any contract awarded pursuant to this solicita on is con ngent upon compliance with this requirement and a sa sfactory background check determined by APS.

8.8.7 The contractor agrees to and shall extend all of the same pricing, terms, and condi ons quoted to Atlanta Public Schools (APS) to all APS‐authorized charter schools through a separate legal agreement with the charter school (with the expecta on that payment and coordina on of services will be worked out individually between the contractor and the respec ve charter school). While charter schools are separate legal en es from APS, they serve APS students and are a part of the APS school district.

8.8.8 The vendor must have proven experience providing the goods specified in this bid.

8.8.9 The vendor must have adequate equipment, qualified personnel, and the financial ability to provide the services specified in this bid.

9.0 GENERAL TERMS AND CONDITIONS

By submi ng a response to this request, the offeror accepts the responsibility of reading, understanding, and abiding by the General Terms and Condi ons below:

9.1 OWNER

The Owner for whom the work will be executed is Atlanta Independent School System (hereina er

“APS,” “District,” or the “Board”).

9.2 PURCHASING POLICY

9.2.1 The APS Purchasing Policy, Procedures, and Regula ons are incorporated in this solicita on (and, therefore, any contract awarded as the result of this solicita on) by reference. By par cipa ng in this solicita on, the Offeror agrees to be bound by the

APS Purchasing Policy, Procedures, and Regula ons in any issue or ac on related to this solicita on or subsequent contract resul ng from this solicita on.

9.2.2 Addendum(s) issued in wri ng during the me of solicita on will be incorporated in the subsequent contract. No oral interpreta ons will be made to the Offeror regarding the meaning of solicita on documents. Requests for such interpreta ons shall be made in wri ng to the Execu ve Director of Procurement Services not later than seven (7) days before the me for receiving Proposals, and failure on the part of the successful contractor to submit a wri en request for interpreta on shall not relieve them of the obliga on to execute such work in accordance with a later interpreta on by the APS.

9.2.3 All interpreta ons made to the offerors shall be made as an addendum to the solicita on documents and sent to all who have obtained these documents from the

APS Procurement Services Department. If solicita on documents were obtained via the APS website, review the website for any addendum(s) up un l the date and me the bid is due.

9.2.4 The offeror is responsible for checking Bonfire for addendums, responses to contractor ques ons, or other communica ons regarding the solicita on.

9.3 CONTRACTOR ELIGIBILITY AND FORMAL SOLICITATION INFORMATION

9.3.1 Contractor Registra on

If the contractor is awarded a contract under this solicita on, in order to do business with APS, a bidder/contractor must first register with the district. The bidder/contractor must complete and submit an electronic applica on to

Procurement Services. The applica on is available at h ps://b2gnow.gob2g.com/?TN=APS. The applica on process can take 5‐7 business days to complete. Once the applica on has been processed, the bidder/contractor will be assigned a bidder/contractor number. Bidders/contractors are responsible for no fying Procurement Services of any changes in company or company contact informa on.

9.3.2 Eligibility

Because APS is commi ed to awarding contracts to responsible par es, en es listed on the United States Government’s System for Award Management (sam.gov) with an ac ve exclusion will not be eligible for a contract award.

APS policy requires that all contractors, consultants, or contractors providing services on APS premises be fingerprinted and submit to a criminal record check ini ated by

APS before providing services to APS. There is a $45 fee (plus a service fee) for background checks. This may be paid in advance using our online Background Check

Payment Online payment op on. Please keep your digital receipt and proof of payment for your records.

The payment of this fee is the sole responsibility of the contractor, consultant, contractor, or the employing company. Any contract awarded under this solicita on is con ngent upon compliance with this requirement and a sa sfactory background check determined by APS.

9.3.3 Formal Solicita ons

Under board policy DJEA, a formal solicita on is required for all purchases and contracts exceeding $50,000. The Procurement Service Department must conduct all formal solicita ons. All contracts with a total value over $100,000 require board approval.

All formal solicita ons are adver sed on:

(1) Bonfire website at h ps://aps.bonfirehub.com/portal/?tab=openOpportuni es

(2) Georgia Procurement Registry at h p://ssl.doas.state.ga.us/PRSapp/PR_login.jsp

Contractors are encouraged to visit the APS website periodically to view outstanding solicita ons and register as suppliers with the Georgia Procurement Registry.

9.4 INDEMNIFICATION

The contractor shall indemnify, hold harmless, and defend the Board, its agents, servants, and employees from and against any claims, liability, losses, charges, expenses (including a orney fees), and causes of ac on that may arise from any negligent act or omission of the contractor, its agents, servants, or employees in the performance of services under this contract.

The contractor further agrees to indemnify, hold harmless, and defend the Board, its agents, servants, and employees from and against any claim, demand, liability loss, charges, expenses (including a orney fees), and or cause of ac on of whatever kind or nature arising out of any conduct or misconduct of the contractor not included in the paragraph above and for which the board, its agents, servants or employees are alleged to be liable.

Nothing contained herein is intended to be a waiver in any respect whatsoever of the Board’s right to assert under any circumstances whatsoever its claims of governmental and or official immunity from any liability or damages asserted against it by any natural person or en es created by law.

9.5 INSURANCE

Upon receipt of the Award, the contractor shall provide a current cer ficate of insurance as required within ten (10) days a er no fica on issued by the APS Procurement Services Department.

The following general insurance requirements apply to any work under this contract by all contractors and subcontractors of any er:

9.5.1 The Contractor shall provide a current cer ficate of insurance as required within ten

(10) days a er the APS Procurement Services Department issues no fica on.

9.5.2 All insurance required by this Agreement shall be maintained during the en re length of this Agreement, including any extensions thereto, and un l all work has been completed to the sa sfac on of the APS. All insurance must be on an occurrence basis unless otherwise specified.

9.5.3 Policies wri en on a “claims made” basis (typically, cyber, professional liability, and pollu on liability) shall include the following provisions:

9.5.4 The retroac ve date must be shown on the cer ficate of insurance.

9.5.5 Insurance must be maintained for at least two (2) years a er the work and/or

Agreement are completed.

9.5.6 Coverage is canceled or non‐renewed a er the work has been completed and/or the

Agreement has ended. The Contractor must purchase the extended repor ng period for at least two (2) years.

9.5.7 The Contractor or any of its subcontractors shall not commence work under the

Agreement un l all insurance requirements have been complied with and un l evidence of all insurance requirements in each contract with each subcontractor of any er is provided, and the Contractor shall require the same to comply with all such requirements.

9.5.8 APS does not represent adequate coverage and limits to protect the Contractor.

Insurance provided by the Contractor shall not limit the Contractor’s obliga on to indemnify and defend APS for claims or suits that result from or are connected with the performance of this contract.

9.5.9 APS shall be covered as an Addi onal Insured, where applicable, under all insurance required by this Agreement. Confirma on of this shall appear on all cer ficates of insurance and all applicable policies. The tle of the awarded Agreement shall also appear on all applicable policies.

9.5.10 APS shall be given no less than thirty (30) days’ no ce of cancella on, material change, or nonrenewal of insurance policies required under this Agreement.

9.5.11 Each and every insurance agent shall warrant when signing the cer ficate of insurance that she/he is ac ng as an authorized representa ve on behalf of the company or companies affording insurance coverage under the Agreement and that the State of Georgia licenses her/him to conduct insurance business in the State of

Georgia and that the companies affording insurance coverage are currently licensed by the State of Georgia and are currently in good standing with the Commissioner of

Insurance for the State of Georgia.

9.5.12…