5-2. Scope of Work-Campus Pest Control.pdf

REQUEST FOR PROPOSAL

26RFP022

Campus Pest Control

CONTACT:

Erica Smith Director of Contracts and Procurement smith60@southwestern.edu mailto:smith60@southwestern.edu

I. Overview

Southwestern University is seeking a qualified pest control contractor to provide comprehensive pest management services across its campus, including academic and research buildings, athletic and administrative facilities, residence halls, dining facilities, mechanical rooms, utility areas, and exterior campus areas. Services shall include both preventative maintenance and responsive treatments for insect, rodent, and other common pest issues.

II. Objectives A. Maintain a pest-free environment in all campus buildings and grounds.

B. Ensure swift response to pest complaints and infestations.

C. Comply with all applicable federal, state, and local laws and safety regulations.

III. Scope of Work

A. Relevant Experience & References (20 points)

Southwestern University is seeking vendors with pest control experience in similar campus environments. Please complete the items below.

1. The Vendor Reference Form.

2. Cover Letter-Describe your comparable experience and what makes your company the right fit for our University. Include the number of years in business, company size, as well as highlights of relevant projects.

B. Pest Control Approach & Methods (30 points)

Describe your pest control approach and methods by addressing the following questions.

1. Preventative Pest Control

1.1 Routine Inspections

• Describe your approach to conducting routine inspections of high-risk areas such as dining facilities, trash areas, basements, and mechanical rooms.

• How do you identify and report conditions that may lead to infestations during scheduled inspections?

1.2 Scheduled Treatments

• What preventative treatments do you typically provide on a routine basis? Please describe your treatment schedule and methods.

• What types of pests are covered by these preventative treatments?

• Do you have specific types of treatments for certain pests like mosquitos, termites, and crickets? If so what are your methods for those?

• What eco-friendly or low-toxicity products do you use in your preventative treatments, and what safety protocols do you follow when applying them?

1.3 Monitoring Devices

• What types of monitoring devices (e.g., insect light traps, rodent traps) do you use, and how are they maintained and tracked?

• What means and methods are used to limit disruption to walkways and high traffic areas?

• How is data from monitoring devices recorded and shared with clients?

1.4 Pest Exclusion Services

• How do you identify potential entry points for pests, and what methods do you recommend for exclusion?

• Describe your process for implementing approved exclusion measures on a university campus.

2. Responsive Pest Control (On-Demand Services)

2.1 Service Response Times

• What are your standard and emergency response times for pest-related service calls?

• How do you prioritize different types of service requests?

• What are your normal days/hours for response services and how do expectations differ outside of those ranges?

2.2 Treatment of Infestations

• Please explain your process for identifying pest species and developing treatment plans for infestations.

• What is your post-treatment monitoring process to ensure the effectiveness of your services?

2.3 Special Situations

• How do you handle pest control services for unique situations such as residence hall move-ins/outs, special events, or seasonal outbreaks?

• Can you accommodate the removal of wild and or dangerous animals during and after hours? If so, what types of animals are you qualified to remove and what is your response time? What happens with animals removed?

2.4 Reporting and Documentation

• Describe the types of service documentation you provide after each visit. What details are included in your service logs?

• How do you generate and deliver monthly summary reports to clients, and what trends or insights are typically included?

• What is your process for maintaining and sharing MSDS/SDS sheets for chemicals used on campus?

C. Qualifications & Staffing (20 points)

1. What qualifications, licenses, and training do your pest control technicians hold?

2. How do you ensure your staff are prepared to work in sensitive environments such as residence halls, laboratories, or food service areas?

3. Will a dedicated account manager or single point of contact be assigned to our institution? If so, please describe their role.

4. Describe how your company ensures compliance with federal, state, and local pesticide regulations.

5. Coordinate with Southwestern University’s Environmental Health & Safety (EHS) department before applying chemicals in sensitive areas.

6. What safety measures are in place to minimize disruption and risk during pest control activities?

D. Cost & Value (25 points)

1. Bid Table

Complete the Bid Table that lists all buildings on campus for preventative maintenance. Square Footage is only an estimate.

2. Itemized Proposal

Please provide an itemized proposal that illustrates what services are included in regular pest control maintenance and what services are considered outside of that scope and an additional fee. Please include pricing for all additional services.

E. Proposal Quality and Compliance (5 Points)

Has the vendor provided all of the requested information and enough detail for the evaluation committee to gauge the vendor’s proposal against the criteria laid out above?