5-ITB- As-needed Pest Control Services.pdf

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REFERENCE # 2026-ITB-AS-003

Invitation to Bid: As-Needed Pest Control Services

August 6, 2026

The Housing Authority of the City of Alameda (AHA) is seeking bids for as-needed pest control services. Services shall include inspection, treatment, prevention, monitoring and reporting for pest infestations.

SCOPE OF SERVICES

As-needed or on-call pest control services for AHA Office(s), maintenance area and residential properties if requested by property management.

Routine Preventative Services

• Scheduled pest control services on a quarterly basis

• Inspection of interior and exterior areas

• Application of approved treatments

• Monitoring devices (traps, bait stations)

• Reporting and recommendations

On-Demand/ Emergency Services

• Response to urgent infestations (rodents, bed bugs, cockroaches, wasps)

• Same-day or 24-hour response required depending on severity

• After-hours and weekend service availability

Unit Turnover Services (for residential properties)

• Pest treatment following tenant move-out

• Pre-occupancy clearance treatments

• Bed bug inspections/treatment (if needed)

Specialty Pest Control

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Including but not limited to:

• Rodents (rats, mice)

• Cockroaches

• Ants

• Bed bugs

• Fleas/ticks

• Wasps/bees (removal where permissible)

• Spiders

• Stored product pests

Integrated Pest Management Requirements

Contractor must utilize Integrated Pest Management (IPM) practices:

• Minimize pesticide use

• Prioritize non-chemical methods

• Use least-toxic products

• Provide recommendations for structural or sanitation improvement

• Maintain pest activity logs

Response Time Requirements

• Emergency calls: within 4-24 hours

• Urgent but non-emergency: within 1-2 business days

• Routine services: per agreed schedule

Contractor Responsibilities

• Provide all labor, materials, tools and equipment

• Maintain service records for each visit

• Provide Safety Data Sheets (SDS) for all chemicals used

• Notify management prior to treatment

• Comply with tenant notification laws if applicable

• Ensure licensed technicians perform all work

Documentation & Reporting

• Service reports after each visit

• Pest activity logs

• Treatment details and chemical used

• Recommendations for prevention

• Annual summary reports (optional but recommended)

Labor & Wage Compliance

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• Comply with California Labor Code and Industrial Welfare Commission (IWC) Wage Orders

• Prevailing wage may apply if services are considered “public works” under California Department of Industrial Relations

Environmental & Chemical Use Compliance

• Follow pesticide label requirements (federal law under FIFRA)

• Comply with U.S. Environmental Protection Agency guidelines

• Proper storage, transport, and disposal of chemicals

Service Locations- Alameda, CA

• Housing Authority Administrative Office(s)/ Maintenance Garage

• Optional/ If needed- AHA multi-family properties and/or scattered sites:

Property Name

Independence Plaza

Estuary I

Linnet Corner

China Clipper Plaza

Esperanza Apartments

Little John Commons

Parrot Gardens

Parrot Village

Everette Commons

AHA Scattered Sites

AAHC Scattered Sites

Rosefield Village

Eagle Village

Anne B. Diament

Poplar

*Exact addresses will be disclosed after a vendor is awarded, however, all above properties are location within the City of Alameda, CA.

FEE SCHEDULE

Routine Preventative Services

Description Unit Frequency 2026 2027 2028 2029 2030

Office Pest Control Per visit Quarterly Small Property (1- 25 units) Per visit

Quarterly

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Medium Property (26-75 units) Per visit

Quarterly

Large Property (76+ units) Per visit

Quarterly

Unit-Based Services (if requested)

Occupied Unit Treatment Per unit

As-needed

Vacant Unit Treatment (Turnover) Per unit

As-needed

Bed Bug Inspection Per unit As-needed

Bed Bug Treatment Per unit As-needed

Specialty Services

Rodent Control (interior) Per unit

As-needed

Rodent Control (exterior) Per site

As-needed

Wasp/Bee Removal Per occurrence

As-needed

Flea/Tick Treatment Per unit As-needed

Emergency/ After-hours

Emergency Service Call (regular hours) Per call

As-needed

Emergency Service Call (After-hours Per call

As-needed

Hourly Rates (If applicable)

Description Unit 2026 2027 2028 2029 2030

Licensed Technician Hourly

Supervisor/Specialist Hourly

PROPOSAL SUBMISSION

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• Please provide your company’s qualifications and experience information.

• Provide three (3) references from similar agencies or property management companies

CONTRACT

The Housing Authority’s standard professional services contract will be used. Please see Attachment A for reference for the sample agreement. Please review Attachment C for Insurance requirements. Changes must be requested at the time of proposal submission so you are advised to review the contract and insurance attached.

ITB DEADLINES

Questions Due: If you have any questions regarding this process or would like additional information, please submit questions in written format, and no later than 4 p.m. on August 17, 2026, via the Bonfire platform. Responses will be posted within 3 business days following the questions deadline.

Proposal Deadline: Proposals will be accepted by Bonfire until 4:00 p.m., August 27, 2026. Vendors are responsible for ensuring that quotes are received on time. AHA does not afford a vendor an opportunity for re-submission of their proposals after the due date. Quotes received after the due date and time will be rejected without consideration. Quotes shall be submitted via Bonfire at https://alamedahsg.bonfirehub.com/portal/?tab=openOpportunities. For any technical difficulties, please contact Cesar Hidalgo at chidalgo@alamedahsg.org.

SUBMISSIONS

Cover Letter & Confirmation of Documents: Please complete the cover letter with your contact and company information. Please also provide a contact number for your company and/or the manager of the company. The cover letter is available under files.

Please also confirm you have the insurance and workers compensation coverage required in the contract. This will be collected after an award is made. Please also confirm that you agree to the terms and conditions outlined in the sample agreement.

Proposal Submission: Please provide qualifications and scope of work related to the tasks and provide three (3) references.

Fee schedule: Attachment B- Pricing Items – Please complete the excel template as part of the cost proposal.

https://alamedahsg.bonfirehub.com/portal/?tab=openOpportunities mailto:chidalgo@alamedahsg.org

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Conflict of Interest: Please complete the vendor conflict of interest form at https://form.alamedahsg.org/Forms/A4Gpo prior to submitting bid.

ATTACHMENTS

• Attachment A: Standard AHA Contract (For Reference Purposes)

• Attachment B: Cover Letter & Confirmation of Documents

• Attachment C: Insurance Requirements https://form.alamedahsg.org/Forms/A4Gpo