826263pestClarke.pdf

RFP #26-0609 PEST CONTROL SERVICES PAGE 1 OF 46

REQUEST FOR PROPOSALS

PROPOSAL TITLE: PEST CONTROL SERVICES

PROPOSAL NUMBER: RFP #26-0609

PROPOSAL DUE DATE: JUNE 9, 2026

PROPOSAL DUE TIME: 3:00:00 P.M. (LOCAL PREVAILING TIME)

RFP #26-0609 PEST CONTROL SERVICES PAGE 2 OF 46

TABLE OF CONTENTS

I. REQUEST FOR PROPOSALS PAGE…..3

II. INTRODUCTION PAGE…..4

III. PROPOSAL INQUIRIES AND CORRESPONDENCE PAGE…..5

IV. SUBMITTALS PAGE…..7

V. SCOPE OF WORK PAGE…..14

VI. WORK SCHEDULE AND ON-SITE CONTACT PERSONS PAGE…..19

VII. ATTACHMENT A – PROPOSAL RESPONSE FORM PAGE…..22

VIII. ATTACHMENT B- REFERENCE FORM PAGE….28

IX. ATTACHMENT C - SCC FORM PAGE….29

X. ATTACHMENT D: COMPANY CERTIFICATION FORM PAGE….30

XI. ATTACHMENT E-GENERAL TERMS AND CONDITIONS PAGE….31

RFP #26-0609 PEST CONTROL SERVICES PAGE 3 OF 46

I. Request for Proposals (as publicly advertised)

PUBLIC NOTICE

REQUEST FOR PROPOSALS

RFP #26-0609

PEST CONTROL SERVICES

The Clarke County Purchasing Department, on behalf of the Clarke County Government and Clarke County Public Schools, is seeking competitively sealed proposals from qualified vendors for pest control services.

Sealed proposals should be clearly marked, “RFP: #26-0609 PEST CONTROL

SERVICES” and must be received by the County in at least one of the two ways below:

• By delivering the sealed proposal in the Clarke County Purchasing Office before 3:00:00 p.m. (local prevailing time), Tuesday, June 9, 2026.

• By posting electronically on eVA before the deadline of 3:00:00 on Tuesday, June 9, 2026.

Proposal documents are available at the Clarke County Purchasing Office, 129 Ramsburg

Lane, Berryville, VA 22611, phone 540-955-5148. Proposal documents can also be found on-line at www.clarkecounty.gov under business, procurement notifications.

Each offeror must be an Equal Opportunity Employer as defined by Federal and State

Law.

Clarke County reserves the right to reject any and all proposals, to waive informalities, and to negotiate with the successful offeror(s).

Mike Legge

Purchasing Manager

Clarke County Joint Finance Department

RFP #26-0609 PEST CONTROL SERVICES PAGE 4 OF 46

II. INTRODUCTION AND BACKGROUND

A. The intent of this “Request for Proposals” (hereinafter known as “this document” and the resulting contract is to obtain the services of a qualified Contractor (hereinafter known as “Vendor”) to provide pest control services as outlined in this document, for

Clarke County Government, Sanitary Authority, and Public Schools (herein known as

“County”) owned property from July 1, 2026 signing through June 30, 2027. The

County has the option to renew the contract with the selected vendor for four additional one-year terms if the County and the selected vendor agree on the terms of the extended contract(s).

B. The objective of this Request for Proposals is to establish a firm fixed price contract with one qualified Contractor to provide Pest Control Services in accordance with the terms, conditions, and specifications indicated herein.

C. It shall be understood that, due to possible budget restraints, the County reserves the right to exclude all/some locations described in this RFP. The County also reserves the right to add locations not listed in this RFP, if both parties can come to a mutual agreement on the additional services.

D. Vendors shall include the costs of all fuel, travel, equipment, material, insurance, labor, and administrative resources, etc., needed to successfully fulfill the requirements of this

RFP in their respective proposal submissions.

E. The award(s) shall be based on the bidder(s)' ability to meet all RFP requirements and the right is reserved to make the award to other than the lowest bidder, or to more than one Vendor, when deemed to be in the best interest of Clarke County.

F. The provisions set forth herein are for contractual goods/services rendered to Clarke

County, Virginia, hereinafter to be inclusive of but not limited to Clarke County Joint

Administrative Services, General Government, Sanitary Authority, and School Board, and referred to as Clarke County. All offerors are bound by these provisions. Further, these conditions and requirements become part of any contract awarded between Clarke

County and the successful vendor(s).

G. Any contract resulting from this solicitation shall be governed in any respects by the laws of Virginia, and any litigation with respect thereto shall be brought in the courts of the Commonwealth of Virginia. The Contract shall comply with all applicable federal, state and local laws and regulations.

H. The County intends to utilize a single firm for the pest control services that will arise over the term of a contract. However, the County reserves the right to separately procure services for projects when this is deemed to be in the best interest of the County.

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I. The County is advertising an RFP instead of an IFB because the pricing is not the only evaluation criteria being used. Vendors are responsible for all costs associated in preparing a proposal submittal. The County will not pay for any costs associated with preparing a proposal.

III. PROPOSAL INQUIRIES AND CORRESPONDENCE

A. All questions should be done in writing via email (purchasing@clarkecounty.gov) to

Mr. Mike Legge, Purchasing Manager. Please have all questions emailed by noon on

May 28, 2026 so that all questions can be answered in a timely manner and addendum(s) can be issued if needed. Please put “RFP 26-0609” in the subject line.

B. Questions will either be answered directly by an email or through an addendum.

C. Note that Tom Mayhew or a designated employee will oversee the pest control services contract and will be the selected vendor’s main point of contact during the duration of the contract.

D. Should you need to contact someone regarding this document, the following names are listed for your convenience. Please be sure to contact the person best suited to answer your questions or concerns.

NAME TITLE VOICE (FAX)

Steve Nucci Director of Joint Administrative Services 540-955-6172

Mike Legge Purchasing Manager 540-955-5148

Tom Mayhew Maintenance Director, Clarke County

Government and Public Schools

540-955-5123

Ruby Miller Maintenance Department Office Manager 540-955-5118

E. Tentative Time Frame

RFP ADVERTISED

Tuesday, May 12, 2026

PROPOSALS DUE Before 3:00:00 p.m. on Tuesday, June 9, 2026.

AWARD OF CONTRACT Estimated 1-2 weeks after proposals are received.

START OF WORK The initial contract will be issued for the time period of July 1, 2026 through June 30, 2027.

COMPLETION DATE The initial one-year term will end on June 30, 2027.

After completion of the initial one-year term, Clarke

County reserves the right to issue four additional one-year contract extensions, if both parties agree on the terms and conditions.

mailto:purchasing@clarkecounty.gov

RFP #26-0609 PEST CONTROL SERVICES PAGE 6 OF 46

Please note that the above dates are simply estimated time frames; Clarke County reserves the right to change dates as deemed necessary in the best interest of its constituents.

F. Addenda

1. Addenda may occur prior to proposal opening. It is the vendor’s responsibility to check the website (www.clarkecounty.gov) listing frequently to ensure that all solicitation information is complete and accurate. Upon award, this document in its entirety including any forms and addenda shall be referred to as the contract.

2. The County will attempt to notify all vendors that are known to have a complete set of Proposal Documents; however, it is ultimately the responsibility of each company to check the County website (www.clarkecounty.gov, business, and current solicitations) for addendums.

3. Copies of Addenda will be made available for inspection wherever Proposal

Documents are on file for that purpose.

4. No Addenda will be issued later than two (2) days prior to the date of receipt for

Proposals except:

a. any Addendum withdrawing the Request for Proposals

b. any Addendum that includes postponement of the date of receipt for Proposals.

5. Each Vendor should ascertain before submitting a Proposal how many Addenda, if any, were issued.

6. Each Vendor should certify on the Response Form the number of additional addenda received.

G. Inclement weather: In the event that the Clarke County Purchasing Office is closed during the scheduled times for a pre-bid (pre-proposal) conference or bid/proposal opening; the pre-bid (pre-proposal) conference or bid/proposal opening will occur on the next business day that Clarke County Public School Administrative Offices are open at the appropriate times as stated in the IFB/RFP. Please check the

County website, www.clarkecounty.gov, under business, and current solicitations for updates regarding any changes in meeting times and/or due dates.

H. Notice of Award

All Notices of Award and Notices of Intent to Award will be posted on the County website, www.clarkecounty.gov, under business, and current solicitations.

http://www.clarkecounty.gov/

RFP #26-0609 PEST CONTROL SERVICES PAGE 7 OF 46

I. Use of Subcontractors

1. Vendor should supply a list of all Subcontractors and Subcontractors(s)’ references, to Clarke County with Proposal Price Response Form.

2. Clarke County reserves the right to reject the Vendor’s selection of Subcontractors.

IV. SUBMITTALS

Interested vendors should submit the following in their sealed proposals. Note that vendors should submit these documents with their proposal even if the County already has one or more of the documents on file from previous jobs, responses, etc.

A. Attachment A: Proposal Response Form

B. Attachment B: Reference Form

Each vendor should complete and submit the Reference Form with the names of four (4) most recent references, preferably in Virginia, which can be verified as to the quality of service and/or work, provided by the Vendor.

C. Attachment C: SCC Form

Per § 2.2-4311.2 of the Virginia Public Procurement Act, any contractor/vendor organized as a stock or nonstock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership must be authorized to transact business in the Commonwealth of Virginia as a domestic or foreign business entity if so, required by Title 13.1 or Title 50 or as otherwise required by law.

Vendors submitting a bid/proposal shall include the identification number that was issued to them by the State Corporation Commission. Any vendor that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under

Title 13.1 or Title 50 or as otherwise required by law shall include in its quote a statement describing why the vendor is not required to be so authorized.

D. Attachment D: Company Certification Form

E. A signed copy of any addendum issued before bid opening date and time.

F. Please attach a copy of your Pesticide Business License with the Commonwealth of

Virginia.

G. Copies of any required license, (state, local, etc.) for this type of service requested in the scope of work.

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H. Insurance Requirements: Please provide a sample copy of your Certificate of Insurance.

Note that the selected vendor will need to provide a Certificate of Insurance that has

“Clarke County, 101 Chalmers Court, Berryville, VA 22611” listed as Certificate Holder and as Additionally Insured before starting any work.

1.) A Certificate of Insurance will be required from the selected vendor; please refer to

General Terms and Conditions for complete instructions. Please include a sample of your Certificate of Insurance with your proposal. All vendors shall include the cost of insurance in their proposal pricing.

2.) Worker’s Compensation Coverage is required for employers of three or more employees, to include the employer. Contractors who fail to notify the County of Clarke of increases in the number of employees and subcontractors that change their workers’ compensation requirements under the Code of Virginia during the course of the contract shall be in noncompliance with the contract.

Vendors (employers of three or more employees) shall include the cost of worker’s compensation insurance in their bid pricing. The selected vendor (if employer of three or more employees) must provide evidence of Worker’s Compensation Insurance coverage before starting any work. All vendors are solely responsible for insuring their workers and themselves when doing work for Clarke County.

A vendor (employers of three or more employees) without Worker’s Compensation insurance can submit a bid; however, the selected vendor must purchase and show evidence of the Worker’s Compensation to the County before receiving the contract or starting any work.

Employers with less than three employees are not required to have Worker’s Compensation

Coverage. Employers with less than three employees that do not have Worker’s

Compensation Coverage agree that by submitting a bid that they are independent contractors and that the vendor and its employees are not employed by the County of

Clarke and are not covered by the County’s worker’s compensation coverage program.

a) Be sure to instruct your insurance carrier as to how the Certificate of Insurance is to be worded.

b) Contractor shall be responsible for requiring any subcontractors to have the same amounts/types of insurance as the Contractor.

c) If you have any questions regarding these limits, please contact the Clarke County

Purchasing Office for clarification and discussion.

d) Note that the selected vendor shall furnish the County with all certificates of insurance, endorsements, declaration pages, and policies affecting coverage. The selected vendor must provide an endorsement letter that verifies that Clarke

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County, its officers, officials, employees, volunteers and agents (as their interest may appear)” are additionally insured.

e) Any vendor that is awarded a contract is responsible for ensuring that their employees and any and all subcontractors have insurance coverage and Worker’s

Compensation coverage. The County shall not be responsible for any injury

(including death) of any vendor or subcontractor that is visiting, inspecting, climbing, or working on the site (s).

f) The selected vendor agrees to accept responsibility for property damage, injury, or death caused by the acts or omissions of its employees or representatives to the fullest extent permitted by law.

I. Bid Bond will not be required.

J. Payment and Performance Bonds will not be required.

K. Use of Subcontractors

1. Vendor should supply a list of all Subcontractors and Subcontractors(s)’ references, to Clarke County with Proposal Price Response Form.

2. Clarke County reserves the right to reject the Vendor’s selection of Subcontractors.

L. One (1) original and two (2) copies of each proposal are requested in the vendor’s respective sealed proposal packet/envelope. The original should be clearly marked

“ORIGINAL” on the front of the proposal. If submitting electronically, only one original (no copies) is needed.

M. Codes, Permits, Fees, Licenses, and Notices

1. It is the responsibility of the Vendor to maintain all required licensing and training for his/her employees to provide the services as stated in this RFP, if applicable.

Costs for these items shall be the responsibility of the Vendor and shall be included in the proposal price(s).

b) It is the responsibility of the selected vendor to obtain and pay for all necessary permits, inspections, licenses, and notices. The selected vendor shall include these costs in the estimate or cost of repairs.

c) The Vendor shall supply copies of all licenses to Clarke County, upon request.

d) The Vendor shall give all notices and comply with all laws, ordinances, rules, regulations, and lawful orders of any public authority bearing on

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the performance of the Work.

e) Vendors submitting a proposal are not required to have a Clarke

County Business License. However, the selected vendor(s) may be required to have a Clarke County Business License before starting work. Please contact the Clarke County Commissioner of the Revenue

(540-955-5187) for more information about business licenses. Costs for the business license will be the responsibility of the selected vendor.

N. Proposals should be prepared simply and economically, providing a complete and concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content.

O. Ownership of all data, materials, and documentation originated and prepared for the RFP shall belong exclusively to Clarke County and shall be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by a vendor shall not be subject to public disclosure; however, the vendor must clearly identify the sections by marking “Proprietary” at the top of each applicable page and must explain why the protection is necessary.

P. Sealed proposals should be clearly marked, “RFP: #26-0609 PEST CONTROL

• By delivering the sealed proposal in the Clarke County Purchasing Office before

3:00:00 p.m. (local prevailing time), Tuesday, June 9, 2026.

• By posting electronically on eVA before the deadline of 3:00:00 on Tuesday, June

9, 2026.

Q. Contract Method and Terms

1. Upon review and approval by Clarke County, a purchase order or contract will be issued to Contractor. Receipt of purchase order or contract by Contractor shall be considered the "Notice to Proceed" with starting date indicated.

2. Selected vendors may be contacted to discuss potential contracts. A completed Certificate of Insurance with the County of Clarke, VA listed as

Certificate Holder is required to be on file with the County before any work is allowed to begin.

3. The award shall be based on the contractor’s ability to meet all RFP requirements.

4. The Contractor shall submit to Clarke County an itemized application for payment.

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5. The selected vendor shall submit an annual invoice upfront for the upcoming one-year term. However, this invoice should have any agreed upon pre-payment discount included (see the proposal response form for more information). Work outside the routine preventative maintenance can be billed separately on an as-needed basis throughout the contract term(s).

R. Proposal Evaluation Criteria

1. Pricing, references, experience of the firm, past performance, experience/qualifications of employees, response time/geographic closeness to

Clarke County, and the overall strength of the proposal will be used as evaluation criteria. The County reserves the right to schedule interviews with firms submitting proposals and may use the interview to assist with the evaluation process.

2. The selected vendor must be deemed to be a responsible and responsive bidder. The County will determine if the selected vendor is responsible and responsive.

S. Independent Contractor

The selected vendor will be hired as an independent contractor and thus, agrees and understands that they, the vendor and its employees, are not employed by the

County of the Clarke.

T. Codes, Permits, Fees, License, and Notices

1. None of the terms or provisions of these specifications shall be construed as waiving any other rules, regulations or requirements of authorities.

2. It is the responsibility of the Contractor to obtain and pay for all necessary permits, inspections, licenses and notices.

3. The Contractor shall supply, when requested, copies of permits and licenses to

Clarke County.

4. The Contractor shall give all notices and comply with all laws, ordinances, rules, regulations, and lawful orders of any public authority bearing on the performance of the work.

U. Contractor’s Duties

1. All work performed under this contract shall be performed in accordance with all provisions of these specifications or plans and must be approved in writing by

Clarke County or authorized representative.

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2. The Contractor shall immediately upon discovery, bring to the attention of

Clarke County any conflicts that may occur among the various provisions of the specifications and plans.

3. Failure of the Contractor to bring conflicts or exceptions to the attention of

Clarke County shall allow Clarke County to require any changes deemed necessary before acceptance by Clarke County.

4. Contractor shall be responsible for all property damaged, or persons injured, by the Contractor’s and/or subcontractors’ negligence. This includes, but is not limited to, fences, trees, plants, grass, walks, drives, building surfaces – interior/exterior, visitors, visitors' belongings and vehicles, county equipment, building contents, etc.

V. Material Delivery, Storage and Handling (if applicable)

1. Contractor shall be responsible for (1) the protection of materials from deterioration during delivery, and while stored on site, and (2) all project related deliveries to the site, and materials stored on site.

2. Clarke County is not responsible for any material or equipment that is stored or left on Clarke County property.

3. Materials shall be stored in a neat and safe way as to prevent any type of accident.

W. Procedures for Authority, Workmanship, Inspection and Clean-up

1. Authority.....The extent and character of the services to be performed by the

Contractor shall be subject to the general control and approval of the County authorized representative.

a) The Contractor shall comply with requests and/or orders issued by the authorized representative(s) acting within their authority for Clarke County.

b) The Director of Joint Administrative Services must approve any change to the contract in writing.

2. Workmanship.....All work under the resulting contract shall be performed in a skillful and workmanlike manner.

a) Contractor shall be responsible for conduct and supervision of its personnel.

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b) There shall be no smoking or vaping on any School-owned property or in any County Government-owned building.

3. Inspection.....Clarke County may, from time to time, make inspections of the work performed under this contract. Any inspection by Clarke County does not relieve the Contractor from any responsibility regarding defects or other failures to meet the contract requirements.

X. Special Requirements

1. Accident Prevention and Safety - Each Contractor shall:

a) Comply with all applicable laws, ordinances, rules, regulations and orders of governing authorities having jurisdiction for the safety of all persons and property to protect them from damage, injury or loss.

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V.SCOPE OF WORK

A. The Contractor shall provide pest control services in order to achieve long term, environmentally sound pest suppression through the use of a variety of the latest technological and management practices. The Contractor shall inspect, identify, monitor, evaluate, and choose the appropriate method of control. Routine inspection and accurate identification of pests are vital steps to ensure that control methods will be effective. Control strategies in this program shall extend beyond the application of pesticides to include structural and procedural modifications that reduce the food, water, harborage, and access used by pests. This includes:

1. Non-chemical prevention of pest population using methods as sanitation, exclusion, and cultural practices. This may include glue traps, bait traps, etc.

2. Selecting the least hazardous methods and materials effective for control of targeted pests.

3. The contractor shall be aware that there is no spraying of pesticides is allowed in any of the County, School, and Sanitary Authority buildings.

B. Full treatment for pest control services shall include, but not be limited to, inspections

(timetable described in work schedule below) and treatment when necessary for rats, mice, cockroaches, ants, moths, stink bugs, crickets, spiders, bees, and silverfish, plus other related pests. Rat and mouse infestations located in burrows in the ground adjacent to buildings are included. If County personnel discover any pests, the

Contractor will respond within one business day after notification to correct the situation.

C. The Contractor shall furnish all labor, materials, and equipment necessary to accomplish full treatment pest control for all areas and buildings specified herein including all rooms, closets, lounges, toilets, kitchens, hallways, stairwells, basements, attics, locker rooms, loading docks, storage areas, plus any other building portion or part not specifically described herein.

D. The Contractor shall be responsible for the safe use and application of all material and equipment being used for pest control. Protective clothing, equipment, and devices shall, at a minimum, conform to Occupational Safety and Health Administration

(OSHA) standards for the products being used.

E. The Contractor’s pest control programs required for the execution of this contract shall be fully compliant with all applicable Federal and State laws including but not limited to the Federal Insecticide, Fungicide, and Rodenticide Act (FIFRA), the

Environmental Protection Agency regulations (EPA) and OSHA.

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F. All equipment and material used shall not be used in any manner that is inconsistent with its labeling. All equipment and material used shall be properly labeled for the control of the target pests against which they are being used and shall be registered with the EPA. The Contractor shall strictly adhere to label instructions. The

Contractor shall follow regulations of FIFRA, The EPA and OSHA when applying products. The Contractor shall submit, within 10 days of the issuance of a Purchase

Order, a listing of products to be used at the initial start of the contract, along with

Material Safety Data Sheets (MSDS) for each product. Should the Contractor want to use additional products throughout the term of the contract that were not initially approved, the request shall be made in writing to the Director of Joint Maintenance and shall include Material Safety Data Sheets (MSDS). The Contractor shall not proceed with use of the product without written approval from the Director of Joint

Maintenance.

G. The Contractor shall be sensitive to environmental issues and apply products that have the least possible hazard to people, property, and the environment.

H. When applying liquid products, the Contractor shall exercise care so as to prevent staining to floor and walls.

I. The County is also interested in having our pest control vendor provide bio-remediation services for our grease traps to help control pests and odors in kitchens.

Vendors are asked to provide pricing options and a description of their proposed services for bio-remediation. This service would likely be needed at Clarke County

High School, Johnson-Williams Middle School, Boyce Elementary School, and D.G.

Cooley Elementary School Lower Campus.

J. The Contractor shall perform inspection and services during regular business hours for all sites listed in the Proposal Response Form. Normal regular business hours are

Monday through Friday from 8:00 a.m. until 4:00 p.m. These hours may be extended or shortened, contingent on Clarke County’s approval.

It is preferred that inspections and services at Government properties be performed in the very early hours of the day when patronage is at lower levels. Upon arrival at the site, the technician must check in with staff prior to performing inspection and service. Upon completion of inspection and services, the technician shall have an employee sign a service ticket and leave a copy of the service ticket with the employee. If the signature is illegible, the technician shall have the employee print his or her name on the service ticket. The Contractor shall keep one signed copy for their records.

K. For all inspection reports, the technician shall point out any problems that were observed that would be conducive for pest infestations and offer recommendations to alleviate any unsanitary conditions.

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L. The County reserves the right to inspect the Contractor’s pest control program and determine if such programs are being safely and effectively carried out and if the

Contractor is complying with these specifications.

M. If the Contractor makes a recommended structural modification to a structure, such as, drilling or boring, etc. the Contractor shall not perform this work. This work will be performed by the Joint Maintenance Department.

N. Termite inspection service must be free inspection only. If infestation is found to be present in any location, it must be reported at the time of inspection and a written estimate, along with guarantee/warranty information, must be submitted for any service(s) required to treat the problem.

O. The Contractor shall provide adequately trained personnel to perform the work as described in these specifications.

P. Safety precautions must be taken at all times to assure all persons are adequately protected. Comply with all applicable laws, ordinances, rules, regulations and orders of governing authorities having jurisdiction for the safety of all persons and property to protect them from damage, injury or loss.

Q. Contractor shall be held responsible for satisfactory service, whether on a monthly or quarterly basis, and must agree to return, free of charge, for any necessary remedial work in between the normal service periods.

R. Clarke County may provide limited supervision of Contractor’s on-site personnel.

S. Security. It is imperative that the Contractor adheres to the rules set forth in items a, b and c below.

a) Some buildings may require escort of Contractor by County personnel.

b) Contractor shall notify both the Joint Maintenance Director at least 48 hours before entering any Clarke County buildings and grounds.

c) On day of service, Contractor shall first report to the Joint

Maintenance Department to announce arrival. Then the Maintenance

Department will assess whether or not an escort is necessary.

d) After service is complete at each site, Contractor shall get someone’s signature on-site and then return all copies of the signed reports to the

Joint Maintenance Department.

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T. Any incidental work required to accomplish the work of the Contract shall be undertaken and completed at no additional cost to Clarke County.

U. All work performed and all materials used shall be ADA compliant, including but not limited to all materials supplied to the Contractor by all tiers of Subcontractors.

V. Erect and maintain, as required by conditions and progress of work, all necessary safeguards for safety and protection, including fences, railings, barricades, lighting, posting of danger signs, and other warnings against hazards.

W. It is imperative that each Contractor immediately contact Clarke County in the event of any of the following incidents:

1. Accidents, which must be reported immediately,

2. Situations or circumstances which could delay work or give cause for claims for extensions or added costs,

3. And instructions needed and/or clarifications requested.

X. Procedures for Authority, Workmanship, Inspection and Clean-up

1. Authority.....The extent and character of the services to be performed by the

Contractor shall be subject to the general control and approval of either the Joint

Maintenance Director or authorized representative(s).

2. The Contractor shall not comply with requests and/or orders issued by other than either the Joint Maintenance Director or authorized representative(s) acting within their authority for Clarke County.

3. The Director of Administrative Services or the Director of Joint Maintenance must approve any change to the contract in writing.

4. Workmanship.....All work under the resulting contract shall be performed in a skillful and workmanlike manner. Clarke County may require the Contractor to remove from the job site any Contractor's employee deemed to be incompetent or careless.

5. Contractor shall be responsible for conduct and supervision of its personnel.

6. There shall be no drinking of alcoholic beverages or use of any controlled substance by Contractor's personnel. There shall be no smoking or vaping on

School Property or in any School Building. There shall be no smoking or vaping in any County Government or Sanitary Authority-owned buildings.

7. Inspection.....Clarke County may, from time to time, make inspections of the work performed under this contract. Any inspection by Clarke County does not relieve

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the Contractor from any responsibility regarding defects or other failures to meet the contract requirements.

8. Clean-Up.....The Contractor(s) shall at all times keep the adjacent areas of the property free from rubbish and the accumulation of any waste materials. All waste materials are to be removed from the site and disposed of properly.

Y. Estimates

1. When requested by the Joint Maintenance Director, the selected vendor shall provide a written “Not to Exceed” estimate for specific projects. These estimates will utilize the contracted hourly labor rate as stated within the proposal response form.

2. This estimate shall include a brief description of the work to be performed, the estimated number of labor hours, hourly rate, number and types of employees required, estimated material cost, total estimated cost, and project completion in number of days after written authorization by Clarke County.

3. The Vendor shall respond to requests for estimates for non-emergency work within two (2) days and provide written estimates within five (5) days.

4. It shall be the Vendor’s responsibility to ensure they have all information to prepare accurate estimates.

5. Actual work shall not exceed the Vendor’s estimate without prior written authorization by Clarke County.

Z. Material Safety Data Sheets

Vendor must submit to Clarke County Director of Joint Maintenance Material

Safety Data Sheet (MSDS) forms for any parts, equipment, materials, and/or supplies carrying such forms and considered to be hazardous materials.

AA. Use of Subcontractors

1. The Vendor agrees not to assign or subcontract any of the work or obligations required under this contract unless the Vendor first obtains the written consent of Clarke County, which may be withheld for good cause.

2. These specifications shall not be construed as creating any contractual correlation between any Subcontractor and Clarke County.

3. Any acts and omissions of persons employed by the Vendor, including

Subcontractors, shall be the full responsibility of the Vendor.

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VI. WORK SCHEDULE AND ON-SITE CONTACT PERSONS

A. WORK SCHEDULE AND CONTACT INFORMATION

1. Clarke County General Government

WORK SCHEDULE ON-SITE CONTACT PERSON

Quarterly (March, June, September and December), exact time to be determined by Clarke County and

Contractor unless otherwise approved by on-site contact person.

Tom Mayhew

Joint Maintenance Director

Phone: 540-955-5123

2. Clarke County Public Schools

Monthly, exact time to be determined by Clarke

County and Contractor unless otherwise approved by on-site contact person.

Tom Mayhew

Joint Government Director

Phone: 540-955-5123

3. Clarke County Sanitary Authority

Sewer Plant, Monthly, exact time to be determined by Clarke County Sanitary Authority and

Contractor unless otherwise approved by on-site contact person.

Water Plant-Quarterly.

Inboden Environmental Services

1-800-648-1010

Sarah Shiley, CCSA Senior Billing

Clerk

Phone: 540-955-5185

B. Areas to be Serviced

Included in this section you will find a chart listing the various building locations and areas to be serviced. All locations are in Berryville, with the exception of Boyce

Elementary School in Boyce, VA.

*Note: Square Footage Figures are estimates and are being posted for convenience only. Vendors are responsible for their own measurements and inspecting the facilities.

RFP #26-0609 PEST CONTROL SERVICES PAGE 20 OF 46

General Government *** Locations of Quarterly Services Required

Building Physical

Location

Services Required Estimated Square Footage

Sheriff’s Building 100 N. Church

Street

Pest control service and termite inspection

4,766

Clarke County Circuit

Courthouse Building

102 N. Church

Street

Pest control service and termite inspection

14,976

Clarke County General

District and Juvenile

Domestic Courthouse

Building

104 N. Church

Street

Pest control service and termite inspection

5,406

Former Commonwealth’s

Attorney’s Office

106 N. Church

Street

Pest control service and termite inspection

Joint Government Center-including Library and

Town of Berryville wings

101 Chalmers

Court

Pest control service and termite inspection

33,500

Social Services 311 E. Main

Street

Pest control service and termite inspection

6,012

Purchasing and

Transportation

129 Ramsburg

Lane

Pest control service and termite inspection

9,000

Parks office, pool house, recreation center, and

Active Living Center

225 Al Smith

Circle

Pest control service and termite inspection

20,299

Maintenance facility 370 Westwood

Road

Pest service and termite inspection

9,453

Animal Control 225 Ramsburg

Lane

Pest control service and

7,206

Sanitary Authority *** Wastewater Plant-Monthly

Location

Services Required Estimated Square

Footage

Boyce Wastewater

Treatment Plant

162 Howards

Lane, Boyce, VA

22620

Pest control service and termite inspection

Estimated to be about

8,000 square feet

Sanitary Authority *** Water Plant-Quarterly

Boyce Water Treatment

Plant (Prospect Spring

Water Filtration Plant)

543 Prospect

Spring Lane, Boyce, VA

Pest control service and termite inspection

Estimated to be about

2,000 square feet

RFP #26-0609 PEST CONTROL SERVICES PAGE 21 OF 46

Public Schools *** Locations of Monthly Services Required

Location

Services Required Estimated Square

Footage

School Administration

Building

317 W. Main

Street

Pest control service and termite inspection

23,700

Boyce Elementary School 119 W. Main

Street

Boyce, VA

Pest control service and termite inspection

52,000

Cooley Elementary Upper

Campus

34 Westwood

Road

Pest control service and termite inspection

47,000

Cooley Elementary Lower

Campus

240 Westwood

Road

Pest control service and termite inspection

80,920

Johnson-Williams Middle

School

200 Swan

Avenue

Pest control service and termite inspection

90,040

Clarke County High

School

627 Mosby Blvd. Pest control service and

162,050

RFP #26-0609 PEST CONTROL SERVICES PAGE 22 OF 46

REQUEST FOR PROPOSAL

CLARKE COUNTY, VIRGINIA

RFP # 26-0609

ATTACHMENT A – PROPOSAL RESPONSE FORM

Complete and return the following price information in your proposal. By your signature, you are confirming the understanding of and your agreement to perform within the terms and conditions stated in this RFP.

Note: Sealed proposals should be clearly marked, “RFP: #26-0609 PEST CONTROL

• By delivering the sealed proposal in the Clarke County Purchasing Office before 3:00:00 p.m. (local prevailing time), Tuesday, June 9, 2026.

• By posting electronically on eVA before the deadline of 3:00:00 on Tuesday, June 9, 2026.

The official time will be determined by the clock in the Purchasing Office.

1. NAME AND ADDRESS OF FIRM/BIDDER

SIGNATURE

BY (print name)

TITLE

DATE

COMPANY NAME

STREET ADDRESS

CITY, STATE, ZIP

TELEPHONE

FAX E-MAIL

SOCIAL SECURITY OR FEDERAL TAX I.D. #

CLARKE COUNTY BUSINESS LICENSE #

SCC IDENTIFICATION NUMBER (IF APPLICABLE)

NAME OF INSURANCE CARRIER, BROKER OR AGENCY

RFP #26-0609 PEST CONTROL SERVICES PAGE 23 OF 46

Pursuant to and in accordance with "REQUEST FOR PROPOSALS # 26-0609", the undersigned agrees to perform pest control services, as defined in this RFP, per pricing as follows:

All prices shall include:

all applicable sales and/or use taxes, all transportation, fuel, equipment, materials, and labor all insurance premiums required, all buildings receive termite inspection – free of charge.

General Government *** Locations of Quarterly Services Required

Building & Physical Location Services Requested Annual Cost of

Service Per

Location

Sheriff’s Building

(100 North Church Street)

Pest control service and termite inspection

Clarke County Circuit Courthouse Building

(102 North Church Street)

Pest control service and termite inspection

General District and Juvenile & Domestic

Building (104 North Church Street)

Pest control service and termite inspection

Former Commonwealth’s Attorney’s Office

(106 North Church Street)

Pest control service and termite inspection

Joint Government Center-including Library and

Town of Berryville wings

(101 Chalmers Court)

Pest control service and termite inspection

Social Services

(311 East Main Street)

Pest control service and termite inspection

Purchasing and Transportation

(129 Ramsburg Lane)

Pest control service and termite inspection

Parks office, pool house, recreation center, and

Active Living Center (225 Al Smith Circle)

Pest control service and

Maintenance Facility (370 Westwood Road) Pest control service and termite inspection

Animal Control (225 Ramsburg Lane) Pest control service and termite inspection

TOTAL ANNUAL COST OF ABOVE, BASED ON QUARTERLY

SERVICE AT EACH OF ABOVE LOCATIONS

DISCOUNT ALLOWED FOR

ANNUAL PRE-PAYMENT

TOTAL NET ANNUAL COST

- GOVERNMENT

RFP #26-0609 PEST CONTROL SERVICES PAGE 24 OF 46

Clarke County Sanitary Authority ***

Building & Physical Location Services Requested Annual Cost of

Service Per

Location

Boyce Wastewater Treatment Plant (162

Howards Lane, Boyce, VA)

Pest control service and termite inspection-

Monthly

Water Treatment Plant (543 Prospect Spring

Lane, Boyce, VA 22620)

Pest control service and termite inspection -

Quarterly

TOTAL ANNUAL COST OF ABOVE, BASED ON MONTHLY

SERVICE AT EACH OF ABOVE LOCATIONS

- SANITARY AUTHORITY

Public Schools *** Locations of Monthly Services Required

Building & Physical Location Services Required Annual Cost of

Service Per

Location

School Administration Building Pest control service and termite inspection

Boyce Elementary School-includes all applicable trailers

Pest control service and termite inspection

Cooley Elementary-Upper Campus (34

Westwood Road)

Pest control service and termite inspection

Cooley Elementary-Lower Campus (240

Westwood Road)

Pest control service and termite inspection

Johnson-Williams Middle School Pest control service and termite inspection

Clarke County High School Pest control service and termite inspection

TOTAL ANNUAL COST OF ABOVE, BASED ON MONTHLY

SERVICE AT EACH OF ABOVE LOCATIONS

- SCHOOLS

RFP #26-0609 PEST CONTROL SERVICES PAGE 25 OF 46

2. PROPOSED COSTS

If there is a need for additional work that is outside the scope of work described in this RFP, the contractor will charge the following labor rate:

TIME – HOURLY RATES

Hourly Labor Rate (Regular Working Hours)$______________________ per hour

Hourly Labor Rate (Outside Regular Working Hours)$_______________ per hour

Define what is your regular working hours: _______________________________________

*Note that vendors will only charge for productive labor on-site. Clarke County does not pay for travel time.

All prices shall include all insurance premiums required, and all applicable allowances of this Proposal Response Form.

All prices shall not include sales tax; Clarke County is tax-exempt.

3. BIO-REMDIATION SERVICES

*Please list your estimated price for each location and a brief description of the bioremediation services that are included in your price.

CCHS:________________________________________________________________________

JWMS:_______________________________________________________________________

BOYCE

ELEMENTARY:_______________________________________________________________

COOLEY ELEMENTARY-UPPER CAMPUS:______________________________________

COOLEY ELEMENTARY-LOWER CAMPUS:______________________________________

RFP #26-0609 PEST CONTROL SERVICES PAGE 26 OF 46

4. SUBCONTRACTORS: The following Subcontractors are proposed for the item(s) of work listed. Trade contractors are subject to review per the General Conditions. List only firms that will supply any labor at this site. Submit a reference form for each Subcontractor listed.

ITEM OF WORK SUBCONTRACTOR

5. EXPERIENCE OF FIRM:

Please list the number of years your firm has been in the business of pest control services.

Please also include any awards, certifications, qualifications that your firm has received.

6. EMPLOYEES LIKELY TO BE ASSIGNED TO CLARKE COUNTY (if awarded the contract). Please provide the names of the staff likely to be assigned to Clarke County and their experience and qualifications/certifications.

RFP #26-0609 PEST CONTROL SERVICES PAGE 27 OF 46

7. RECEIPT OF CORRESPONDENCE

The undersigned acknowledges receipt and inclusion of the following into the proposal: (If none, write "NONE".)

A. Addendum No. __________ Dated: ____________________

B. Addendum No. __________ Dated: ____________________

8. PRESENTATION

A. The Vendor having carefully examined the Proposal Documents and all other related documents, fully reviewed the existing site conditions, and having become familiar with all conditions affecting the proposed work, including the availability of labor, materials and equipment, agrees to perform all Work required by the

Proposal Documents at the prices noted above.

B. The Vendor, if awarded a Contract, agrees to commence the work on the date(s) specified in the Notice(s) to Proceed; to carry the work forward expeditiously with adequate forces; and subject to authorized adjustments, to achieve completion in accordance with the dates or periods of performance set forth in the

Contract Documents.

9. VENDOR’S ORGANIZATION (strike out all conditions that do not apply)

A. An individual or sole proprietorship

B. A partnership

C. A joint venture

D. A corporation organized under the laws of the State of _______________

10. SIGNATURE AND SEAL

Signed this ___________________________day of __________________, 20_____

BIDDER - SIGNATURE: _________________________________________________

NAME: ____________________________________________________

TITLE: _____________________________________________________

RFP #26-0609 PEST CONTROL SERVICES PAGE 28 OF 46

ATTACHMENT B: REFERENCE FORM

This form should be completed and returned as part of your bid. Contractors should provide the following references for four (4) most recent and similar projects.

1. FIRM NAME

CONTACT PERSON

STREET ADDRESS, CITY, STATE, ZIP

FAX

SPECIFIC INFORMATION

2. FIRM NAME

3. FIRM NAME

4. FIRM NAME

RFP #26-0609 PEST CONTROL SERVICES PAGE 29 OF 46

ATTACHMENT C:

CLARKE COUNTY

DEPARTMENT OF JOINT ADMINISTRATIVE SERVICES

PURCHASING DEPARTMENT

129 Ramsburg Lane Berryville, VA 22611

Phone (540) 955-5185 Fax (540) 955-0456

Compliance with Virginia Law for Transacting Business in Virginia.

The undersigned hereby agrees, if this Bid/Proposal is accepted by Clarke County, for such services and/or items that the undersigned has met the requirements of the Virginia Code Section 2.2-4311.2

Please complete the following by checking the appropriate line that applies and providing the requested information:

A._____ Bidder/offeror is a Virginia business entity organized and authorized to transact business in Virginia by the SCC and such bidder’s/offeror’s Identification Number issued to it by the SCC is_______________________.

B._____ Bidder/offer is an out-of-state (foreign) business entity that is authorized to transact business in Virginia by the SCC and such bidder’s/offeror’s Identification Number issued to it by the SCC is

C.______ Bidder/offeror does not have an Identification Number issued to it by the SCC and such bidder/offeror is not required to be authorized to transact business in Virginia by the SCC for the following reason(s):

Please attach additional sheets of paper if you need to explain why such bidder/offeror is not required to be authorized to transact business in Virginia.

Legal Name of Company (as listed on W-9)

Legal Name of Bidder/Offeror

Date

Authorized Signature

Print or Type Name and Title

RFP #26-0609 PEST CONTROL SERVICES PAGE 30 OF 46

CLARKE COUNTY, VIRGINIA

RFP #26-0609

ATTACHMENT D - COMPANY CERTIFICATION

The undersigned, on behalf of _____________________________________________________

(insert company name) hereby certifies to the Clarke County School Board and Clarke County Public Schools that any employee of the company who will have direct contact with students on school property during regular school hours or during school-sponsored activities while providing services called for in the contract:

A. have not been convicted of a felony or any offense involving the sexual molestation or physical or sexual abuse or rape of a child.

This certification is provided in accordance with the provisions of § 22.1 - 296.1 of the Code of Virginia.

Certification is also made in accordance with § 2.2 - 4311.1 that:

A. the contractor does not, and shall not during the performance of the contract for goods and services, knowingly employ an unauthorized alien as defined in the Federal Immigration Reform and Control Act of 1986.

Signature:________________________________ Date:________________________________

Printed Name and Title of Person Making Certification

Address: _________________________________ Phone: ______________________________

________________________________________ Fax: _______________________________

Service(s) Provided: ____________________________________________________________

Dr. Rick Bolling Superintendent

Dr. Cathy Seal Assistant Superintendent

Dr. Jessica Nail Director of Curriculum and Instruction

Andre Kidrick Director of Operations

Clarke County Public Schools

317 West Main Street

Berryville, Virginia 22611

Phone: (540) 955-6100 www.clarke.k12.va.us FAX: (540) 955-6109 http://www.clarke.k12.va.us/

RFP #26-0609 PEST CONTROL SERVICES PAGE 31 OF 46

ATTACHMENT E:

COUNTY OF CLARKE GENERAL TERMS AND CONDITIONS

These General Terms and Conditions are required for all sealed and unsealed written solicitations issued by the County of

Clarke. The County of Clarke includes the Clarke County Board of Supervisors and General Government, the Clarke County

School Board and School System, and all other agencies, boards, and commissions under the fiscal direction of the Clarke

County Board of…