9-1 ITB-2026-08GH Pest Control.pdf

Gallup-McKinley County Schools Procurement Office

P.O. Box 1318 Gallup, New Mexico 87305-1318

INVITATION TO BID

VERMIN, RODENT AND PEST CONTROL

Price Agreement

ITB-2026-08GH

Commodity Code(s): 91059 & 98872

GMCS Website: www.gmcs.org

GMCS Bonfire eBidding Website: https://gmcs.bonfirehub.com/portal/

Mailing Address: Physical Address: Contact:

P.O. Box 1318 Gallup, NM 87305

640 S. Boardman Dr.

Gallup, NM 87301

Gregory Hudson Procurement & Business Services Buyer

(505) 721-1076 ghudson@gmcs.org

Notes:

Closing Date: October 23, 2025 F.O.B. Point: DESTINATION

Acceptance Time: 2:00 PM (Local) Terms: Net 30 unless otherwise stated

Issue Date: October 3, 2025 Quantities may be increased or decreased within reasonable amounts.

http://www.gmcs.org/

PLEASE ACCEPT THIS AS AN INVITATION TO BID ON THE SERVICES SPECIFIED ON THE

FOLLOWING PAGES. IF YOU DESIRE TO SUBMIT A BID, ALL INFORMATION AND FORMS MUST BE SUBMITTED IN

THE GMCS PORTAL. THE DISTRICT MAY UTILIZE A COMBINATION OF FORMS THAT YOU MUST COMPLETE AND

UPLOAD TO THIS WEB PORTAL, AS WELL AS PRICING SPREADSHEETS OR QUESTIONNAIRES, WHERE DATA IS

DIRECTLY ENTERED THROUGH A WEB BROWSER.

TO ENSURE TIMELY RESPONSE, PLEASE DIRECT QUESTIONS REGARDING THIS BID THROUGH

THE ONLINE “ASK A QUESTION,” OR VENDOR DISCUSSIONS FEATURE FOR THIS PROJECT IN

PORTAL. ALL VERBAL INFORMATION IS FOR CLARIFICATION PURPOSES ONLY AND IS NOT

BINDING. ALL BINDING INFORMATION MUST BE IN WRITING.

ANY DEVIATIONS FROM BID SPECIFICATIONS SHOULD BE SO STATED IN YOUR BID.

A pre-bid conference will be held on Thursday, October 09, 2025, at 10:00 am (MDT). Attendance is not required; however, it is highly recommended in order to submit a responsive bid.

Attendance request shall be emailed to ghudson@gmcs.org with “ITB-2026-08GH Pre-Bid” in the subject line.

Location: Microsoft Teams online meeting or Zoom (meeting invite to be sent once requested).

We encourage you to have your initial questions ready, as stated in the documents, to submit.

Additional questions after the pre-bid conference will be accepted until the Question Submission

Deadline stated date and time in the GMCS eBidding platform for this opportunity.

No responses to questions are official until published in writing, by Public Amendment.

mailto:ghudson@gmcs.org

SPECIAL CONDITIONS

VERMIN, RODENT AND PEST CONTROL

1. Purpose: To establish an indefinite quantity, firm price contract for Gallup-McKinley County Schools (GMCS) contract to place orders for Vermin, Rodent and Pest Control, for GMCS facilities (buildings, schools, athletic fields, auxiliary, lands and properties) and on a preventive maintenance basis. Under this agreement Vermin, Rodent and Pest Control is the use of properly registered pesticides and/or the use of approved devices at scheduled time and/or at pre-planned intervals to provide adequate and acceptable levels of Vermin, Rodent and Pest population suppression upon request. Control services awarded under this contract are in addition to the scope of services for Invitation to Bid Number ITB-2023-23KC and ITB-2025-17GH. Any resulting contract shall not replace awards made under the prior solicitation.

2. Term of Contract: The term of this agreement shall be from July 1, 2025 through June 30, 2026.

The resulting agreement shall include up to three (3) additional, automatic, one-year renewal periods. Unless otherwise terminated per conditions provided in the General Terms and Conditions, the final renewal period shall end June 30, 2029.

3. Month to Month Continuation: After completion of the initial contract term, an agreement may be continued on a month-to-month basis, upon mutual consent of both parties. This agreement may be extended after all renewal terms have expired for a duration, not to exceed six (6) calendar months, for the District to competitively solicit and award same services.

4. Work To Be Done: The work to be performed under this contract and in accordance with these specifications consists of planning, labor, equipment, tools, transportation, chemicals and all other necessary materials to complete the work as described in the Scope of Work.

5. Bid Table(s): Bids are to be submitted according to the pricing structure of the Bid Table(s) in the

GMCS e-Bidding platform. Quantities, where listed, are for the purpose of extended calculation of unit prices and do not represent an order or estimation of actual needs. Bidders are requested to submit a listing of base fees or rates for in scope services in the space provided in e-Bidding platform. Quotes based on bid pricing shall be requested for contracted services as actual needs are identified during the contract term.

6. Taxes: All Bid Prices shall EXCLUDE taxes. Applicable taxes shall be shown on the quote as a separate line item on the Successful Bidder’s invoices at the appropriate rate.

7. Basis of Award: GMCS will award to the low responsible and responsive bidder(s) who shall offer the best price for comparable services. GMCS reserves the right to make multiple awards as may be necessary for timely completion of all available work and for the maximum variety of specialties, categories, and services included in the purpose and scope of this solicitation, or as may otherwise be in the best interest of the District.

8. Multiple Award: GMCS reserves the right to make multiple awards as a result of this request if doing so may be advantageous to the school district.

9. Assignment: The Contractor shall not assign or transfer any interest in this Agreement or assign any claims for money due or to become due under this Agreement without the prior written approval of the District.

10. Visit Site of Work: All Bidders are encouraged to visit the site of work and to familiarize themselves with the difficulties involved. Failure to do so is entirely at the risk of the contractor and will not be recognized as a basis or claim for extra compensation.

11. Competency/Capability of Bidder: Bids will be considered only from firms who can provide evidence that they have established a satisfactory record of performance and integrity to insure they can execute the requirements as stated herein. Business must have been established for a minimum of three (3) years as demonstrated through documentation and references. Any determination as to competency shall be made by appropriate GMCS staff.

12. Code Compliance: Services must meet Federal, State, and Local Codes of Regulations.

13. Permits, Licenses, Certifications: Contractor shall be properly trained, licensed, and/or certified for the work required, and where applicable, shall obtain all necessary permits, licenses or certifications required, pay any fees and furnish upon request of the District.

14. Purchase Orders: ALL SERVICES PURCHASED MUST HAVE A VALID, SIGNED PURCHASE

ORDER. Contractor(s) shall be responsible for ensuring that no orders are accepted without an authorized GMCS Purchase Order. The Purchase Order will reflect bid pricing and Vendor Invoice will match the Purchase Order. All Purchase Orders correlating to an existing order are for a one-time purchase and may NOT be reused.

a. CHANGES: If requested, changes or modifications to an order may be made before fulfillment ONLY when authorized by the Procurement Office. The vendor shall not move forward with any changes until after receiving a Signed, Revised Purchase Order. Failure to comply with this paragraph will be cause for the District not to honor the invoice.

15. Payment or Acceptance Not Conclusive: Vendor will supply the District with invoice(s) for payment. No payment made under this contract shall be conclusive evidence of the performance of this contract, either wholly or in part, and that no payment made for the delivery of the items in whole or in part shall be construed as an acceptance of defective work or improper materials, nor relieve the Bidder from corrections of the defects. The final acceptance shall not be binding upon the District, nor conclusive, should it subsequently develop the bidder has furnished inferior items or had departed from the Specifications and/or the terms of the Contract. Should such conditions become evident, the District shall have the right, notwithstanding final acceptance and payment, to cause the item(s) to be properly furnished in accordance with the Specifications (and drawings, if any) at the cost and expense of the Bidder.

16. Price Adjustments/Escalation: Price adjustment shall be limited to actual increased costs in labor or materials and shall only be permitted at contract renewal, on the contract anniversary date. In the event of an unusual product, fuel, or wage rate increase, and escalation request will be reviewed on an individual basis. All requests for a price increase shall be in writing to the District.

Effective dates for an actual cost increase will be the date of the District’s written approval for the increase. This measure is not intended to allow any increase in profit margin, only to compensate for an actual, documented cost increase.

a. To facilitate prompt consideration, all request for cost increase must include:

i. Contract Item or Service

ii. Current Price/Rate

iii. Proposed New Price/Rate

iv. Supporting Documentation such as Supplier notification of price increase.

17. Insurance: Bidder shall provide a Certificate of Liability Insurance. Certificate shall name GMCS as additional insured and be furnished upon award of contract.

18. Final Examination and Acceptances: When all work called for under this contract has been completed, appropriate GMCS personnel will make a thorough examination of the same and if it is found to comply with the requirements of the contract it will be accepted and final payment will be made.

19. Mobilization/Mileage: Mileage is based on one-way, one time for assigned projects. Mobilization

(mileage) will be paid to Contractor to locations 10 miles outside of the Gallup Corporate City Limits.

The intent is for the Contractor to service an entire geographic area and change mileage based on one-trip to the area. The following are the distances as adopted by the Board of Education.

Area Miles

Crownpoint, New Mexico 58

David Skeet Elementary 17

Navajo, New Mexico 47

Ramah, New Mexico 45

Thoreau, New Mexico 32

Tohatchi, New Mexico 29

Tse Yi Gai High 103

Twin Lakes Elementary 15

20. Market Rates: A thorough market analysis will be conducted to determine the competitiveness of bids received. Any bids determined to contain unreasonable or above market service rates will be rejected as non-competitive. Bidders are strongly encouraged to submit competitive pricing for best consideration.

Scope of Work Vermin, Rodent and Pest Control

I. Services

a. Vermin, rodent, and pest control for District properties includes but is not limited to:

1. Treatments, applications for the purpose of managing, controlling, mitigating, repelling, preventing, eradication and extermination of vermin, rodent, and pest control in buildings and immediately surrounding the exterior of all buildings.

2. Insects of crawling and flying populations, including ant, spiders, beetle, cockroaches, centipedes, termites, fleas, ticks, bees, wasp, hornets, scorpions, crickets, black widow, brown recluse, with control measures to include fogging, bombing, flushing, deodorizing, spray and treatments.

3. Vermin, snake, rat, mice, prairie dog and rodents control measures including bait stations, glue boards, snap traps, treatments and traps.

4. Include removal and clean-up of any type of pest feces, urine, or other bodily waste as well as any nesting materials and structures that might be present.

5. Other services directly related to pest and rodent control that may be requested and are within the awarded contractor’s capability to provide.

6. Interior spray of insects will be odorless, safe and effective and applied on all baseboards, around cabinets, in cracks and crevices, and wherever else insects may nest or inhabit. Dusting chemicals may be applied in areas that are hard to reach or could be refuge for insects.

7. Exterior spray will be applied to eaves, windowsills, doorways, parking areas, sidewalk/walkway areas, patios, and other areas of the exterior that is determined as necessary. Treatment area shall include within two (2) feet of the exterior structures.

8. Bait stations will be placed or applied for the control of vermin and rodents where deemed necessary or evidence indicates the need for control measures. Eliminate infestations and prevent re-infestation.

b. Services shall include as-needed, inspection, assessment, treatment or extermination services as well as seasonal preventative services within operating hours or by the urgency of the District. Contractor shall notify the Facilities Custodial Supervisor prior to visit. Regularly scheduled services may be requested by the District for any location.

c. Services shall be quoted at the rates provided in the bid pricing tables in the resulting contract. The District may order materials, services and emergency visits.

d. The Contractor shall possess the willingness to be customer oriented and have the ability in providing good customer service.

e. Subcontractors/Consent the use of subcontractors is allowed. The prime contractor shall be wholly responsible for the entire performance of the contractual agreement whether or not subcontractors are used. Additionally, the prime contractor must receive approval in writing from the District awarding resultant Contract before any subcontractor is used during the term of this agreement.

f. The Contractor will keep a record of chemicals and bait stations used within each building and will furnish the District a detailed report of these records along with invoicing containing any warnings or further recommendations, etc. When ordered, services shall be made within a reasonable amount of time, if a service is not within a requested timeframe, GMCS reserves the right to utilize the next best source.

g. The District may request more frequent preventative services as funding and budgets permit.

h. Contractor shall adhere to the following minimum standards and regulations, as appropriate to both the task and the facility where they are performing the task: x New Mexico Pesticide Control Act (NMPCA) –Chapter 76, Article 4, Sections 1 through 39 [New Mexico Statutes Annotated (NMSA) 1978, 76-4-1 to 39] x Regulatory Order No. 4

– Regulatory Orders of the Board of Regents of New Mexico State University (NMSU), New Mexico Administrative Code (NMAC) 21.18-19; applies to jobs requested by NMSU and/or for NMSU facilities and buildings x Regulatory Order No. 5 – Definitions, Licensing, Equipment Inspections, Record Keeping of Pesticides by Regulated Applicators. (NMAC 21) x Regulatory Order No. 7 – Establishes Financial Responsibility of Commercial Applicators (NMAC 21) x New Mexico Department of Agriculture (NMDA) Rule No. 89-2 – Restricted Use Pesticides (NMAC 21.17.56) x 29 Code of Federal Regulations (CFR) Part 1910, Occupational Safety and Health Administration (OSHA) x Manufacturer’s Material Safety Data Sheets (MSDS) for the pertinent chemicals being used for the job x Any and all Specifications/Requirements pertaining to the Scope of Work defined in this ITB for Pest Control Services.

II. Responsibilities

a. Contractor to utilize trained personnel with the proper safety certification and other certification or licenses necessary for performance of the contract.

b. No chemical or product shall be used in any manner inconsistent with its labeling.

c. MSDS sheets shall be supplied to the using department for all chemical applied.

d. All products utilized shall be properly registered and labeled for the control of the pest which they are being applied.

e. Contractor shall be responsible for the safe and quality assurance of applicable use and application of chemicals and materials used in operation of program and shall take all necessary precautions to prevent injury to everyone in the buildings.

f. Contractor is an independent contractor and no employee or agent of the Contractor shall be deemed for any reason to be an employee or agent of Gallup-McKinley County Schools.

g. All Contractors, Sub-Contractors and workers shall pass a background check, prominently display an identification badge while providing services, sign-in, to include date and time, with the front desk of all District locations for appropriate staff to be notified; sign-out, to include date and time, each day of the project.

h. The Contractor shall provide dependable equipment, supplies, tools, transportation and materials necessary to perform in-scope services.

i. All vermin, rodent, and pest removed in the execution of any work order or project shall be properly disposed of in accordance with all applicable local, state and federal regulation. Be responsible for all clean-up of materials at the job site(s) resulting from the performance of any work on a daily basis. If any question arises about disposal, it will be the contractor's responsibility to notify the District for instructions.

III. Locations

a. The local locations are within 10 miles of the Gallup Corporate City Limits and no mobilization/mileage will be allowed.

b. Locations outside the Corporate City Limits. Mobilization/mileage allowed.

c. GMCS reserves the right to add or delete locations as needed.

1. GMCS will notify Contractor of the changes as needed and confirm in writing.

IV. Insurance:

a. Contractor is required to submit insurance prior to commencing services under this bid, including Commercial Liability, Automotive and Property Damage, Liability Insurance, and Workmen’s Compensation Insurance if required by law.

b. Contractor shall indemnify and hold harmless the District, its officers and employees against liability, claims, damages, losses, or expenses arising out of bodily injury to persons or property damage caused by or resulting from Contractor's and/or their employees’ own negligent acts or omissions arising under this Statewide Price Agreement. This “Save Harmless and Indemnification Clause” is subject to and is not intended to waiver or limit in any way the immunities, provisions, and limitations of the Tort Claims Act (§41-4-1, et seq., NMSA 1978 comp., §57-7-1 NMSA 1978 comp.) and any amendments hereto.

It is specifically agreed between the parties executing this District Price Agreement that it is not intended by any of the provisions of the District Price Agreement to make the public or any member thereof a third party beneficiary or to authorize anyone not a party to the District Price Agreement to maintain a suit for wrongful death, bodily and/or personal injury to persons, damage to properties and/or any other claims whatsoever arising under the provisions of this District Price Agreement.

c. Contractor shall obtain and maintain throughout the life of this contract insurance, at contractor's expense. Contractor shall name GMCS as additional insured (Certificate Holder) and include an endorsement by the insurer that the policy may not be cancelled nor allowed to lapse without ten (10) days’ notice thereof first being given to GMCS.

d. Worker’s Compensation: The Contractor shall maintain adequate Workman’s

Compensation insurance in accordance with the provisions of the Worker’s Compensation Act of the State of New Mexico.

e. Other Required Coverage: The Contractor shall maintain Public Liability and Property Damage Insurance as to protect the Contractor and GMCS for all claims for damages, personal injury, wrongful death as well as claims for property damages which may arise from work covered under this contract, as such work be performed by anyone directly or indirectly employed by the Contractor. The type and amount of insurance required are as follows:

i. Damage to or destruction of property - $100,000.00.

ii. Damages other than property as permitted under the New Mexico Tort Claims Act

- $300,000.00

iii. Claims - $500,000.00

f. Commercial General Liability Insurance with combined limits of liability for bodily injury or property damage as follows:

i. $1,000,000.00 Per Occurrence

ii. $2,000,000.00 Policy Aggregate

iii. $1,000,000.00 Products Liability/Completed Operations

iv. $1,000,00000 Personal and Advertising Injury

v. $50,000.00 Fire Legal

vi. 5,000.00 Medical Payments

Said Policy of Insurance must include coverage for all operations performed for GMCS by the Contractor and Contractual Liability Coverage shall specifically insure the hold harmless provisions of the Contract (Agreement).

g. Automobile Liability Insurance: A comprehensive automobile liability insurance policy with liability limits in amounts not less than $1,000,000 combined single limit of liability for bodily injury, including death, and property damage in any one occurrence. The policy must include coverage for the use of all owned, non-owned, hired automobiles, vehicles and any and all other equipment owned and non-owned, both on and off the work site.

h. Certificates, renewals, and notices of cancellation shall be sent to:

Gallup McKinley County Schools Procurement Office P.O. Box 1318 Gallup, NM 87301-1318

V. Qualifications and Experience – A brief Questionnaire and Reference Form is provided in Bonfire that must be completed and submitted with the bid. Questions cover the following topics:

a. A brief history of the company’s experience delivering in-scope services.

b. Number of years in business.

c. Total number of employees working for the company.

d. Brief description of the company’s approach, methodology, tools, transportation and equipment used and available to provide in-scope services.

e. Stated exclusions or limitations to providing services, if requested.

f. Reference Form completed with three current or recent clients (within past 12 months), including the type of services provided and the primary contact’s name, phone number, and email address.