Countywide_Pest_Control_Services.pdf

REQUEST FOR PROPOSAL

2025-RFP-0016

COUNTYWIDE PEST CONTROL SERVICES

County of Sacramento

9660 Ecology Lane

Sacramento, CA 95827

RELEASE DATE: August 8, 2025

DEADLINE FOR QUESTIONS: August 28, 2025

RESPONSE DEADLINE: September 19, 2025, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/saccounty https://secure.procurenow.com/portal/%7bproject.government.code%7d

County of Sacramento

REQUEST FOR PROPOSAL

Countywide Pest Control Services

1. Definitions

2. Introduction

3. Proposer's Instructions

4. Basis for Award

5. Final Acceptance

6. Project Details

7. Vendor Submissions

8. Pricing Table

9. Sacramento County Standard Terms and Conditions

10. Additional Terms and Conditions

11. Environmental Purchasing Policy

12. Insurance Requirements for Contractors

13. Good Neighbor Policy

Request for Proposal #2025-RFP-0016 Title: Countywide Pest Control Services

1. Definitions

Response:The written, signed and sealed complete document(s) submitted according to the proposal instructions. Response does not include any verbal or documentary interaction apart from submittal of a formal Response.

Request/Proposal/Bid: The completed and released solicitation, including all subsequent addenda, made publicly available to all prospective proposers.

We/Us/Our: Terms that refer to the County of Sacramento, a duly organized public entity. They may also be used as pronouns for various subsets of the County organization, including, as the context will indicate:

• Purchasing - the Contracts and Purchasing Services Division of the Department of General

Services.

• Department/Division – The department or division requesting the goods or services contained in this request, for which this PROPOSAL is prepared and which will be the end user of the requested goods or services.

• Constituency – the client base or County population which may benefit from the procurement of goods and/or services requested herein.

You/Your: Terms that refer to businesses/individuals submitting a response. The term may apply differently as the context will indicate.

• Supplier - A business entity engaged in the business of providing services.

• Proposer - A business entity submitting a Response to this proposal. Suppliers which may express interest in this proposal, but who do not submit a Response, have no obligations with respect to the proposal requirements.

• Contractor - The Proposer(s) whose Response to this proposal is evaluated as meeting the needs of the County. Contractor(s) will be selected for award, and will enter into a contract(s) for provision of the services described in this proposal.

• Contractor’s Employee - All persons who can be offered to provide the services described in the proposal. All employees of the Contractor shall be covered by the insurance programs normally provided to persons employed by a company (ex: Worker’s Comp, SDI, etc.).

Mandatory: A required element of this request/proposal/bid. Failure to satisfy any element of this request/proposal/bid defined as “mandatory” will disqualify the particular response.

Default:A failure to act as required by any contract resulting from this request, which may trigger the right to sue or may excuse the other party's obligation to perform under the contract.

Cancellation/Termination:A unilateral or mutual decision to not complete an exchange or perform an obligation under any contract resulting from this request.

“Or Equal”: A statement used for reference to indicate the character or quality desired in a requested product or service. When specified in a proposal document, equal items will be considered, provided the response clearly describes the article. Offers of equal items must state the brand and number, or level of quality. When brand, number, or level of quality is not stated by proposer, the offer will be considered exactly as specified. The determination of the Purchasing Agent as to what items are equal is final and conclusive.

2. Introduction

2.1. Summary

The County of Sacramento is seeking proposals from qualified pest control service providers to deliver comprehensive pest management services across all county facilities. The goal is to maintain a pest-free environment that ensures the health and safety of County employees, residents, and visitors.

Sacramento County is a diverse and dynamic community located in California's Central Valley. The

County encompasses a range of urban, suburban, and rural areas, each with unique pest control needs.

Our County facilities include government offices, public buildings, parks, recreational areas, healthcare centers, and correctional health facilities. These facilities are critical to the daily operations and services provided to our residents, visitors, and employees.

The purpose of this Request for Proposal (RFP) is to engage a qualified pest control service provider to implement an Integrated Pest Management (IPM) program that focuses on long-term pest prevention and control. The selected contractor(s) will be responsible for delivering high-quality pest control services that are environmentally friendly, effective, and compliant with all local, state, and federal regulations.

This RFP aims to establish multiple contracts. There is no guaranteed purchasing volume for any awarded Contractors(s) resulting from this RFP. Due to the multi-year nature of these services, the

County’s needs may fluctuate in response to seasonal pest trends, emergent infestations, changes in facility usage, and evolving environmental conditions. Additionally, overall usage will vary based on economic factors and budgetary allocations throughout the contract term.

The initial contract period is estimated to be January 1, 2026, through December 31, 2026, with the option to extend for up to four additional one-year increments through December 31, 2031, pending

Sacramento County Board of Supervisors approval. The contract will be subject to the same terms and conditions upon execution by the Contract and Purchasing Services Division.

This RFP is part of a cooperative purchasing agreement through the Lead Participating Agency, County of

Sacramento, for SCoPA (Sacramento County Procurement Alliance), a collaboration that allows the

County and other Governmental, Educational, and Non-Profit entities to benefit from collective purchasing power. As a result, any selected bid may be utilized by additional participating entities, providing expanded visibility and potential for additional opportunities.

2.2. Contact Information

Maria Cojocari

Contract Services Officer

9660 Ecology Lane

California, CA 95827

Email: cojocarim@saccounty.gov

Phone: (916) 876-6363

Department:

DGS: CAPSD - Procurement mailto:cojocarim@saccounty.gov tel:(916)876-6363

Department Head:

Brandalyn Tramel

Purchasing Agent

2.3. Timeline

Release Project Date August 8, 2025

Question Submission Deadline August 28, 2025, 2:00pm

Submission Deadline September 19, 2025, 2:00pm

3. Proposer's Instructions

General Format: Respond to all requests for information and completion of forms contained in this

Request for Proposal. You may use additional sheets as necessary. A qualifying response must address all items. Brochures and advertisements will not be considered a complete reply to requests for information and will not be accepted as such. Proposer is solely responsible for accuracy and completeness of proposal response and for electronically separating confidential documents when submitting their response through SacCountyEbids. Responses considered incomplete may be rejected.

Alteration of Proposal Text: the original text of this proposal document, as well as any attachments, amendments or other official correspondence related to this proposal document, may not be manually, electronically or otherwise altered by proposer or proposer’s agent(s). Any response containing altered, deleted, additional or otherwise non-original text will be disqualified.

Preparation of Response:

A. All responses must be signed by an authorized officer or employee of the responder.

B. Responses must be submitted prior to the specified date and time, using the SacCountyEbids.

Responses delivered by hand, fax, telephone, e-mail, or any postal carrier will not be accepted. If bidder uploads a file to SacCountyEbids, it is bidder responsibility to ensure the file is not corrupt or damaged. If County is unable to open an attachment because it is damaged, corrupt, infected, etc., it may disqualify bidder’s submission. See this training guide for guidance entering your online response.

C. Time of delivery must be stated as the number of calendar days following receipt of the order by the proposer to receipt of the goods or services by the County.

D. Time of delivery may be a consideration in the award.

E. Prices will be considered as net if no cash discount is offered. If a discrepancy between the unit price and the item total exists, the unit price prevails.

F. Shipping Terms: N/A; Payment Terms: NET/30.

Confidential Information/Public Record: All responses become property of the County. All responses, including the accepted proposal and any subsequent contract, become public records per the requirements of the California Government Code, Sections 6250 -6270, “California Public Records Act”.

Proprietary material must be clearly marked as such. Pricing and service elements of the successful proposal are not considered proprietary information.

The County will treat all information submitted in a proposal as available for public inspection once the

County has selected a contractor. If you believe that you have a legally justifiable basis under the

California Public Records Act (Government Section 6250 et. seq.) for protecting the confidentiality of any information contained within your proposal, you must identify any such information, together with the legal basis of your claim in your proposal, and present such information separately (see "Confidential" section in Vendor Submissions) as part of your response package.

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The final determination as to whether the County will assert your claim of confidentiality on your behalf shall be at the sole discretion of the County. If the County makes a determination that your information does not meet the criteria for confidentiality, you will be notified as such. Any information deemed to be non-confidential shall be considered public record.

4. Basis for Award

This proposal award will be determined by factors other than price alone. The County’s sole purpose in the evaluation process is to determine from among the Responses received, which one is best suited to meet the County’s needs. Any final analysis or weighted point score does not imply that one proposal is superior to another, but simply that in our judgment the proposal(s) we select offer(s) the best overall solution for our current and anticipated needs. The County reserves the right to make modifications to any scoring and/or weight structure prior to the evaluation of responses. The responses will remain sealed during the proposal evaluation period, and will be made available for public inspection upon notice of proposal award.

Bid responses will be considered valid for a period of 180 calendar days after bid closing date above.

Note: All specifications, terms and conditions of this request will apply to any resulting order.

4.1. Scoring Criteria

Proposals will be evaluated by a County review panel using a weighted scoring system based off the following evaluation criteria. Contract(s) will be awarded to the highest scoring proposer(s).

Pricing & Cost Competitiveness: Clarity, completeness, and competitiveness of pricing across all categories. Includes volume discounts and optional services.

Experience & Past Performance: Demonstrated success providing IPM services to government, healthcare, or institutional clients. Includes references, contract history, and pest control outcomes.

Qualifications & Staffing: Licensing, certifications, and adequacy of staffing. Includes account management structure and technician qualifications.

Technical Approach & IPM Strategy: Proposed methods of implementing IPM, including prevention, monitoring, treatment, and adaption for sensitive environments.

Reporting & Deliverables: Ability to meet reporting expectations, including monthly summaries, emergency logs, and site-specific IPM plans.

Transition Plan: Quality and feasibility of the proposed transition plan, including onboarding, site walkthroughs, and continuity of service.

Emergency Response Capability: Capacity to respond to urgent pest issues within 24 hours, including communication protocols and staffing availability.

Risk Assessment: Based on responses to the risk assessment questionnaire.

Technology & Innovation: Use of digital tools, GPS tracking, monitoring software, and innovative service enhancements.

4.2. Additional Considerations

During the course of evaluations, the Evaluation Committee may:

A. Choose to contact officials from other jurisdictions regarding the Proposer, their prior work experience, and their ability to successfully complete the scope of services.

B. Request clarification or additional information from a Proposer in order to assist in the evaluation process. This process may not be used as an opportunity to submit missing documentation, change pricing, or make major revisions to the original response.

C. Require changes in the scope of services, as deemed necessary by the County, before Contract execution.

D. References will be contacted by email only; the County will make up to three (3) contact attempts, and failure to receive a response may result in a lower score for the reference evaluation category.

5. Final Acceptance

Equipment/Supplies/Services

The County of Sacramento will agree to final acceptance only after the supplied equipment, product or service is tested and is found to perform within acceptable standards of operation, is in compliance with all published and implied performance standards, and is considered by the County to be ready for practical application.

6. Project Details

6.1. Important Instructions for Electronic Submittal

The County is accepting electronic bid submissions. Bidders shall create a FREE account with OpenGov

Procurement by signing up at Sign Up (opengov.com). Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic bid.

6.2. 1. Background:

Sacramento County has identified the need for a comprehensive and adaptable pest control program to address diverse and evolving pest challenges across its facilities. While previous efforts focused on routine inspections and treatments, a more systematic and integrated approach is now necessary to achieve sustainable results. The selected contractor(s) will be expected to enhance the County’s ongoing pest control strategies through both long-term service delivery and short-term assignments as needed.

This includes responding to urgent pest issues, seasonal fluctuations, or specialized facility requirements.

6.3. 2. Objectives:

The primary objectives of this RFP are as follows:

• To ensure a pest-free environment in all Sacramento County facilities, thereby safeguarding the health and well-being of County employees, residents, and visitors.

• To implement a proactive IPM program that emphasizes prevention, monitoring, and control strategies.

• To maintain compliance with all relevant regulations and safety standards in the provision of pest control services.

• To establish a collaborative partnership with the selected contractor(s) to address and resolve pest-related issues efficiently and effectively.

• To provide transparent and accurate reporting of pest control activities and outcomes.

6.4. 3. Contractor Qualifications and Requirements:

Contractors responding to this RFP must meet the following minimum qualifications to ensure the safe, effective, and professional delivery of pest management services throughout Sacramento County facilities:

A. Licensing and Certification o Possess a valid and active California Structural Pest Control license.

o Employ certified Qualified Applicators licensed through the California Department of

Pesticide Regulation (DPR).

https://procurement.opengov.com/signup o Maintain all necessary business licenses and permits to operate within the State of

California.

B. Experience o A minimum of five (5) years of verifiable experience providing integrated pest management

(IPM) services for large-scale, multi-site governmental, healthcare, or institutional clients.

o Demonstrated knowledge of pest behaviors relevant to Central Valley environments and ability to adapt treatment plans accordingly.

C. Staffing and Supervision o Provide a dedicated account manager who will serve as the primary liaison with County departments.

o Employ sufficient and qualified field personnel to deliver consistent and timely service to all designated facilities.

D. Insurance and Legal Compliance o Provide proof of general liability insurance, workers’ compensation, and auto liability insurance meeting County minimum thresholds subject to contract award.

o Comply with all applicable federal, state, and local health, safety, labor, and environmental regulations.

E. Technical Capabilities o Utilize modern service management tools as available, including:

▪ Real-time digital service logs

▪ GPS-tracked technician visits

▪ Monitoring and reporting software (cloud-based)

▪ Automated reports for missed visits or anomalies o Ability to generate monthly reports and real-time records on pest activity and treatment history.

F. References o Provide at least three (3) recent references from clients of similar scope and complexity, including contact information and contract details.

G. Cooperative Participation AgreementThis RFP is part of a cooperative purchasing agreement through the Lead Procurement Agency (LPA), County of Sacramento on behalf of SCoPA

(Sacramento County Procurement Alliance, a collaboration that allows the County and other

Governmental, Educational, and Non-Profit entities to benefit from collective purchasing power.

As a result, any selected bid may be utilized by additional participating entities, providing expanded visibility and potential for additional opportunities. Optional National

ComplianceThis RFP is issued in accordance with the regulations and requirements of the State of California and is primarily intended for services within this state. However, respondents interested in providing services outside of California under this contract must demonstrate their ability to comply with the applicable local, state, and federal regulations of any additional states where services may be provided. Compliance with equivalent regulations in other states will be required for those bidders seeking to expand their service offerings nationally. Eligibility

Requirements - Optional Licensing and Compliance Across States Proposers interested in being considered for business outside of California must possess or demonstrate the ability to obtain all necessary local, state, and federal certifications and permits required not only in California but also in any other states where they propose to offer services.

6.5. 4. Scope of Work:

This RFP includes requirements that are specific to the needs of the County, as well as potential

Cooperative Participants. Cooperative Participants may request variations of the services requested, as long as such requests remain within the general scope.

The County seeks comprehensive solutions for managing, controlling, mitigating, eradicating, and repelling pests that align with Integrated Pest Management (IPM) principles. Proposers are encouraged to offer a full range of services, technologies, and eco-conscious practices that meet or exceed the

County’s pest control needs.

The selected contractor(s) will be responsible for providing the following services:

A. Inspection and Assessment

The Contractor shall conduct initial and regularly scheduled inspections of County-operated facilities as requested by County Departments, including both interior and exterior spaces, to identify signs of pest activity and conditions conducive to infestations.

Initial Service Visit:

o During the initial visit, the Contractor shall walk each site with facility staff (if available) to assess the physical layout, risk areas, and pest trends.

o The Contractor shall determine and document the most effective integrated pest control methods appropriate for each facility.

o At the Contractor’s discretion, the initial service may include:

▪ Application of approved pesticides to interior and/or exterior perimeter areas

▪ Placement of bait stations, traps, or exclusion devices in high-risk areas o The Contractor shall also evaluate and document environmental or operational factors contributing to pest activity (e.g., excess moisture, unmanaged vegetation, food debris, or waste handling practices).

Routine/Follow-Up Visits:

o During recurring visits, the Contractor shall:

▪ Reapply pesticides as needed based on pest activity levels and site conditions

▪ Empty, maintain, or replace traps and monitoring devices

▪ Monitor pest activity trends and adjust treatment strategies accordingly

Service frequency may vary by location and will be determined based on site-specific needs, pest pressure, and departmental requirements. Some facilities may require weekly visits, while others may be serviced monthly or at alternate intervals as agreed upon with the County.

Follow-Up Service Policy:

o No-Cost Follow-Ups: If pest control services are found to be incomplete, ineffective, or improperly performed due to Contractor error or negligence, the Contractor shall provide follow-up visits at no additional cost to the County to ensure proper control and mitigation prior to the regular scheduled routine visit.

o Additional-Cost Follow-Ups: Follow-up services requested for new locations, expanded service areas, or new pest issues not previously covered under the routine scope shall be billed separately, subject to prior written approval by the County.

B. Integrated Pest Management (IPM)

The Contractor shall implement an IPM program that emphasizes prevention, monitoring, and targeted control. IPM services must:

o Use least-toxic, environmentally responsible methods whenever possible, and only those approved by EPA (U.S. Environmental Protection Agency) and California DPR (California

Department of Pesticide Regulation), applied per labeled instructions.

o Prioritize non-chemical controls and exclusion techniques o Adapt treatments for sensitive environments (e.g., clinics, kitchens, childcare centers) o Provide education and guidance to County staff on IPM best practices upon request

C. Treatment and Control

The Contractor shall provide effective treatment and/or removal for pests commonly covered under

IPM, including, but not limited to:

Pests Covered Under Base IPM Services o Rodents: Norway rats, roof rats, house mice, deer mice o Insects: Ants, cockroaches, flies, silverfish, crickets, beetles (non-wood-destroying) o Spiders: Common house spiders, wolf spiders o Stinging Insects: Wasps, hornets, yellowjackets (basic nest removal) o Stored Product Pests: Indian meal moths, grain weevils o Occasional Invaders: Centipedes, millipedes, earwigs, stink bugs

Treatments must use approved pesticides and methods, minimize exposure to people and pets, and comply with all safety regulations.

Specialty Pest Services (Priced Separately)

The following pests require specialized treatment and must be priced separately as firm fixed prices per treatment:

o Termites (subterranean, drywood) o Bed Bugs o Mosquitoes, Fleas, Ticks o German Cockroach infestations (advanced or severe cases) o Birds and Bats (e.g., pigeons, starlings, sparrows, exclusion work) o Wildlife: Raccoons, squirrels, opossums, snakes o Wood-Destroying Beetles: Powderpost beetles, carpet beetles o Stinging Insects: Bees (e.g., honeybees, carpenter bees – if protected or inaccessible) o Other Pests as mutually agreed upon by Contractor and Contract Holder

Specialty services must include labor, materials, equipment, and follow-up (if applicable), and be invoiced separately from base IPM services. Any required follow-up visits related to specialty services shall adhere to the procedures and conditions outlined in the Routine/Follow-Up Visits above (Section 4

Scope of Work "A").

The list of pests identified in this Scope of Work is not exhaustive; services may include additional pest species as encountered or requested by the County, provided they fall within the Contractor’s licensed capabilities and regulatory compliance.

D. Monitoring and Reporting

The Contractor shall:

o Regularly monitor pest activity in all county facilities using a combination of visual inspections, trapping, and monitoring devices.

o Real-time digital service logs, GPS-tracked technician visits, and cloud-based monitoring shall be used to verify service delivery and enhance accountability, and must be made accessible to the County upon request at any time.

o Keep detailed records of all pest control activities, including inspection dates, treatment methods, pest activity levels, and any recommendations for improvements.

o Provide monthly reports to County Department Contacts or as requested summarizing pest control efforts, treatment outcomes, and any areas of concern.

o Maintain an open line of communication with county staff to address any pest-related issues promptly and effectively.

E. Emergency Services

The Contractor shall provide rapid-response pest control services for urgent, one-time situations that pose immediate health, safety, or operational risks. These may include:

o Significant infestations o Pest-related health and safety threats o Property damage or unexpected pest activity o Wildlife intrusion (e.g., raccoon in an office) o Stinging insects near public entrances o Rodents in food service areas

Emergency service requests must be addressed within 24 hours of notification. Contractors shall:

o Provide multiple reporting channels (e.g., phone, email, cloud-based software) o Designate a dedicated emergency contact for County personnel o Document and invoice emergency services separately from recurring services

6.6. 5. Performance Standards and Evaluation:

Sacramento County is committed to ensuring high-quality, effective, and transparent pest management across all facilities. The selected contractor(s) will be evaluated on the following performance standards throughout the term of the contract:

A. Service Quality and Effectiveness o Measurable reduction of pest sightings and incidents across all treated facilities.

o Timely and appropriate treatment interventions, including adherence to IPM protocols.

o Effective response to facility-specific pest issues, particularly in sensitive environments.

B. Response Time o Non-emergency service calls addressed within 72 hours of initial request, or as otherwise agreed upon by requesting County Department.

o Emergency or urgent service calls responded to within 24 hours, or as otherwise agreed upon by requesting County Department.

C. Compliance and Safety o Strict adherence to local, state, and federal regulations regarding pesticide application, safety protocols, and documentation.

o Proper use, handling, storage, and disposal of all materials in compliance with the California

Department of Pesticide Regulation (DPR) and U.S. EPA standards.

D. Reporting and Documentation o Monthly summary reports delivered to County staff on time and in agreed-upon formats.

o Real-time digital service logs, GPS-tracked technician visits, and cloud-based monitoring.

o Accurate service logs with specific treatment details, pest activity data, and recommendations.

o Proactive communication regarding pest trends, site access issues, or service limitations.

E. Professional Conduct o Courteous, respectful, and professional behavior by all contractor personnel.

o Compliance with all County site rules, including check-in/check-out procedures as requested by the County department.

F. Contractor Review and Feedback o County reserves the right to conduct periodic performance reviews and site audits.

o Contractor performance will be assessed using:

▪ County staff feedback

▪ Service log accuracy

▪ Responsiveness to communication

▪ Compliance with scope, schedule, and invoicing protocols

Failure to meet performance standards may result in corrective action, issuance of a formal notice to cure, and/or contract termination, in accordance with County contract terms and conditions.

6.7. 6. Deliverables and Reporting Expectations:

The selected contractor(s) shall provide the following deliverables and reports throughout the contract term. These items must be submitted in a timely manner, in formats agreed upon with the County, and shall be used to evaluate service effectiveness and ensure compliance with contract requirements.

A. Initial Site Assessment Report

• Submitted within five (5) business days of the initial site visit

• Includes:

o Pest activity findings o Environmental or operational risk factors o Recommended treatment plan o Preventive care schedule o Facility-specific IPM strategy

B. Monthly Service Reports

• Submitted to designated County department contacts

• Includes:

o Dates and locations of service visits o Pest activity levels and trends o Treatment methods and materials used o Trap and monitoring device status o Recommendations for sanitation, exclusion, or operational changes o Any follow-up actions taken or scheduled

C. Emergency Service Logs

• Submitted within 48 hours of emergency response

• Includes:

o Nature of the emergency (e.g., infestation, health risk) o Response time and personnel involved o Treatment actions taken o Materials and equipment used o Outcome and follow-up recommendations

D. Annual Summary Report

• Submitted at the end of each contract year

• Includes:

o Overview of pest control activities across all serviced facilities o Summary of pest trends and seasonal fluctuations o Effectiveness of IPM strategies o Recommendations for program improvements o Summary of training or education sessions conducted

E. Digital Service Logs

• Accessible to County staff

• Includes:

o Technician check-in/check-out times o GPS tracking of service locations o Real-time updates on pest activity and treatments o Historical service data archive

F. Incident Reports

• Submitted for any service-related incidents, such as:

o Accidental exposure to pesticides o Property damage o Safety violations

• Includes corrective actions taken and preventive measures implemented

The Contractor shall submit all required reports and deliverables in a timely manner and in formats approved by the County. Failure to provide accurate and complete documentation may result in performance penalties or contract review. The County reserves the right to request additional reports or data as needed to support program oversight and compliance.

6.8. 7. Pricing:

The County seeks competitive and transparent pricing for Integrated Pest Management (IPM) services across a variety of facility types and service needs. Contractors shall provide detailed pricing for each category listed below. All pricing must be submitted in the units of measure (UOM) specified and reflect firm fixed rates unless otherwise noted. Pricing must include all labor, travel, equipment, materials, and reporting unless explicitly excluded.

A. Initial Site Visit (One-Time Fee)

Contractors shall provide pricing for an initial site visit to each facility, which includes a comprehensive assessment of pest activity, identification of target pests, and development of a recommended treatment and prevention plan.

• Basic treatment may be performed during the initial visit if deemed appropriate and approved by the County representative.

• All findings must be documented and submitted within five (5) business days or as requested by the County Department.

Pricing Entries:

• Initial Site Visit Assessment (One-Time Fee) — UOM: Cost per visit

• Initial Site Visit Assessment and Treatment (One-Time Fee) — UOM: Cost per visit

B. Facility Size-Based Pricing (Recurring Service Fee)

Contractors shall provide fixed per-visit pricing based on facility square footage. Pricing must be scalable across the following tiers and reflect the scope of service required. Service frequency may vary by facility depending on pest pressure, occupancy, and environmental conditions.

Total Monthly Cost = Fixed Rate Per Visit × Number of Visits per Month

Pricing Tiers:

• Up to 5,000 sq. ft. — Fixed Rate Per Visit

• 5,001 – 15,000 sq. ft. — Fixed Rate Per Visit

• 15,001 – 50,000 sq. ft. — Fixed Rate Per Visit

• 50,001 – 100,000 sq. ft. — Fixed Rate Per Visit

• 100,001 – 200,000 sq. ft. — Fixed Rate Per Visit

• 200,001 – 350,000 sq. ft. — Fixed Rate Per Visit

• 350,001+ sq. ft. — Quoted Separately

For facilities exceeding 350,001 sq. ft., pricing shall be quoted individually based on site-specific requirements, service complexity, and County approval.

C. Specialty Pest Services

The County may require pest control services beyond the scope of routine IPM. These services must be priced separately and submitted as firm fixed prices per treatment, based on clearly defined service units. Pricing must include all labor, travel, materials, equipment, and reporting.

Specialty Pests:

• Termites

• Bed Bugs

• Rodents (Advanced)

• Birds/Bats

• Mosquitoes

• German Cockroaches (Advanced)

Specialty services must be invoiced separately and may be requested on an as-needed basis. Contractors may attach supporting documentation or service descriptions. The

County reserves the right to negotiate pricing for services not listed or for facilities exceeding the defined unit size.

D. Emergency or On-Call Services

Contractors shall provide pricing for urgent pest control services that fall outside of regularly scheduled visits. These services must be available within 24 hours of notification and may occur during evenings, weekends, or holidays.

Pricing Entries:

• Regular Business Hours Emergency Response Rate — UOM: Fixed Rate per Hour

• After-Hours, Weekend, or Holiday Response Rate — UOM: Fixed Rate per Hour

E. Materials & Equipment

Contractors shall provide pricing details for any materials, products, or equipment not included in the base service. This includes bait stations, monitoring devices, traps, and specialty treatments. If applicable, vendors should specify any discounts offered or provide itemized pricing for commonly used products.

Pricing Entry:

• Discount Rate for Materials Not Included in Base Service — UOM: Percentage (%)

F. Volume Discounts

Contractors may offer volume-based discounts for servicing multiple facilities or bundled service packages. These discounts should be clearly stated and applied consistently across applicable services.

• Volume Discount — UOM: Percentage (%)

G. Training & Education Services (Optional)

Contractors may offer staff training sessions or pest awareness walkthroughs to support proactive pest management and facility-level knowledge. These services are distinct from initial site assessments and may include pest identification, prevention strategies, sanitation best practices, and IPM principles.

• Staff Training or Pest Awareness Walkthroughs — UOM: Fixed Rate per Hour

7. 1 Price Changes:

All pricing submitted in response to this RFP shall remain firm for the first two years of the contract term. Contractors may request price adjustments only in the event of significant changes in market conditions, regulatory requirements, or material costs. Any proposed adjustment must be submitted in writing at least 30 days prior to the anniversary date of the Contract and must include detailed justification, such as documentation of increased supplier costs or labor rate changes. If the Contractor has initiated price escalation prior to approval, the County is due all overpayments remitted to the

Contractor. The County reserves the right to approve, negotiate, or reject any price adjustment request.

In no case shall annual price increases exceed 5%, unless otherwise authorized in writing by the County.

6.9. 8. Invoicing and Payment Terms

The selected Contractor(s) shall submit one consolidated invoice per month to the designated County department contact, unless otherwise agreed upon in writing. If multiple service locations fall under a single department (e.g., Department of General Services- Facilities), the invoice must combine all locations into a single document, clearly itemized by site and service.

Each invoice must include:

• Contract number and department name

• Facility name(s) and address(es)

• Dates of service

• Description of services performed (e.g., routine IPM, emergency response, specialty treatment)

• Itemized costs aligned with the approved pricing schedule

• Supporting documentation, including service logs, treatment reports, and pest activity summaries

• Any approved materials or equipment billed separately

Invoices must be submitted within 30 days of service completion. The County reserves the right to request additional documentation or clarification prior to payment. Payment will be made in accordance with the County’s standard payment schedule, typically Net 30 days from receipt of a complete and accurate invoice.

Failure to submit complete and accurate invoices may result in delayed payment or rejection of the invoice.

6.10. 9. Transition Period:

To ensure continuity of service and a seamless handover of responsibilities, Sacramento County will implement a three-month transition period following award of the contract. During this period:

• The outgoing contractor shall continue to provide pest control services at current service levels until the transition is complete.

• The incoming contractor shall begin coordinated onboarding activities, including:

o Site visits and walkthroughs of County facilities.

o Review of historical service data and pest control records.

o Coordination with County department contacts to understand service expectations and unique site needs.

o Development of site-specific Integrated Pest Management (IPM) plans.

The incoming contractor must be fully operational and prepared to assume full responsibility for all services at the end of the transition period.

The County reserves the right to adjust the transition timeline based on project needs, vendor readiness, or critical pest control priorities.

7. Vendor Submissions

7.1. Proposal Requirements*

Did you read through and confirm that you met all of the proposal requirements?

☐ Yes

☐ No

*Response required

7.2. Please confirm that your company will accept the County's contract terms and conditions

☐ Please confirm

7.3. Cooperative Participation Alliance Terms

The Master Agreement(s) awarded under this Solicitation by County of Sacramento, will be made available to additional Participating Agencies ("PAs”) on a local, regional, or national level. PA's may include, but aren't limited to, entities such as local governments, educational institutions, special districts or non-profits, that have joined together to leverage their joint buying power. These entities will operate under the same terms and pricing as Lead Procurement Agency (LPA), County of Sacramento, including Administrative Fee and Sales Reporting provisions. PAs may include but aren’t limited to municipalities, counties, states, higher education institutions, public authorities, councils of government, regional governments, public health institutions, or other eligible public agencies, educational institutions and non-profit organizations.

The awarded vendor(s) are required to provide all services to Sacramento County. Ability to service PA's outside Sacramento County will not affect your ability to win this business. Please download, complete, and upload the Cooperative Procurement Alliance Terms and Conditions document.

• SCOPA_Cooperative_Procureme...

7.4. Provide the primary and secondary contact information for the dedicated account manager/representative who will serve the County. Additionally, specify an emergency contact person and provide their contact information if it differs from the primary or secondary contacts.*

*Response required

7.5. Do you possess a valid and active California Structural Pest Control license?* o License number: __________

*Response required

7.6. Do you employ certified Qualified Applicators licensed through the California Department of Pesticide Regulation (DPR)? * o Number of licensed applicators: __________ https://government-project.s3.us-west-2.amazonaws.com/152107/a0c4abf3-88bd-4826-b85d-2bf643353cb8_SCOPA_Cooperative_Procurement_Alliance_Terms.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4CCBQR2GU%2F20250808%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250808T210000Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEHUaCXVzLXdlc3QtMiJIMEYCIQCZzqOgjniBNfgq7nI4IlNQQKDGB3o3VRaw8%2FtHxF9ROgIhAOf08LlSPdqdxc%2BLK6a9Rrqqg1%2Fqcb%2BlIX%2B%2BdxeKDvqSKpMFCK7%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEQAhoMODkyMzY0Njg3NjcyIgzO2zl7CpXXBg23iHMq5wSnEmGI9mmhXDJFufzeyAs884VX0p7yVOMQutLB%2BqpV%2BiSaTVYwhx053hqq3jfSpTI3%2FMXyw7qB7v92CxTwbwnAQMi8tBAfm25SoMKhHZoMrPzreS6MUDUJmiIo%2BPR9poea1uOZ9%2B%2FbnUsmTtjBRftwV4dl8CslFkDL3sg3QdLRwUykj731IzoTUq%2FtkVD%2BkZ23VIj1s3l%2Fzm4wDkVX3piIL7OAyuHIjCS2rzTjYT4YEiVNxaSgyJogaRfRONEzlP9Z2x1%2FyIKscZmgfp0vp4UcLm8Q%2BftF99s2JdQaX0kZ%2BODyx8su%2Bh6r7owpp12csgECe60npKglCbgkxGIXyrKKgrfc7xgZQKKqEtuPL1DLTBdvKaXnaBN7OrrNa0iMbJjxl1WjTPCImwrnCfiDUadY0ryqeUMyEPjVlx9Lu72Ig5Z6H%2BUYKtXRfEer4o%2FKeNQcpd26tMRkUD0SMO%2Ba9pYlWDh0ie%2FF9gIXEDlug3wAl%2F0lW7Y9S6sS6Mwf89Sjh5ViBbuJ7G%2BaeNXcxURx3S3%2FxJNllCrTdG%2FgG1lggpXzyKb4aLv54N%2Fa8HPmw3srCWkEBbN6v8NTflJHYQKJoXRoLz0y%2FCuU45kCots2OyjAJ4qcQ40kVt6%2F0ze99YEk1cc8SfTV8bGpvTlQ4wrp9Sd2joZ2fw2GAHYcJHmZG5BDeQDs9MjmTliVy5%2FwZ8%2BgQtDkehRd9erP%2Fk29mEiGgECJjn9R64Q8iXMeuTE7ryfJAhP0PTAgbw75oAZ3Sqf3wHskBpsNP8SeTJfWtAyoQU0vIbnzL5UhCpNrsjeVQHfdovtHCkQvDgcw8cnZxAY6mgHcF3Gtl%2B9d1ku7Z%2FE9PcJhoTFqOpri4qCjimmejeAB6f%2Fcxtu3mfS8aiup0ZiRuvG3m1EXiPVoivzJY15ugXDtuDcU6jFxlpFKjilpZHhWm7gkpWQ4FwY1B%2FxsepkF9z3xcyD9rxy%2BD8erESCdLtLzmPrTE%2BAM%2BQHTr2sbMs6xiKGH0HQQPj5%2BSWK7wBY9UZmBdPwDhdH%2BL2Rt&X-Amz-Signature=e10c47930e724f13b620058412473367f1067c438f4ae93157f77f3aeff9dab9&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22SCOPA_Cooperative_Procurement_Alliance_Terms.pdf%22&x-id=GetObject

*Response required

7.7. Please list all business licenses and permits that authorize you to operate in the State of California.*

*Response required

7.8. How many years has your company provided Integrated Pest Management (IPM) services?*

*Response required

7.9. Describe your experience providing pest control services for large-scale, multi-site governmental, healthcare, or institutional clients. Include contract size, scope, and duration.*

*Response required

7.10. Describe your staffing structure for this contract, including:* o Number of field technicians assigned o Qualifications and certifications o Supervision and quality control procedures

*Response required

7.11. Do you utilize digital service management tools (e.g., service logs, GPS tracking, monitoring software)?* o If yes, describe the tools and how they support service delivery and reporting.

*Response required

7.12. Can you provide real-time or monthly reports on pest activity and treatment history?* o Attach sample reports.

*Response required

7.13. Describe your approach to implementing IPM in government facilities.

Include: * o Prevention strategies o Monitoring protocols o Treatment decision-making o Adaptations for sensitive environments (e.g., clinics, kitchens)

7.14. How do you ensure compliance with EPA and California DPR regulations in pesticide selection and application?*

*Response required

7.15. Describe your capacity to respond to emergency pest control requests within 24 hours.* o Include staffing availability, communication channels, and escalation procedures.

*Response required

7.16. Describe your proposed transition plan for onboarding and assuming full service responsibilities. Include:* o Site walkthroughs o Review of historical data o Development of site-specific IPM plans o Coordination with County staff

*Response required

7.17. Confirm your ability to provide the following deliverables:* o Initial site assessment reports o Monthly service summaries o Emergency service logs o Annual program evaluations

*Response required

7.18. Describe your internal process for ensuring timely and accurate reporting.* *Response required

7.19. Confirm that all pricing submitted will remain firm for the first two years of the contract term.*

☐ Yes

☐ No

*Response required

7.20. Include any additional fees for materials and equipment not included in the base service fee.*

7.21. Confidential Company Information (if applicable)

The County will treat all information submitted in a proposal as available for public inspection once the

County has selected a contractor. If you believe that you have a legally justifiable basis under the

California Public Records Act (Government Section 6250 et. seq.) for protecting the confidentiality of any information contained within your proposal, you must identify any such information, together with the legal basis of your claim in your proposal, and present such information in this section as part of your response package. Click "File Upload" below to upload your confidential documents.

7.22. Contractor Certification of Compliance*

WHEREAS it is in the best interest of Sacramento County that those entities with whom the County does business demonstrate financial responsibility, integrity and lawfulness, it is inequitable for those entities with whom the County does business to receive County funds while failing to pay court-ordered child, family and spousal support which shifts the support of their dependents onto the public treasury.

Therefore, in order to assist the Sacramento County Department of Child Support Services in its efforts to collect unpaid court-ordered child, family and spousal support orders, the following certification must be provided by all entities with whom the County does business:

CONTRACTOR hereby certifies that either:

☐ (a) the CONTRACTOR is a government or non-profit entity (exempt)

☐ (b) the CONTRACTOR has no Principal Owners (25% or more) (exempt)

☐ (c) each Principal Owner (25% or more), does not have any existing child support orders

☐ (d) CONTRACTOR’S Principal Owners are currently in substantial compliance with any court-ordered child, family and spousal support order, including orders to provide current residence address, employment information, and whether dependent health insurance coverage is available. If not in compliance, Principal Owner has become current or has arranged a payment schedule with the

Department of Child Support Services or the court.

*Response required

7.23. Contractor Certification of Compliance Cont...*

New CONTRACTOR shall certify that each of the following statements is true:

A. CONTRACTOR has fully complied with all applicable state and federal reporting requirements relating to employment reporting for its employees; and

B. CONTRACTOR has fully complied with all lawfully served wage and earnings assignment orders and notices of assignment and will continue to maintain compliance.

NOTE: Failure to comply with state and federal reporting requirements regarding a contractor's employees or failure to implement lawfully served wage and earnings assignment orders or notices of assignment constitutes a default under the contract; and failure to cure the default within 90 days of notice by the County shall be grounds for termination of the contract. Principal Owners can contact the

Sacramento Department of Child Support Services at 1-866-901-3212, by writing to P.O. Box 269112, Sacramento, 95826-9112, or via the Customer Connect website at www.childsup.ca.gov.

☐ Yes

☐ No

7.24. Solicitation Exceptions*

Please list all exceptions below referring to name of specific section and (where applicable) paragraph, subsection number, or other identifier. For each exception, please quote the statement(s) to which you are taking an exception, for reference during bid analysis. Exceptions considered excessive or affecting vital terms, conditions or specifications may reduce or eliminate your prospects for award.

Please include the following with every exception (if your company has no exceptions, type "N/A" in this field):

A. Page #

B. Section#/Title

C. Exception Description

*Response required

7.25. Non-Collusion Affidavit*

I state that I am authorized to make this affidavit on behalf of my firm, and its owners, directors, and officers. I am the person responsible in my firm for the price(s) and the amount of this proposal.

I state that:

A. The price(s) and amount of this proposal have been arrived at independently and without consultation, communication or agreement with any other contractor, bidder or potential bidder, except as disclosed below in the exceptions field (accept with exceptions).

B. That neither the price(s) nor the amount of this proposal, and neither the approximate price(s) nor approximate amount of this proposal, have been disclosed to any other firm or person who is a bidder or potential bidder, and that they will not be disclosed before proposal opening.

C. No attempt has been made or will be made to induce any firm or person to refrain from submitting a proposal on this contract, or to submit a proposal higher than this proposal, or to submit any intentionally high or noncompetitive proposal/bid or other form of complementary proposal.

D. The proposal by my firm is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive proposal.

E. My firm, its affiliates, subsidiaries, officer, directors and employees are not currently under investigation by any governmental agency and have not in the last five years been convicted of or…