ESBD_436885_1752852967746_735-2025-4413 Integrated Pest Management Program.pdf

RFP 735-2025-4413 IDIQ Integrated Pest Management Program

MSU Purchasing & Contract Management, Rev. 12/06/2024 Page 1 of 31

Midwestern State University

Purchasing & Contract Management Department 2733 Midwestern Pkwy, Room 105

Wichita Falls, TX 76308

Request for Proposal

Indefinite Delivery/Indefinite Quantity Time & Materials

Integrated Pest Management Services

RFP 735-2025-4413

July 18, 2025

Anticipated Schedule of Events

Date Event July 18, 2025 Issuance of RFP

July 29, 2025 (12:00 pm CT) Deadline for Submission of Questions July 30, 2025 (5:00 pm CT) Release of Official Responses to Questions

August 8, 2025 (2:00 pm CT) Deadline for Submissions of Offers

MSU Purchasing & Contract Management, Rev. 12/06/2024 Page 2 of 31

Table of Contents Section 1: Summary

1. Summary

Section 2: General Information

2.1 Introduction

2.2 Information about Midwestern State University

2.3 Terms & Conditions

2.4 Compliance with Applicable Laws, Regulations, Ordinances, Board of Regents Policies, MSU Operating Policies & Procedures

Section 3: Notice to Respondents

3.1 Clarification of Instructions or Specifications

3.2 Group Purchasing Procurement

3.3 Availability of Funds

Section 4: Response Submission Procedures

4.1 Response Submission

4.2 Freight Terms

4.3 Altered/Amended Responses

4.4 Sales Tax

4.5 Samples

4.6 Condition of Items

4.7 Right to Reject

4.8 Delivery

4.9 Variation in Quantity

4.10 Bid Deposit

4.10 Accessibility & Section 508 Compliance

4.11 Validity Period

Section 5: Evaluation & Award

5.1 Award

5.2 Public Information

5.3 Invoicing

5.4 Payments

5.5 Discrimination

5.6 Assignment

5.7 Other Remedies

5.8 E-Verify

5.9 Bonds

5.10 HUB Subcontracting Plan

5.11 Ethics Reporting

5.12 Best & Final Offers

5.13 Contract Management

Section 6: Requirements, Specifications/Scope of Work, Response Sheet

6.1 Response Requirements

6.2 Specifications & Scope of Work

6.3 Response Sheet/Pricing Schedule

Section 7: Affirmation & Conflict of Interest Disclosure

7. Conflict of Interest Affirmation (Proposer Information & Signature)

Appendices Appendix A – References Appendix B – Affidavit Appendix C – Addenda Checklist Appendix D – Sample Contract Appendix E – HUB Search Assistance Instructions Appendix F – Buildings List Appendix G – Campus Map

MSU Purchasing & Contract Management, Rev. 12/06/2024 Page 3 of 31

Section 1

Summary

1.1 Type of Solicitation: Request for Proposal (RFP

1.2 Issuing Office: Midwestern State University Purchasing & Contract

Management 2733 Midwestern Parkway, Room 105 Wichita Falls, TX 76308

1.3 Responses to RFP: Sealed Competitive Proposal

1.4 Anticipated Schedule of

Events:

Issuance of RFP: July 18, 2025 Non-Mandatory Pre-Bid: Not Applicable Deadline for Submission of Questions:

July 29, 2025 (12:00 pm CT)

Deadline for Response to Questions:

July 30, 2025 (5:00 pm CT) or as soon as possible thereafter as practical

Deadline for Offers: In issuing office no later than: August 8, 2025 (2:00 pm

CT)

1.5 Initial Contract Term: September 1, 2025 to August 31, 2026

1.6 Optional Contract Term The anticipated term of any resulting agreement will begin September 1, 2025 to August 31, 2026. MSU will have the option of three (3) additional (1) year renewal periods.

• Optional Renewal Period #1: September 1, 2026 to August 31, 2027

• Optional Renewal Period #2: September 1, 2027 to August 31, 2028

• Optional Renewal Period #3: September 1. 2028 to August 31, 2029

1.7 Contact Person for this RFP: Joseph Mrugalski (joe.mrugalski@msutexas.edu)

1.8 Offers Submitted:

By Mail or Hand Delivery: Accepted By Email: Accepted (Highly Preferred) see Section 1.7 By Fax: Not Accepted

1.9 RFP Addenda: Notice of changes to items directly affecting the original

RFP or offer process will be posted on the MSU Purchasing Webpages. Amendments to the solicitation will be posted to the RFP as addenda. It is the responsibility of interested parties to check periodically for updates to the RFP prior to submitting a response.

Each respondent is solely responsible for verifying receipt of addenda, if applicable, and offer by the deadline specified.

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1.10 Questions & Responses: Questions regarding this RFP must be submitted in writing and must be submitted to the contact person noted is Section 1.7. Telephone inquiries will not be accepted.

The agency intends to post responses to the questions received in the form of addenda posted on the MSU Purchasing Webpage. Each respondent is solely responsible for verifying receipt of addenda, if applicable, and offer by the deadline specified.

1.11 Respondent Presentations: Presentations/interviews are an option of the evaluation team and may or may not be conducted; therefore, responses should be complete when submitting by the deadline indicated in Section 1.4. The presentation will be conducted at a location, date and time to be arranged.

The agency will determine the number of top-scoring respondents in its sole discretion.

1.12 Contact with Agency Staff: Upon issuance of the RFP, employees and representative of the agency, other than the agency contact person identified in Section 1.7, shall not discuss the contents of the RFP with any respondent or its representative. Failure of a respondent or any of its representatives to adhere to this requirement may result in disqualification of any related offer. This restriction does not preclude discussions between affected parties conducting business unrelated to the procurement.

1.13 Additional

Requirements/Qualifications:

N/A

1.14 Evaluation of Offer: Best Value Standard per Texas Government Code 2155.074.

It is understood that factors listed in Texas Government Code 2156.007 & 2157.003 may also be considered in making an award when specified.

Criteria Weight

Compliance to bid specifications, past performance, & references 30%

Evidence the firm is currently licensed/registered to provide service in the State of Texas Mandatory Overall Costs 70%

Total: 100%

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Section 2 General Information

2.1 Introduction

Midwestern State University seeks responses from qualified respondents to provide an integrated pest management program for campus facilities as specifically described in Section 6 (Specifications/Scope of Work).

2.2 Information about Midwestern State University

Midwestern State University is a state/public institution of higher education governed by the Texas Legislature and its statutes and by Midwestern State University policies. Midwestern State University is a member of the Texas Tech University System.

Midwestern State University is located in Wichita Falls, Texas, midway between Oklahoma City and the Dallas/Fort- Worth Metroplex. The 255-acre campus is nestled among the city’s residential area, and comprises 70 buildings, numerous playing fields, and outdoor recreational facility near Sikes Lake.

Founded in 1922, Midwestern State University is one of 36 public institutions of higher education in Texas.

It is organized into 7 colleges with 16 undergraduate programs offering 43 majors and 30 minors, and 9 graduate programs offering 28 majors and 15 minors. Midwestern State University is the only university in Texas with membership in the Council of Public Liberal Arts Colleges (COPLAC).

In athletics, Midwestern State University fields 13 intercollegiate NCAA Division II athletic teams and is a member of the Lone Star Conference (LSC).

2.3 General Terms & Conditions

These General Terms and Conditions or ones that are substantially similar will be contained in any resulting contract arising out of this RFP. In addition, and to the extent they do not conflict with these terms, https://msutexas.edu/purchasing/_assets/files/purchasing-general/midwestern-state-university-standard-terms-and-conditions-for-purchase-order---rev-6-nov.-2020-final.pdf , will apply to all Procurements or Goods or Services by Midwestern State University.

2.4 Compliance with Applicable Laws, Regulations, Ordinances, Board of Regents Policies, MSU Operating Policy & Procedures By submitting a response, the respondent agrees to and shall comply with all applicable local, state, and federal laws Regulations, as well as with all applicable policies and procedures of the Texas Tech University System & Midwestern State University.

Section 3 Notice to Respondents

PLEASE NOTE CAREFULLY

Review this document in its entirety. Be sure your response is complete, and double-check your response for accuracy.

https://msutexas.edu/purchasing/_assets/files/purchasing-general/midwestern-state-university-standard-terms-and-conditions-for-purchase-order---rev-6-nov.-2020-final.pdf https://msutexas.edu/purchasing/_assets/files/purchasing-general/midwestern-state-university-standard-terms-and-conditions-for-purchase-order---rev-6-nov.-2020-final.pdf

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THIS IS THE ONLY APPROVED INSTRUCTION FOR THIS SOLICITATION. ITEMS BELOW APPLY TO AND BECOME PART OF TERMS AND CONDITIONS OF RESPONSE. ANY EXCEPTIONS THERETO MUST BE IN

WRITING.

RESPONSES SUBMITTED AFTER THE SUBMISSION DEADLINE SHALL BE RETURNED UNOPENED AND WILL BE

CONSIDERED VOID AND UNACCEPTABLE.

This is a quotation inquiry only and implies no obligation on the part of the agency. All cost quotations must include all the various features needed to satisfy the requirements. Note: No amounts will be paid for the items in this SOLICITATION in excess of the amounts quoted.

The respondent agrees to protect the agency from claims involving infringement of patents or copyrights.

3.1 Clarification of Instructions or Specifications

Questions requiring only clarification of instructions or specifications will be handled through the email process. Telephone inquiries will not be accepted. If any questions result in a change or addition to this solicitation, the change(s) and addition(s) will be addressed to all respondents involved as quickly as possible in the form of an addendum. It is the responsibility of the respondent to view the posting on the agency purchasing web page located at http://msutexas.edu/purchasing/. Written inquires pertaining to solicitations must give RFP number. Oral or other written interpretations or clarifications shall be without legal effect.

3.2 Group Purchasing Procurement

Texas law authorizes institutions of higher education (defined by §61.003, Education Code) to use the group purchasing procurement method (ref. §51.9335, Education Code). Other institutions of higher education, local, county, and other quasi-governmental entities, independent school districts, and State of Texas agencies may also elect to enter into a contract with the successful Proposer under this RFP based upon any awarded contract.

3.3 Availability of Funds

Award of this solicitation will be contingent on availability of agency funds.

3.4 Non-Bid Solicitations

Phone calls/emails from vendors using this solicitation in an attempt to make a sales call (which circumvents the solicitation process) will not receive a response.

http://msutexas.edu/purchasing/ https://statutes.capitol.texas.gov/Docs/ED/htm/ED.61.htm https://statutes.capitol.texas.gov/Docs/ED/htm/ED.51.htm

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Section 4 Response Submission Procedures

4.1 Response Submission

Each sealed response shall be properly identified with the name and number of solicitation and name of respondent submitting response. Responses must be in the agency purchasing office BEFORE the hour and date specified in accordance with Section 1.8. Submitted responses will be date/time stamped upon receipt.

Electronic submissions are highly preferred and must be sent to the contact person email address referenced in Section 1.7.

If submissions are mailed or hand delivered, one (1) original individually bound completed response and one (1) electronic version (USB Drive) is required. See Section 1.8 for acceptable submission requirements.

Mailed or hand delivered submissions must be received in the issuing office noted in Section 1.2 before the scheduled deadline for submissions noted in Section 1.4. Submissions received after the deadline will not be accepted. This includes submissions using overnight or next day mailing services that do not arrive in the issuing office by the scheduled deadline for submission.

In the event of inclement weather and the agency offices are officially closed on a response opening day, responses will be received until 2:00 p.m. of the next business day. At which time said responses will be privately opened.

RESPONDENTS SHALL SUBMIT RESPONSE PRICING ON THE FORM PROVIDED, SIGN THE RESPONDENT AFFIDAVIT NOTICE, AND RETURN ENTIRE RESPONSE PACKET. Should additional documentation or solicitation instructions be required, it will be noted in Section 6.1.

Responses MUST give full firm name and address of the respondent. Failure to manually sign response will result in disqualification. Person signing response should show TITLE or AUTHORITY TO BIND HIS FIRM IN A

CONTRACT.

References should be included. Three (3) current customers with a comparable purchase shall be listed with complete name, address, telephone number, and contact person.

Any catalog, brand name, or manufacturer’s reference used in the solicitation is descriptive-NOT restrictive-it is to indicate type and quality desired unless otherwise indicated. Responses on brand of like nature and quality may be considered, unless otherwise noted in Section 6.1. If response is based on other than referenced specifications, response must show manufacturer, brand or trade name, lot number, etc., of article offered. If other than brand(s) specified is offered, illustrations and complete description should be made part of the response. If respondent takes no exception to specifications or reference data, he/she will be required to furnish brand names, numbers, etc., as specified.

4.2 Freight Terms

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QUOTE F.O.B. DESTINATION. If otherwise, show exact cost to deliver. Quote unit price on quantity specified – extend and show total. In case of errors in extension, UNIT prices shall govern. Responses subject to unlimited price increase will not be considered.

4.3 Altered/Amended Responses

Responses CANNOT be altered or amended after opening time. Any alterations made before opening time must be initialed by respondent or his/her authorized agent. No response can be withdrawn after opening without the approval by the Vice-President of Administration & Finance based on a written acceptable reason.

4.4 State Sales Tax

The agency is exempt from State Sales Tax and Federal Excise Tax. DO NOT INCLUDE TAX IN RESPONSE.

4.5 Samples

Samples, when requested, must be furnished free of expense to the agency. If not destroyed in examination, they will be returned to the respondent on request, at his/her expense. Each sample should be marked with respondent’s name, address, and agency RFP number. DO NOT ENCLOSE OR ATTACH

SAMPLE TO RESPONSE.

4.6 Condition of Items

All items quoted shall be new, in first class condition suitable for shipment and storage (the agency prefers recycled packaging whenever possible), unless otherwise indicated in solicitation. Verbal agreements to the agency will not be recognized. All materials and services shall be subject to the agency’s approval.

Unsatisfactory materials will be returned at respondent’s expense.

4.7 Right to Reject

The agency reserves the right to accept or reject all or any part of any response, waive minor technicalities and award to the respondent that proposes the Best Value to the agency. The agency reserves the right to award by item or by total response. Prices should be itemized.

All responses meeting the intent of this RFP will be considered for award. Respondents taking exception to the specifications, or offering substitutions, shall state these exceptions by attachment as part of the response. The absence of such a list shall indicate that the respondent has not taken exception and shall hold the respondent responsible to perform in strict accordance with the specifications of the solicitation.

The agency reserves the right to accept any and all or none of the exception(s)/substitution(s) deemed to be in the best interest of the agency.

4.8 Delivery

Responses with deliverables or commodities to be delivered must show number of days required to make delivery to place material in receiving agency’s designated location under normal conditions. Failure to state delivery time obligates respondent to complete delivery in 14 calendar days. A five-day difference in delivery promise may break a tie. Unrealistically short or long delivery promises may cause response to be disregarded. Consistent failure to meet delivery promises without valid reason may cause removal from respondent list. Delivery shall be made during normal working hours only, 8:00 a.m. to 5:00 p.m., unless prior approval for late delivery has been obtained from the Director of Purchasing.

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If delay is foreseen, respondent shall give written notice to Director of Purchasing. The agency has the right to extend delivery date if reasons appear valid. Respondent must keep agency advised at all times of status of order. Default in promised delivery (without accepted reasons) or failure to meet specifications, authorizes the agency to purchase supplies elsewhere and charge full increase in cost and handling to defaulting respondent.

Consistent and continued tie bidding could cause rejection of responses by the Agency and/or investigation for Anti-Trust violations.

When quoting delivery/freight charges, respondents will include ALL costs associated with the delivery of the commodities to include, but not limited to fuel surcharges, customs, duties, convenience delivery fees, limited access charges, etc. Delivery costs not included in the response will be the responsibility of the respondent.

4.9 Variation in Quantity

The agency assumes no liability for commodities produced, processed, or shipped in excess of the amount specified herein.

4.10 Accessibility & Section 508 Compliance

Respondents are required to supply detailed information on how their proposed products, services, and solutions address the requirements of Section 508 of the Rehabilitation Act of 1973 (revised) (if applicable).

For each Information Communication Technology recourse (ICT) product or service included in solicitation responses subject to Texas Administrative Code 1 TAC 206 & 1 TAC 213 (which includes the U.S. Section 508 technical specifications), the respondent shall provide documentation of how each requirements or specification is met.

It is the respondent’s responsibility to maintain the integrity of any accessibility documentation provided to the agency. Any documentation shall be considered a self-attestation unless expressly affirmed otherwise.

If the respondent plans to provide commercial off the shelf (COTS) software as part or all of a solicitation response, the respondent shall provide a completed Voluntary Product Accessibility Template (VPAT) for each COTS product offered. For third party COTS products, the respondent must obtain and submit VPATS or links to them from the third party as part of the solicitation response. The VPAT template can be obtained at ITI’s website:

https://www.itic.org/dotAsset/db71ce67-c44a-4925-8d46-f8a76c3a1db2.doc

The VPAT consists of a long series of tables. The initial one, the Summary Table, is used to provide a sense of your product’s overall “level of compliance” with Texas Administrative Codes ITAC 206 & ITAC 213 Accessibility Requirements. Subsequently, the Section 1194.xx Tables contain the detailed subparagraphs the Section 508 requirements are comprised. It is within these tables you shall define in detail how your product did or did not comply with a specific requirement.

4.11 Validity Period

https://www.itic.org/dotAsset/db71ce67-c44a-4925-8d46-f8a76c3a1db2.doc

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Responses must be valid for a minimum of 120 days from the submittal deadline date to allow time for evaluation, selection, and any unforeseen delays. Responses, if accepted, shall remain valid for the duration of the contract.

Section 5 Award/Post Award

5.1 Award

A written contract or purchase order mailed or otherwise furnished to the successful respondent within the time of acceptance specified in this package results in a binding contract without further action by either party.

No substitutions or cancellations permitted without written approval of Director of Purchasing.

SUCCESSFUL RESPONDENT WILL BE NOTIFIED BY EMAIL OR MAIL. All responding respondents will receive written notification regarding the outcome of the award. See Section 1.5 & 1.6 for contract term and renewal options with regards to services.

In accordance with Texas Tech University System (TTUS) Board of Regents Rule 7.12, the contract will require a no-fault cancellation clause.

5.2 Public Information

Respondents are hereby notified that the agency strictly adheres to all statutes, court decisions and the opinions of the Texas Attorney General with respect to disclosure of public information.

The agency may seek to protect from disclosure all information submitted in response to this RFP until such time a final agreement is executed.

Upon execution of a final agreement, the agency will consider all information, documentation, and other materials requested to be submitted in response to this RFP, to be of a non-confidential and non-proprietary nature and, therefore, subject to public disclosure under the Texas Public Information Act (Texas Government Code, Chapter 552.001, et seq.). Respondents will be advised of a request for public information that implicates their materials and will have the opportunity to raise any objections to disclosure to the Texas Attorney General. Certain information may be protected from release under Texas Government Code § 552.101, 552.110, 552.113, and 552.131, Government Code.

Midwestern State University, as part of the Texas Tech University System (TTUS), follows MSU (OP) 01.02 and TTUS Regulation 07.01 with regards to the handling of public requests and the assessment of any charges for fulfilling requests. TTUS Regulations 07.01 is available at https://www.texastech.edu/offices/cfo/system-regulation-07.01-public-records.pdf

5.3 Invoicing

Respondent shall submit two (2) copies of an itemized invoice showing solicitation number and purchase order number to:

https://www.texastech.edu/offices/cfo/system-regulation-07.01-public-records.pdf

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Midwestern State University ATTN: Purchasing

3410 Taft Blvd.

Wichita Falls, TX. 76308

5.4 Payments

The agency, after receipt of completed order will make payment to the respondent within 30 days from the receipt of goods or invoice whichever is later in accordance with Texas Government Code §2251.021. All partial shipment must be pre-approved by the Director of Purchasing. In the event of partial shipments, the agency is not required to make payments until the order is complete. Acceptance of and final payment for the item will be contingent upon satisfactory performance of the product received by the agency.

5.5 Discrimination

In order to comply with the provisions of fair employment practices, the respondent agrees as follows:

a.) The respondent will not discriminate against any employee or applicant for employment because of race, sex, religion, handicap, or national origin.

b.) in all solicitations or advertisements for employees, the contactor will state that all qualified applicants will receive consideration without regard to race, color, age, sex (including pregnancy, gender identity and sexual orientation), religion, disability, genetic information, veteran status, or national origin, or any other legally protected category, class, or characteristic;

c.) The respondent will furnish such relevant information and reports as request by the agency for the purpose of determining compliance with these regulations; and d.) Failure of the respondent to comply with these laws will be deemed a breach of contract and it may be cancelled, terminated, or suspended in whole or in part.

5.6 Assignment

Any contract entered into pursuant to this request is not assignable, nor the duties thereunder, by either party without the written consent of the other party in the contract.

5.7 Other Remedies

In addition to the remedies stated herein, the agency has the right to pursue other remedies permitted by law or in equity.

5.8 E-Verify

Respondents certifies that for contract for services, respondents shall utilize the U.S. Department of Homeland Security E-Verify system during the term of the contract to determine the eligibility of:

All persons employed by respondents to perform duties within Texas; and All persons, including subcontractors, assigned by respondents to perform work pursuit the contract within the United States.

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5.9 Bonds (for Construction Solicitations)

• Bid Deposit (Bid Bond) - A deposit required with submitted responses from respondents to protect the State in the event a low respondent attempts to withdraw its response or otherwise fails to enter into a contract with the State. A Bid Deposit of five percent (5%) will be required if your response is $25,000 or above.

• Payment Bond - A deposit, pledge, or contract of guaranty supplied by a contractor to protect the State against loss due to the contractor’s failure to pay subcontractors and material suppliers. If awarded the project a Payment Bond will be required if your response is $25,000 or above.

• Performance Bond - A deposit, pledge, or contract of guaranty supplied by a contractor to protect the State against loss due to the contractor’s inability to complete the contract as agreed. If awarded the project a Performance Bond is required for responses of $100,000 or above.

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5.10 HUB Subcontracting Plan

A HUB Subcontracting Plan (“HSP”) is required as part of respondent’s response if a solicitation is $100,000 or above.

Midwestern State University has determined there may not be subcontracting opportunities. Since the agency has determined that there may be subcontracting opportunities, the respondent is required to include a HSP even if the respondent intends to self-perform. The required supporting documentation must be submitted with the HSP. Respondents that fail to do so will be considered non-responsive to this RFP in accordance with Texas Government Code §2161.252.

The agency is relying upon respondent’s expertise to fully identify subcontracting opportunities that best align with the agency and this RFP. Respondents who intend to subcontract are responsible for identifying all areas that will be subcontracted. Additional information regarding the State of Texas HUB Program can be found at: https://comptroller.texas.gov/purchasing/vendor/hub.

If a properly submitted HSP contains minor deficiencies (e.g., failure to sign or date the plan, etc.), the agency may contact the respondent for clarification to the plan if it contains sufficient evidence that the respondent developed and submitted the HSP in good faith.

HSP forms can be found at https://comptroller.texas.gov/purchasing/vendor/hub/forms.php

5.11 Ethics Commission Reporting

The agency is required under Texas Legislature House Bill 1295 (Texas Government Code §2252.908) to request Ethics Commission Reporting from contractors with agreements that has a value of at least $1 million (value of an agreement is based on the amount of consideration received or to be received by the contractor from the agency).

The Business Entity must file Form 1295 electronically with the Texas Ethics Commission using the online filing application: https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

5.12 Best and Final Offer

When deemed appropriate, after the submission of responses but before the final selection of the successful response, the agency may permit a respondent to revise its response in order for the agency to obtain a best and final offer (BAFO). The agency will provide each respondent within the competitive range with an equal opportunity for discussion and revision of their response, and a respondent may elect not to amend their original response. The agency is not bound to accept the best-priced response if that response is not the most advantageous to the agency as determined by the evaluation team.

This contract shall remain in effect until completion and acceptance by the agency. Midwestern State University reserves the right to enforce the performance of this contract in any manner prescribed by law or deemed to be in the best interest of the agency in the event of breach or default if this contract. The agency reserves the right to terminate the contract immediately in the event the successful respondent fails to make delivery in accordance with the specifications.

5.13 Contract Management

https://comptroller.texas.gov/purchasing/vendor/hub/ https://comptroller.texas.gov/purchasing/vendor/hub/forms.php https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

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Contract management is the process of directing contract planning, formation, execution, and assessment through closeout to maximize financial and operational performance and minimize risk.

The agency shall comply with Texas Government Code § 2261.256, Texas Tech University Regents’ Rules, Texas Tech University System Regulations & Midwestern State University Operating Policy & Procedures OP 30.02, regarding contract management.

Section 6 Specifications/Scope of Work

It is the intent of these specifications to describe the minimum requirements for the above titled project at Midwestern State University in sufficient detail to secure comparable responses.

Each respondent must confirm he/she fully understands these specifications and the agency’s needs and satisfies himself/herself that he/she is cognizant of all factors relating to requirements contained in these specifications.

The response analysis will include compliance to solicitation specifications, past performance with respondent, references, delivery time, and overall cost. Weighted averages are calculated as noted in Section 1.14. The agency reserves the right to consider deviations from these specifications.

6.1 Response Requirements

The response must contain ALL of the following marked components in the following order:

Completed/signed Response Sheet/Price Sheet (Section 6.3)

(3) References (per Section 4.1) (Appendix A) Competed/signed Affidavit (Appendix B) Completed and initialed Addenda Checklist (Appendix C) (if applicable) Completed/signed W-9 with your Response (if new to Midwestern State University) Valid Certificate of Liability Insurance Conflict of Interest Affirmation

Construction responses must also note the following components:

• Specifications and drawings at the following link under current solicitation opportunities:

http://msutexas.edu/purchasing/

• Supply schedule and lead time for project with response

• MSU Construction Standards

• Texas Tech University System 2010 Uniform General Conditions apply to construction solicitations and can be found at the following listed link:

http://msutexas.edu/purchasing/contract-management

• Wage Rates (per Texas Government Code §2258): See 2010 Uniform General Conditions Section 2.2. The Wage Rates Determination is included as Appendix F.

Additional Instructions:

http://msutexas.edu/purchasing/ http://msutexas.edu/purchasing/contract-management https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2258.htm

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• The response may not exceed (30) thirty pages

• All pages should be typed in 12-point font within margins consistent with 8.5-inch x 11-inch paper and number sequentially.

Tariff Surcharge Documentation/Verification:

Prior to the University agreeing to a price increase pursuant to this provision, respondent must provide documentation demonstrating:

• the unit price paid by respondent as of the date of award for the good or raw material used to furnish the goods to the University under this RFP

• the applicability of the tariff to the specific good or raw material, and

• respondent’s payment of the increased import duty or tariff (either directly or through an increase to the cost paid for the good or raw material).

The documentation submitted shall be sufficient in detail and content to allow for verification that the tariff is the cause of the price change. Documentation should include, but is not limited to:

• A certification signed by respondent that it has made all reasonable efforts to obtain the good or the raw materials comprising the good procured by University at a lower cost from a different source located outside of the country against which the tariff has been imposed;

• A certification signed by respondent that the documentation, statements, and any other evidence it submits in support of its request for a price increase under this Section are true and correct, and that the respondent would otherwise be unable to perform under this agreement without such price increase; and

• as requested by the University, written instructions authorizing the University to request additional documentation from respondent’s own suppliers to verify the information submitted by respondent.

***THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK***

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6.2 Specifications & Scope of Work

IDIQ Time & Materials

Integrated Pest Management Program

This will be a multi-year contract. The initial contract will start upon award and continue through August 31, 2026 with the option for (3) three additional (1) one-year renewals. Renewals will be subject to written approval by Midwestern State University and the contract vendor.

1. SCOPE

A. Description of Program. This specification is part of a comprehensive Integrated Pest Management (IPM) Program for the premises listed herein. IPM is a process for achieving long term, environmentally sound pest suppression through the use of a wide variety of technological and management practices.

Control strategies in an IPM Program extend beyond the application of pesticides to include structural and procedural modifications that reduce the food, water, harborage, and access used by pests. The contractor's work plan shall emphasis a preventive program rather reactive (spray-based spot treatment).

Regular inspections and meetings with the CR to plan structural and procedural modifications are important components of the proposal.

B. Contractor Service Requirements. The Contractor shall furnish all supervision, labor materials, and equipment necessary to accomplish the surveillance, trapping, pesticide application, and pest removal components of the IPM Program. The Contractor shall provide detailed, site-specific recommendations for structural and procedural modifications to aid in pest prevention.

C. Contract Service Area. All buildings on the MSU campus proper, South Campus, university owned houses on Hampstead (3) and the Fantasy of Lights building. See attached Building List.

2. PESTS INCLUDED AND EXCLUDED

A. The contractor shall meet the performance expectations of the client in suppressing the following pests (Included in base contract):

(1) Indoor populations of rats, mice, cockroaches, ants, flies, spiders, and any other arthropod pests not specifically excluded from the contract.

(2) Populations of the above pests that are located outside of the specified buildings, but within the property boundaries of the buildings (perimeter infestation that effect interior building areas).

(3) Annual Termite Inspection (See Initial Building Inspection)

B. Pest control to be priced as a separate service and not included in the base contract

(1) Fire ant control

(2) Pest control on trees and shrubs.

C. Populations of the following pests are excluded from this contract:

(1) Birds, bats, snakes, and all other vertebrates other than commensal rodents.

(2) Mosquitoes.

(3) Pests that primarily damage outdoor vegetation.

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(4) Termites and other wood-destroying organisms.

(5) Winged termite swarmer’s emerging indoors.

3. INITIAL BUILDING INSPECTIONS

The Contractor shall complete a thorough, initial inspection of each building or site at least 5 working days prior to the starting date of the contract. The purpose of the initial inspection(s) is for the contractor to evaluate the pest control needs of all premises and to identify problem areas and any equipment, structural features, or management practices that are contributing to pest infestations. Access to building space shall be coordinated with the Contract Representative (CR).

The Contractor will be required to conduct an inspection of all buildings under this contract for termites and other wood destroying organisms. Upon completion of said survey, the contractor will submit a report that contains a treatment plan for each building where termites and other wood destroying organisms were found and actual cost for the treatment plan for to the CR for review. Treatment will be at the Owner’s discretion.

4. PEST CONTROL PLAN

A. The Contractor shall submit to the CR a Pest Control Plan at least (5) five working days prior to the starting date of the contract. Upon receipt of the Pest Control Plan, the CR will render a recommendation within (2) two working days concerning the acceptability of the Plan. If aspects of the Pest Control Plan are incomplete or disapproved, the contractor shall have (2) two working days to submit revisions. The contractor shall be on-site to perform the initial service visit for each building within the first 5 days of the contract.

B. The Pest Control Plan shall consist of (5) five parts as follows:

(1) Proposed Materials and Equipment for Service. The Contractor shall provide current labels and Material Safety Data Sheets (MSDS) of all pesticides to be used, and brand names of pesticide application equipment, rodent bait boxes, insect and rodent trapping devices, pest monitoring devices, pest surveillance and detection equipment, and any other pest control devices or equipment that may be used to provide service.

(2) Proposed Methods for Monitoring and Surveillance. The Contractor shall describe methods and procedures to be used for identifying sites of pest harborage and access, and for making objective assessments of pest population levels throughout the term of the contract.

(3) Service Schedule for each Building or Site. The Contractor shall provide complete service schedules that include weekly or monthly frequency of Contractor visits, specific day(s) of the week of Contractor visits, and approximate duration of each visit.

(4) Structural or Operational Change. Description of any structural or operational change that would facilitate the pest control effort. The Contractor shall describe site-specific solutions for observed sources of pest food, water, harborage, and access.

(5) Commercial Pesticide Applicator Certificates or Licenses

(a) The Contractor shall provide photocopies of State-issued Commercial Pesticide Applicator Certificates or Licenses for every Contractor employee who will be applying on-site pesticides under this contract.

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(b) The Contractor shall be responsible for carrying out work according to the approved Pest Control Plan. The Contractor shall receive the concurrence of the CR prior to implementing any subsequent changes to the approved Pest Control Plan, including additional or replacement pesticides and on-site service personnel.

5. RECORD KEEPING

The Contractor shall be responsible for maintaining a pest control logbook or file for each building or site specified in this contract. These records shall be kept on-site and maintained on each visit by the Contractor. The logbook will be maintained at the Midwestern State University Facilities Services Complex on the main campus. Each logbook or file shall contain at least the following items:

A. Pest Control Plan. A copy of the Contractor's approved Pest Control Plan, including labels and MSDS for all pesticides used in the building, brand names of all pest control devices and equipment used in the building, and the Contractor's service schedule for the building.

B. Records. Pest Control Work and Inspection Report, or an equivalent. These forms will be used to advise the Contractor of routine service requests and to document the performance of all work, including emergency work. Upon completion of a service visit to the building or site, the contractor's employee performing the service shall sign and date the record, and return it to the logbook or file on the same or succeeding day of the services rendered.

C. Contractor's Service Report Forms. Customer copies of the Contractor's Service Report Form, documenting all information on pesticide application required by statute in the jurisdiction where service is actually performed. These forms shall not be mandatory if all required information on pesticide application is included on the Pest Control Work and Inspection Report.

6. MANNER AND TIME TO CONDUCT SERVICE

A. Time Frame of Service Visits. The Contractor shall perform routine pest control services that do not adversely affect students, faculty, staff and employee or public health or productivity during the regular hours of operation in buildings. When it is necessary to perform work outside of the regularly scheduled hours set forth in the Pest Control Plan, the Contractor shall notify the CR at least (1) one day in advance.

B. Safety and Health

(1) The Contractor shall observe all safety precautions throughout the performance of this contract. All work shall comply with the applicable requirements of Title 29 Code of Federal Regulations (CFR) 1910, 29 CFR 1926, and 40 CFR 751. All work shall comply with applicable state and municipal safety and health requirements. Where there is a conflict between applicable regulations, the most stringent will apply.

(2) The Contractor shall assume full responsibility and liability for compliance with all applicable regulations pertaining to the health and safety of personnel during the execution of work.

C. Special Entrance. Certain areas within some buildings may require special instructions for persons entering them. Any restrictions associated with these special areas will be explained by the CR. The Contractor shall adhere to these restrictions and incorporate them into the Pest Control Plan.

D. Uniforms and Protective Clothing. All Contractor personnel working in or around buildings designated under this contract shall wear distinctive uniform clothing. The contractor shall determine the need for and provide any personal protective items required for the safe performance of work. Protective

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E. Vehicles. Vehicles used by the contractor shall be identified in accordance with state and local regulations.

7. REQUESTS FOR EMERGENCY SERVICE

On occasion, the CR may request that the Contractor perform corrective, special, or emergency service(s) that are beyond routine service requests. The Contractor shall respond to these exceptional circumstances and complete the necessary work within (1) one working day after receipt of the request.

In the event that such services cannot be completed within one working day, the Contractor shall immediately notify the CR and indicate an anticipated completion date.

8. CONTRACTOR PERSONNEL

Throughout the term of this contract, all Contractor personnel providing on-site pesticide application must maintain certification as Commercial Pesticide Applicators in the category of Industrial, Institutional, Structural, and Health Related Pest Control. Uncertified individuals working under the supervision of a Certified Applicator will not be permitted to apply pesticides under this contract.

9. USE OF PESTICIDES

The Contractor shall be responsible for application of pesticides according to the label. All pesticides used by the Contractor must be registered with the U.S. Environmental Protection Agency (EPA). Transport, handling and use of all pesticides shall be in strict accordance with the manufacturer's label instructions and all applicable Federal, state, and local laws and regulations. The Contractor shall adhere to the following rules for pesticide use:

A. Approved Products. The Contractor shall not apply any pesticide product that has not been included in the Pest Control Plan or approved in writing by the CR.

B. Pesticide Storage. The Contractor shall not store any pesticide product on the premises of Midwestern State University.

C. Pesticide Formulation. Contractors shall not formulate pesticides from concentrates on Midwestern State University (MSU) property without written approval by the CR.

D. Application by Need. Pesticide application shall be according to need and not by schedule. As a general rule, application of pesticides in any inside or outside area shall not occur unless visual inspections or monitoring devices indicate the presence of pests in that specific area. Preventive pesticide treatments of areas where surveillance indicates a potential insect or rodent infestation are acceptable on a case-by-case basis. Written approval must be granted by the CR prior to any preventive pesticide application.

E. Minimization of Risk. When pesticide use is necessary the Contractor shall employ the least hazardous material, most precise application technique and minimum quantity of pesticide necessary to achieve.

F. Only Essentria G Granule Insecticides are to be used at the Sikes House location.

10. INSECT CONTROL

A. Non-pesticide Methods of Control. The Contractor shall use non-pesticide methods of control wherever possible. For example:

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(1) Portable vacuums rather than pesticide sprays shall be used for initial cleanouts of cockroach infestations, for swarming (winged) ants and termites, and for control of spiders in webs wherever appropriate.

(2) Trapping devices rather that pesticide sprays shall be used for indoor fly control wherever appropriate.

B. Application of Insecticides to Cracks and Crevices. As a general rule, the contractor shall apply all insecticides as "crack and crevice" treatments only, defined in the contract as treatments in which the formulated insecticide is not visible to a bystander during or after the application process.

C. Application of Insecticides for Exposed Surfaces or as Space Sprays. Application of insecticides to exposed surfaces or as space sprays (including fogs, mists, and ultra-low volume applications) shall be restricted to unique situations where no alternative measures are practical. The Contractor shall obtain the approval of the CR prior to any application of insecticide to an exposed surface or any space spray treatment. No surface application or space spray shall be made while tenant personnel are present. The Contractor shall take all necessary precautions to ensure patient and employee safety, and all necessary steps to ensure the containment of the pesticide to the site of application.

D. Insecticide Bait Formulations. Bait formulations shall be used for cockroach and ant control wherever appropriate.

E. Monitoring. Sticky traps shall be used to guide and evaluate indoor insect control efforts wherever necessary.

11. RODENT CONTROL

A. Indoor Trapping. As a general rule, rodent control inside occupied buildings shall be accomplished with trapping devices only. All such devices shall be affected by routine cleaning and maintenance. Trapping devices shall be checked on a schedule approved by the CR. The Contractor shall be responsible for disposing of all trapped rodents and all rodent carcasses offsite, in an appropriate manner.

B. Use of Rodenticides. In exceptional circumstances, when rodenticides are deemed essential for adequate rodent control inside occupied buildings, the contractor shall obtain the approval of the CR prior to making any interior rodenticide treatment. All rodenticides, regardless of packaging, shall be placed either in locations not accessible to children, pets, wildlife, and domestic animals, or in EPA approved tamper-resistant bait boxes. As a general rule, rodenticide application outside buildings shall emphasize the direct treatment of rodent burrows wherever feasible.

C. Use of Bait Boxes. Frequency of bait box servicing shall depend upon the level of rodent infestation. All bait boxes shall be maintained in accordance with EPA regulations, with an emphasis on the safety of non-target organisms. The Contractor shall adhere to the following (5) five points:

(1) All bait boxes shall be placed out of the general view, in locations where they will not be disturbed by routine operations.

(2) The lids of all bait boxes shall be securely locked or fastened shut.

(3) All bait boxes shall be securely attached or anchored to the floor, ground, wall, or other immovable surface, so that the box cannot be picked up or moved.

(4) Bait shall always be placed in the baffle-protected feeding chamber of the box and never in the runway of the box.

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(5) All bait boxes shall be labeled on the inside with the Contractor's business name and address, and dated by the contractor's technician at the time of installation and each servicing.

12. STRUCTURAL MODIFICATIONS AND RECOMMENDATIONS

Throughout the term of this contract, the Contractor shall be responsible for…