ESBD_File_344235_RFP 737-24 Pest Control December 2023.pdf

RFP Number: 737‐24‐Pest Control

RFP FOR Pest Elimination and Control Services

RELEASE DATE: December 8, 2023

PROPOSALS MUST BE RECEIVED BEFORE:

January 16, 2024, 3:00 PM, CENTRAL

Sealed proposals will be received until the date and time established for receipt. After receipt, only the names of Proposers will be made public. Prices and other proposal details will only be divulged after the award of a Contract if one is made.

REQUEST FOR PROPOSAL

REFER INQUIRIES TO:

Kailee Malleck Contracts & Materials Management Office

Email: c_admin@angelo.edu Deadline date for questions:

December 19, 2023

Angelo State University RFP 737‐24‐ Pest Control

TABLE OF CONTENTS

SECTION 1 GENERAL INFORMATION

1.1 Introduction

1.2 Information about Angelo State University

1.3 Scope of Goods or Services

1.4 Term of Award

1.5 Schedule of Events

1.6 No Guarantee of Volume

1.7 ASU’s Right to Reject

1.8 Historically Underutilized Business (HUB) Vendors

1.9 Definitions/Glossary of Terms

SECTION 2 PROPOSAL REQUIREMENTS AND PROCEDURES

2.1 Questions by Proposers

2.2 Communications with ASU Personnel

2.3 Proposal Formatting and Presentation Requirements

2.4 Submittal Instructions

2.5 HUB Subcontracting Plan

2.6 Right to Modify, Rescind, or Revoke the RFP

2.7 Signature and Certification of Proposer

2.8 Compliance with Applicable Laws, Regulations, Ordinances, Board of Regents Policies, ASU Policies and Procedures

2.9 Compliance with RFP Requirements

2.10 Right of Rejection

2.11 Binding Effect of Proposal

2.12 Use and Disclosure of Information

2.13 Validity Period

2.14 Extension of Pricing and Terms and Conditions

2.15 Withdrawal or Modification

2.16 Risk of Loss, Damage, Delay

2.17 List of Proposals

SECTION 3 PROPOSAL CONTENTS/DETAILS

3.1 Objectives

3.2 Prime Contractor Minimum Qualifications

3.3 Project Details and Scope of Services

3.3.1 Mandatory Requirements

3.3.2 Preferred Requirements (Value Added Options)

3.3.3 Prime Contractor Responsibilities

3.3.4 Operating Procedures

3.4 Approved materials and substitutions

3.5 Compensation and Fees

3.6 Invoicing and Payment

3.7 PROPOSAL FORM

SECTION 4 EVALUATION AND AWARD PROCESS

4.1 Evaluation Process

4.2 Proposer’s Acceptance of Evaluation Methodology

4.3 Evaluation Criteria and Weights

4.4 Consideration of Additional Information

4.5 Oral Presentations/Interviews

4.6 Best and Final Offer

4.7 Award of Contract

4.8 Proposer/Vendor Protest

4.9 Contract Documents

SECTION 5 PROPOSER’S QUESTIONNAIRE

SECTION 6 GENERAL TERMS AND CONDITIONS

6.1 General

6.2 Insurance Requirements

6.3 Acceptance of Products and Services

6.4 Infringement of Patents and Copyrights

6.5 Time of Performance

6.6 Default

6.7 Termination

6.8 Confidentiality

6.9 Registration of Sex Offenders

6.10 Disclosure of Interested Parties

6.11 Indemnification

SECTION 7 AFFIRMATION AND CONFLICT OF INTEREST DISCLOSURE

SUBMISSION CHECKLIST

SECTION 1 GENERAL INFORMATION

1.1 Introduction

Angelo State University (“ASU”) is seeking competitive responses to a Request for Proposal (“RFP”) for Pest Elimination and Control Services for ASU. This RFP provides sufficient information for interested parties to prepare and submit proposals for consideration by ASU. Additional information may be made available by written request to the purchaser indicated in the section 2.1 entitled “Questions by Proposers.” Each proposal should be prepared simply and economically, providing a straightforward, concise description of the Proposer’s ability to meet the requirements of this RFP. Emphasis should be on completeness, clarity of content, responsiveness to the requirements, and an understanding of ASU’s needs.

By submitting proposals, each Proposer certifies that it understands this RFP and has full knowledge of the scope, nature, quality, and quantity of the work to be performed, the detailed requirements of the services to be provided, and the conditions under which the services are to be performed. Each Proposer also certifies that it understands that all costs relating to preparing and responding to this RFP will be the sole responsibility of the Proposer. If selected by ASU, the vendor will notify ASU immediately of any material change in any matters with regard to which the vendor has made a statement or representation or provided information.

Proposers are cautioned to read the information contained in this Request for Proposal (RFP) carefully and to submit a complete response to all requirements and questions as directed.

1.2 Information about Angelo State University

Founded as San Angelo College in 1928, Angelo State University is a dynamic higher education learning community located in the heart of West Texas. Ranked by The Princeton Review as one of the nation’s “Best Colleges” every year since 2010, ASU offers over 100 majors and concentrations through our six academic colleges:

Archer College of Health and Human Services

College of Arts and Humanities

Norris Vincent College of Business

College of Education

College of Graduate Studies and Research

College of Science and Engineering

Within the colleges, students may choose from 49 undergraduate degrees, 28 master’s degrees and four doctoral degrees. With a 19:1 student‐to‐faculty ratio, students receive more personal attention from instructors who are likely to possess doctoral degrees.

ASU’s Distinguished Scholarship is available exclusively to Angelo State students. About 45% of students receive an ASU Distinguished Scholarship, with approximately 90% of students receiving some form of financial aid. In 2021‐22, Angelo State awarded over $52 million through scholarships, grants and other aid programs.

Other facts about Angelo State University:

Designated a Hispanic Serving Institution by the U.S. Department of Education since 2010.

Over 100 registered student organizations

29 intramural and club sports teams

Residence halls ranked top 10 in the “2022 Best College Dorms in Texas” by niche.com.

15 NCAA Division II athletic teams

Lone Star Conference member

1.3 Scope of Goods or Services

Angelo State University, Member, Texas Tech University System (ASU) seeks proposals for Pest Elimination and Control Services, as described herein. The successful proposer will contract directly with ASU and will work cooperatively with ASU to successfully complete the full scope listed in this Request for Proposals (RFP).

This RFP provides information on the Project, the Minimum Scope required, and information to aid in preparing proposals in response to this RFP.

ASU will evaluate all Pre‐response inquiries, determine whether a revision/update is required, and issue an appropriate response.

All questions and responses, and additional information will be included in an updated/new document which will be provided to all firms that have received this RFP via posting on the ESBD, where you found this RFP.

1.4 Term of Award

The goods or services requested shall be provided for a period of five (5) years, beginning September 1, 2024, or the last signature date, whichever is later, and ending on August 31, 2029.

In accordance with TTUS Board of Regents Rule 7.12, the contract will require a no‐fault cancelation clause.

1.5 Schedule of Events

ASU will make a good faith effort to follow the timeline below for evaluating, negotiating and issuing an award:

DATE EVENT

12‐08‐2023 RFP Release to Vendors

12‐18‐2023 8:00 AM – 12:30 PM Mandatory Pre‐Proposal Campus Tour/Discussion***

12‐19‐2023 by 3:00 PM Central Deadline to Submit Questions

01‐16‐2024 by 3:00 PM Central Deadline for Submission of Proposals

04‐01‐2024 Vendor Selection by Committee

06‐01‐2024 Anticipated Award of Contract

09‐01‐2024 Anticipated Contract Start Date

*All dates are tentative and subject to change*

***1 Representative from each Proposer permitted during campus tour (please RSVP by email to c_admin@angelo.edu before 5:00 PM Friday, December 15 to get tour starting location and parking pass). Others from Proposer company may join virtual at 11:30 AM for wrap up discussion via Microsoft Teams meeting information below.

Meeting ID: 271 736 222 717

Passcode: GL5SSP

1.6 No Guarantee of Volume.

ASU does not guarantee any specific amount of compensation, volume, minimum, or maximum amount of services under this solicitation and resulting Agreement.

1.7 ASU’s Right to Reject

This RFP does not commit ASU to select a Proposer or to award a Contract to any Proposer. ASU reserves the right to accept or reject, in whole or in part, any proposal it receives pursuant to this RFP and waive any technicalities and award the bid that best serves the interest of the University. Proposals which are qualified with conditional clauses or alterations or items not called for in the RFP documents, or irregularities of any kind, are subject to disqualification by ASU at its option. If ASU receives fewer than three proposals, ASU has the right to reissue this RFP in order to gain additional competitive proposals.

1.8 Historically Underutilized Business (HUB) Vendors

Angelo State University, as part of the Texas Tech University System (TTUS), endeavors to promote full and equal opportunity for businesses to supply ASU with goods and/or services that are necessary to support ASU’s educational mission. In this regard, ASU commits to select Proposers in accordance with (i) ASU needs, (ii) ASU resources, (iii) HUB goals and guidelines established by the Texas legislature and Texas Procurement and Support Services (TPASS), and (iv) ASU policies and procedures for contracting with HUBs, specifically Operating Policy 54.02 Historically Underutilized Businesses. Vendors shall allow ASU full access to documentation relating to HUB program and any HUB Subcontracting plans. Failure to comply with any provision of the state or University’s HUB regulations may result in immediate cancellation of any Contract.

Vendors shall be awarded evaluation points based on HUB qualification or HUB subcontractor utilization. For vendors who are not qualified as a HUB vendor, the Mentor‐Protégé program provides for HUB utilization credit. For additional information about the Mentor‐Protégé program, please see the link: HUB Mentor Protégé Program (texas.gov) or State Purchasing (texas.gov). http://www.window.state.tx.us/procurement/prog/hub/mentorprotege/ For additional information regarding the HUB program at ASU, please email c_admin@angelo.edu

1.9 Definitions/Glossary of Terms

Addendum: A written change, addition, alteration, correction or revision to a Solicitation document or a Contract.

Amendment: An agreed addition to, deletion from, correction, or modification of a Contract signed by all authorized parties. An Amendment may include a renewal or extension of a Contract.

Assignment: An authorized legal transfer of contractual rights from one party to another party.

Award: The act of accepting a bid, proposal or offer; thereby resulting in a Contract between ASU and a vendor.

Best and Final Offer (BAFO): The result of final negotiations with responsive vendors during the RFP process.

Best Value: Factors to be considered in determining best overall value for the System or the component Institution in accordance with Texas Education Code §51.9335 (b).

Comptroller: The Texas Comptroller of Public Accounts.

Conflict of Interest: A Conflict of Interest refers to a situation in which an employee’s financial, professional, or other personal considerations may directly or indirectly affect, or have the appearance of affecting, the employee’s judgment in exercising any duty or responsibility, including the conduct or reporting of research, owed to the Institution. ASU OP 06.22.

Consultant: An individual or firm that provides Consulting Services to an Institution and does not involve the traditional relationship of employer and employee Texas Government Code § 2254.021.

Consulting Services: The Services of studying and advising an Institution per Texas Government Code, § 2254.021 Consulting Services must be approved by the ASU System Board of Regents per Regents’ Rule Chapter 07.

Contract: A legally binding written agreement executed between the System or an Institution and a third party in which the parties agree to perform in accordance with the obligations therein. Contracts include, but are not limited to: letter agreements, co‐operative agreements, memorandums of understanding (MOU), Interagency Contracts, Interlocal Contracts, easements, licenses, leases, and Purchase Orders.

Contract Administration: Following the award of a Contract, the department level actions to oversee full compliance with all of the terms and conditions contained within a Contract.

Contract Administrator: The Contract Administrator is the department level individual responsible for adherence to all provisions contained within a Contract and for managing the performance of a Contract.

Contract Close‐out: The process conducted at the completion of the Contract during which the Contract Administrator confirms and documents compliance with the terms and conditions of the Contract, final Deliverables are received, and outstanding payments are made.

Contract Management: The complete contracting process from Planning through Contract formation, administration and contract close‐out.

Contract Review Team: A team comprised of such members as the Contract Manager, the Contract Administrator, and as needed, cross‐functional members such as: subject matter experts, information technology, risk management, legal, and price/cost analysts. The size and the members of the team are dependent on the nature and complexity of the project.

Contractor: An entity or individual that has a Contract to provide Goods or Services to the System or any component Institution.

For the purposes of this RFP, Contractor is used interchangeably with the term “Proposer”.

Desktop Delivery: Ability to deliver office supply commodities directly to the ordering ASU department or ASU department designee if designee places orders for multiple component departments.

Escalation Clause: Provision in a Contract that allows for increasing or decreasing the contracted price for goods or services in step with market prices, an agreed‐upon benchmark such as the consumer price index, or when maintenance and operating costs go up or down.

Fiscal Year (FY): The 12‐month period covered by the State of Texas’s yearly budget, September 1 through August 31.

Goods: Supplies, materials, or equipment as defined in Texas Government Code §2155.001. Goods do not include Services or real property.

Liquidated Damages: A specified Contract provision which entitles ASU to demand a set monetary amount determined to be reasonable estimate of damages ASU will incur due to Contractor’s failure to meet Contract requirements.

Negotiations: Conferring, discussing, or bargaining to reach a mutual agreement between two or more parties.

Operating Policies and Procedures: The manuals maintained by each component Institution to standardize and provide a consistent and coherent method of defining Institutional policies.

Originating Department: The System or Institutional department from which a Solicitation or Procurement is originated.

Procurement (Procure): Purchasing, renting, leasing, or otherwise acquiring any Goods or Services, including all functions that pertain to the acquisition through Contract Close‐out.

Proposal: An offer submitted by a vendor in response to an RFP intended to be used as a basis to negotiate a Contract.

Proposer: The supplier of goods and/or services who submits a proposal in response to the RFP. Note: the terms “Proposer” and “vendor” may be used interchangeably in the RFP depending on the stage in which the supplier of goods and/or services is with regard to doing business with ASU.

Purchase Order: A signed written acceptance of an offer from a vendor. A purchase order may serve as the legal and binding Contract between parties.

Regents’ Rules: Rules established by the Texas Tech and ASU System Board of Regents that govern all component Institutions.

http://www.texastech.edu/board‐of‐regents/regents‐rules.php

Renewal: the process where an existing Contract is renewed for an additional time period in accordance with the terms and conditions of the original Contract.

Request for Proposal (RFP): A Solicitation requesting submittal of a Proposal in response to the required Specifications and usually includes some form of a cost Proposal. The RFP process allows for Negotiations between a Proposer and the issuing Institution.

Responsible: A Proposer who is fully capable to meet all of the financial and technical requirements of a Solicitation and any subsequent Contract.

Responsive: The Proposer has complied with all material aspects of the Solicitation, including submission of all required documents in accordance with the Specifications

Request for Proposal (RFP): A formal solicitation requesting submittal of a proposal in response to the required scope of services that usually includes some form of a cost proposal.

Scope of Work (or “SOW”): A detailed, written description of the conceptual requirements contained within the Specifications.

Scoring Matrix: A chart used to document the evaluation criteria of a Proposal.

Service(s): The furnishing of labor, time, and effort by a Contractor or Auxiliary Enterprise, including for a Construction Project, which may involve to a lesser degree, the delivery or supply of products.

Solicitation: A method or process used to obtain Responses for the purpose of gathering information or entering into a Contract.

Solicitation Conference: A meeting chaired by the Purchasing or Contracting Office which is designed to help potential Proposers understand the requirements of a Solicitation. May also known as a Pre‐proposal Conference.

Specification(s): Description of the requirements for Goods or Services including the Scope of Work, to be fulfilled by a Contractor.

State: The State of Texas.

Statute: A law enacted by a legislature.

Subcontractor: An individual or business entity retained by a Contractor to perform part of a Contractor’s duties under a contract.

Vendor: A supplier of goods and/or services that is awarded a Contract with ASU.

Vendor Debarment: The status of any Vendor who is debarred from conducting business with an Institution by either the Texas

Comptroller or the federal government. Debarment protects the State from risks associated with awarding Contracts to Vendors who have exhibited an inability or unwillingness to fulfill contractual requirements or who have displayed improper conduct.

Debarment may include a Vendor’s successors‐in‐interest. Debarment does not relieve the Vendor from responsibility for fulfilling existing obligations.

Vendor Performance Form: A form prepared by the ASU Contract Administrator that reports satisfactory and unsatisfactory performance by a Contractor.

SECTION 2 PROPOSAL REQUIREMENTS AND PROCEDURES

2.1 Questions by Proposers

Questions must be submitted in writing by the date indicated in the section 1.5 entitled “Schedule of Events.” The questions, written ASU response, and addenda related to the RFP, if any, will be posted on the Electronic State Business Daily website available at http://www.txsmartbuy.com/sp. Only those replies to inquiries which are made by formal written addenda shall be binding. Oral and other interpretations or clarification will be without legal effect. If ASU determines a question has been sufficiently answered in the RFP, the inquiring Proposer will be referred to the relevant section of the RFP. Note: It is the responsibility of the Proposer to check the Electronic State Business Daily website for any and all addenda posted for this RFP.

Questions must be emailed, faxed or submitted in writing to the following no later than Tuesday, December 19, 2023, 3:00 PM Central Time:

Kailee Malleck c_admin@angelo.edu Angelo State University ASU Station #11037 San Angelo, TX 76909 Fax: (325) 942‐2010

2.2 Communications with ASU Personnel

Except as provided in this RFP and as otherwise necessary for the conduct of ongoing ASU business operations, Proposers are expressly and absolutely prohibited from engaging in communications with university personnel who are involved in any manner in the review and/or evaluation of the proposals, selection of a Proposer, and/or negotiation or formalization of a Contract. If any Proposer engages in conduct or communications that ASU determines is contrary to the prohibitions set forth in this section, ASU may, at its sole discretion, disqualify the Proposer and withdraw the Proposer’s proposal from consideration.

Any notice under this Contract shall be in writing and delivered to the party to be notified. Notice will be effective upon delivery or four (4) business days after the date of mailing. The name and address of the person who may be contacted on behalf of ASU for purposes of notice is the purchaser indicated in section 2.1 entitled “Questions by Proposers”.

2.3 Proposal Formatting and Presentation Requirements

2.1.1 The Proposal itself must contain all the components in the following order:

Proposer’s response to the section 5 entitled “Proposer’s Questionnaire”

Schedule of costs and fees, entitled “Proposal Form”

Proposer’s response to the Scope of Work

Insurance and bonds, as necessary.

HUB subcontracting plan or Mentor‐Protégé Agreement (REQUIRED)

Signed Affirmation and Conflict of Interest.

2.1.2 The Proposal may not exceed 25 pages (50 pages front and back).

2.1.3 The Proposal must include a cover page, providing the Proposer’s Name, Address, and contact information (email and phone number); the RFP name; and RFP number.

2.1.4 The Proposal must include a table of contents, which should contain sufficient detail to facilitate easy reference to the sections of the Proposal, as well as separate attachments.

2.1.5 All pages are to be typed on 8 ½ x 11‐inch paper and numbered sequentially.

2.1.6 PDF Format file is recommended.

2.4 Submittal Instructions

2.1.7 Proposals should be emailed to c_admin@angelo.edu on or before the date and time indicated in the section 1.5 entitled, “Schedule of Events”. EMAILED PROPOSAL SUMBISSIONS ONLY. All proposals must be received by ASU no later than the date and time indicated in the section 1.5 entitled “Schedule of Events.”

2.1.8 All proposals must be signed by the responding company’s official authorized to commit such proposals. Failure to sign the section and form will be basis for Proposal disqualification.

2.1.9 Late proposals will not be considered under any circumstances.

2.5 HUB Subcontracting Plan

ASU has determined that there are subcontracting opportunities. If ASU determines that there are subcontracting opportunities, the Proposer must include a subcontracting plan even if the Proposer intends to self‐perform. Supporting documentation must be submitted with the subcontracting plan. Credit can be received for first and second tier (subcontractors of subcontractors) The Proposer will receive evaluation points for the use on any HUB subcontractor even if it is subcontract usage.

ASU is relying upon the Proposer’s expertise to fully identify subcontracting opportunities that best align with their organization and this procurement request. Proposers who intend to subcontract, are responsible for identifying all areas that will be subcontracted. In accordance with 34 TAC §20.11, a subcontractor means a person who contracts with a prime Contractor to work, to supply commodities, or contributes toward completing work for a governmental entity. HUB Subcontracting Plan (HSP) forms can be found at under the “Historically Underutilized Business (HUB) Program” link. If Proposers need assistance with the HSP form or identifying potential subcontractors, contact Kailee Malleck, Director of Contracts and Procurement, at c_admin@angelo.edu. Failure to submit a completed HUB Subcontracting Plan when HUB subcontracting opportunities exist will result in rejection of the vendor’s proposal.

To find ASU’s current HUB Purchasing Goals please visit https://www.angelo.edu/administrative‐ support/purchasing/hubinfo.php.

2.6 Right to Modify, Rescind, or Revoke the RFP

ASU reserves the rights to modify, rescind, or revoke this RFP in whole or in part at any time prior to the date on which the authorized representative of ASU executes a Contract with the selected Proposer.

2.7 Signature and Certification of Proposer

The proposal must be signed and dated by a representative of the Proposer who is authorized to bind the proposing vendor to the terms and conditions contained in this RFP and to compliance with the information submitted in the proposal. Each Proposer submitting a proposal certifies to both (a) the completeness and accuracy of the information provided in the proposal and (b) the authority of the individual whose signature appears on the proposal to bind the Proposer to the terms and conditions set forth in this RFP. Proposals submitted without the required signature shall be disqualified.

2.8 Compliance with Applicable Laws, Regulations, Ordinances, Board of Regents Policies, ASU Policies and Procedures

By submitting a proposal, the Proposer agrees to and shall comply with all applicable local, state, and federal laws and regulations, as well as with all applicable policies and procedures of the Texas Tech University System and Angelo State University. ASU policies and procedures may be accessed at http://www.angelo.edu/opmanual/.

2.9 Compliance with RFP Requirements

By submitting a proposal and by signing Section 7 entitled “Affirmation and Conflict of Interest Disclosure” of this RFP, a Proposer agrees to be bound by the requirements set forth in this RFP and also agrees to be bound by Section 6 entitled “General Terms and Conditions”, which will govern any contract awarded by ASU. ASU, at its sole discretion, may disqualify a proposal from consideration if ASU determines a proposal is non‐responsive and/or non‐compliant in whole or in part with the requirements set forth in this RFP.

2.10 Right of Rejection

A Proposal consisting of only alternate Goods or Services (i.e., a Proposal that offers Goods or Services different from those requested by this RFP and is not otherwise invited) may be considered non‐responsive by ASU and is subject to rejection. ASU shall reject a Proposal if the financial Proposal was not arrived at independently without collusion, consultation, communication, or agreement as to any matter relating to such prices with any other potential Proposer. Regardless of the time of detection, ASU shall consider any of the foregoing prohibited actions to be grounds for Proposal rejection or Contract termination and may result in debarment of the Contractor from future ASU Solicitations.

2.11 Binding Effect of Proposal

Unless otherwise agreed in writing signed by the Director of Contracts & Procurement, each Proposer agrees to and shall be bound by the information and documentation provided with the proposal, including prices quoted for services.

2.12 Use and Disclosure of Information

Proposers acknowledge that ASU is an agency of the State of Texas and is therefore required to comply with the Texas Public Information Act Texas Gov’t Code Ch. 552. If a proposal includes proprietary data, trade secrets, or information the Proposer wishes to except from public disclosure, then the Proposer must specifically label such data, secrets, or information as follows:

“PRIVILEGED AND CONFIDENTIAL – PROPRIETARY INFORMATION.” To the extent permitted by law, information labeled by the Proposer as proprietary will be used by ASU only for purposes related to or arising out of the (a) evaluation of proposals, (b) selection of a Proposer pursuant to the RFP process, and (c) negotiation and execution of a Contract, if any, with the Proposer selected.

If the Proposer marks the whole Proposal or substantive portions of the Proposal as confidential, ASU in its sole discretion may declare the proposal non‐responsive.

By submitting a Proposal, Proposer hereby grants a limited license to reproduce the Proposal in order to comply with any legal requirement including but not limited to the Texas Public Information Act and legislative budget board requirements.

2.13 Validity Period

Proposals must be valid for a minimum of 180 days from the submittal deadline date to allow time for evaluation, selection, and any unforeseen delays. Proposals, if accepted, shall remain valid for the duration of the Contract.

2.14 Extension of Pricing and Terms and Conditions

Proposers are requested to extend the pricing and all terms and conditions offered in their Proposal to other Texas state agencies, as well as other State of Texas institutional agencies. In the event an Award is made, the individual agencies may or may not elect to use the Contract.

2.15 Withdrawal or Modification

No proposal may be changed, amended or modified after it has been submitted or filed in response to this solicitation, except for obvious errors in extension or as part of the negotiating process. However, a proposal may be withdrawn and resubmitted any time prior to the time set for receipt of proposals. No proposal may be withdrawn after the submittal deadline without approval by ASU, which shall be based on Proposer’s submittal in writing of a reason acceptable to ASU.

2.16 Risk of Loss, Damage, Delay

Proposer acknowledges and agrees to release and hold harmless ASU, TTUS, Board of Regents, officers, employees, agents and personnel, from and against any and all claims, liability, damages and costs, including court costs and attorneys' fees, arising out of or pursuant to submission or delivery of the proposal or failure to submit or deliver the proposal to the Purchasing Office at ASU, as designated in the submittal instruction sections of this RFP.

2.17 List of Proposals

Proposers wanting a list of proposals submitted can email the purchaser listed in section 2.1 entitled “Questions by Proposers”.

SECTION 3 PROPOSAL CONTENTS/DETAILS

3.1 Objectives

The primary objective is to secure a contract with a Pest Elimination and Control Services Vendor.

Angelo State University (ASU) is requesting pricing to provide annual pest elimination and control services to University Buildings.

Areas to include University residences, residential unit, classrooms, halls, storage rooms, restrooms, offices, storage buildings, building‐adjacent planter beds and common areas in all ASU buildings/facilities. Prospective Contractors are strongly encouraged to physically inspect the existing conditions at the proposed job sites, prior to submitting the proposal response. The Contractor shall provide all labor, materials, supervision, equipment, permitting, insurance, bonding and any other incidentals necessary to complete the proposed work.

Angelo State University expects the Contractor to provide a treatment and preventative maintenance program to keep pests from entering buildings and stop the activity of pests within buildings in the event they enter.

It is not the intent of ASU to award the services herein to multiple vendors, but ASU reserves the right to do so.

The Proposer recognizes that in selecting a supplier, ASU will rely in part on the answers provided in response to this section.

Accordingly, Proposer certifies that to the best of its knowledge, all responses are true, correct, and complete. ASU reserves the right to contact every reference or contact name listed below and shall be free from any liability to Proposer for conducting such inquiry.

3.2 Prime Contractor Minimum Qualifications

The Contractor shall have a minimum of (5) years’ experience in servicing contracts of this size, type and scope. The University requests that the prospective Contractor provide three (3) current references with this size and scope of work.

The Contractor shall have Workers Compensation Insurance and Liability Insurance as required by the University. (See enclosed)

The Contractor shall comply with Prevailing Wage Rates as required or applicable by State of Texas Law.

Prospective Contractors may be required to have a Certified Public Accountant complete an AIA Statement of Qualifications Form in order to verify Qualification.

3.3 Project Details and Scope of Services

Provide a response to details 3.3.1‐3.3.4, as applicable:

• Summaries of the needs and task analyses

• Summaries of project organization and reporting relationships

• Listing of expected deliverables

• Challenges facing the successful Proposer

• Required Methodologies

• Location(s) of the work

This proposed work is to be completed in a quality and safe manner, with good workmanship, in compliance with any applicable codes, accepted industry standards and meet the requirements set forth in the Scope of Work. ASU reserves the right to request the removal of an improper installation and direct the Contractor to correct the installation in a timely manner.

3.3.1 Mandatory Requirements

Coverage area in all university owned properties shall be for the entire building including exterior porches and the perimeter of the outside walls of each building. The coverage area shall include lobbies, restrooms, porches, hallways and break rooms. If re‐infestation occurs between regularly scheduled service calls at any of the sites, additional follow up treatment will be made at no charge.

Contractor also agrees to treat and/or remove ants, fire ants, spiders, roaches, fleas, crickets, silverfish, bees, wasp, hornets and other flying and crawling insects. This treatment shall be included in the standard treatment. The contractor will visit these areas on a daily basis until the problem is eliminated.

3.3.1.A Restricted and Live Animal Areas: This proposal shall include pricing for all areas that require special considerations, such as areas that contain live animals or materials sensitive to chemicals (i.e. museums, collections, etc.)

or areas that require alarms to be disabled and guests to be escorted (i.e., data centers, restricted areas containing money, etc.). These areas include, but are not limited to the following: (1) Science III Building has restricted areas that may require special treatments and ASU escort; (2) Psychology lab building is not to be treated, however the outside is to be included;

(3) Rassman Room 120 office suite requires ASU escort; (4) Vincent 241 and 249 require ASU escort; (5) Vanderventer Retail Plaza contain restricted areas requiring ASU escort; (6) Cavness, Porter Henderson Library and Mayer Museum contain areas that may be sensitive to chemicals and may require special treatments and an ASU escort; (7) ASU Financial Offices contain restricted areas requiring ASU escort.

3.3.1.B Food Service Areas: This proposal shall include pricing for the food service preparation and dining areas on campus to include the Food Service Facility, UC Food Court, Softball/Soccer concessions, Food Service Storage Facilities, Starbucks, Einstein Bros. Bagels, Porter Henderson Library Food Service Area, Junell Center concession areas, LeGrand Stadium concession areas, Foster Field (1st Community Stadium) concession areas, and all other venue facility concessions. These areas shall be treated according to industry standards for food preparation sites. It is the responsibility of the Contractor to continually monitor and treat the sites to comply with health standards.

3.3.1.C Residence Areas: Regular monthly treatments in the residence halls shall be for public areas including halls, lobbies, break rooms, laundry rooms, study rooms and restrooms. Student rooms will receive treatment, at minimum, once a year scheduled by ASU and shall be part of the bid pricing for the building. Exception: All rooms in Vanderventer student apartments shall receive monthly treatment.

Treatment in all of the residence halls common areas shall be on a monthly basis unless problem situations exists.

This proposal also includes interior and exterior pest control services at two [2] “on‐campus” single family residences: (1) the Facility Director’s House at 1908 South Jackson and (2) the Guest House 1914 South Jackson; as well as interior and exterior pest control services at four [4] “off‐campus” single family residences: (1) the Tippett House at 2602 Live Oak, (2) the ASU Lake House Residence at 1929 Beaty Rd, (3) the Ranch Manager’s Residence at 6483 Goodland Loop, and (4) the Ranch Hand’s Residence at 6483 Goodland Loop.

Contractor will treat all exterior and interior areas at the following two residences for ticks, roaches, and fleas. 1908 South Jackson and 1914 South Jackson. This treatment will be for the months of April through September of each contract year.

Areas to be sprayed will include houses’ interiors, fenced in yards, carports and all other areas within 10 ft of the residence.

The contractor will visit these areas on a daily basis until the problem is eliminated.

Contractor must be able to and may be asked to treat bedbugs on an “as needed” basis.

3.3.1.D Leased Areas: ASU occupies spaces as a tenant. These areas are to be treated with the same specifications to their pertinent facility type as other facilities listed in this RFP. If the landlord has any exceptions to these treatments or if the landlord has their own treatment vendor, those instances shall supersede. The following Areas are ASU leased premises and Landlord is outlined herein respectively: (1) ASU Aviation Building – City of San Angelo; (2) ASU Athletic Training Facility located within the Shannon Sports Medicine Center – Shannon Health System.

ASU acts as a landlord at some premises, where an active tenant occupies a space. These areas are to be treated with the same specifications to their pertinent facility type as other facilities listed in this RFP. If the Tenant has any exceptions to these treatments or if the Tenant has their own treatment vendor, those instances shall supersede. The following Areas are leased premises with ASU as the Landlord: (1) The Vanderventer Retail Center has two tenants, Lily’s Pizza and Asian Market – these two tenant spaces are not included in the scope, however areas outside of the space and the rest of the facility shall be shall be included; (2) The MCS building 3rd floor and basement are not included in the scope, however areas outside of the space and the rest of the facility shall be included.

3.3.1.E Areas under construction: ASU currently has spaces and buildings on campus that are off‐line due to construction or renovation; as well as building new facilities. These spaces are included in the proposal form for the proposer’s information, but a treatment cost is not needed at this time. It is ASU’s intent to utilize #7 & #8 of the value‐added options request within the section 3.7 entitled “Proposal Form” to add/delete square footage as these facilities come on‐line or fall off‐line. Below is the current (as RFP date posted) list of buildings/areas that are excluded and will be added when on‐ line:

Elta Joyce Murphey Auditorium located within the Mayer Administration Building

Vanderventer Retail Center

Golf Clubhouse and Facility

Carr Residence Hall

Aviation Program Facility located at San Angelo Regional Airport (SJT)

3.3.1.F Remote Campus Areas: ASU has several facilities that are not contiguous to the main campus, but shall be treated with the same specifications to their pertinent facility type as other facilities listed in this RFP:

Management, Instruction and Research (MIR) Center for Agriculture (ASU Ranch, near Grape Creek, TX) – this facility consists of the Main MIR building, Mayer‐Rousselot Agricultural Education Facility, MIR Food Safety and Production Lab, and two Single family residences.

Herrington House (San Angelo, TX) – is near the main campus, but north of Avenue N, consisting of mainly office area.

The Tippett House (San Angelo, TX) – is near the main campus, but north of Avenue N, is a single‐family residence that has housed the University President in the past.

ASU Lake Facility (San Angelo, TX) – is near Lake Nasworthy and consists of the main Lake House (event venue) and a Single‐family residence.

ASU Rodeo Arena (San Angelo, TX) – is a leased facility near Foster Communications Coliseum and consists of a rodeo arena, concessions, restroom and livestock holding pens. This facility is not included in the RFP, and ASU is not requesting pricing for this facility at this time.

Aviation Program Facility (San Angelo, TX) – is a leased facility at San Angelo Regional Airport (SJT) and consists of a 15,000 GSF educational and simulation facility. As noted above, this facility is not included in the RFP, and ASU is not requesting pricing for this facility at this time.

3.3.2 Preferred Requirements (Value Added Options)

Preferred Requirements and Value‐Added options shall be considered in the selection evaluation of the contractor. These options are not Mandatory, but ASU may ask the contractor to perform an “as‐needed” basis, for an additional charge.

Contractor may eliminate rats, mice, squirrels, snakes (small animal removal). Contractor’s services under this agreement may include the baiting and trapping of rats and mice on the interior and around the exterior of any university owned building or residence as required to eliminate the problem. The Contractor shall monitor the situation daily. Treatment for mice and rats shall be with mechanical traps at the request of the university. Bait treatment will be approved only in certain areas and under certain circumstances.

Contractor may trap and relocate rats, mice, squirrels, snakes (small animal relocation)

Contractor may trap and relocate birds, bats, etc. (flying animal relocation)

Contractor may trap and relocate skunks, raccoons, and foxes (large animal relocation)

Contractors that provide animal removal/relocation such as squirrels, raccoons, possums, snakes, birds etc. will be given special consideration.

Contractors may provide bee relocation. Contractors that provide bee relocation will be given special consideration.

3.3.3 Prime Contractor Responsibilities

The Contractor shall maintain a safe, clean, neat and orderly work area while performing the proposed work.

The Contractor shall be responsible for and repair any damage or change to existing systems that result from the performance of this work. This would include but not limited to such items as lawn sprinkler systems, concrete sidewalks, underground utilities, plumbing, etc.

The Contractor shall provide submittals for ASU approval and coordinate the work with ASU Facilities Management prior to commencing the work.

Contractor shall provide a written warranty for their respective work (labor and materials).

Contractor shall submit in writing prior to proposal opening of any alternate or substitute materials or conditions.

Contractors and Consultants to abide by all rules and regulations regarding use of keys issued by the Facilities Management.

Random audits of keys may be performed.

Contractor shall properly and legally dispose of all waste materials. Materials shall not be placed in University trash dumpsters unless approved by ASU Facilities Management.

Contractor to obtain from the Facilities Management or University Police the proper Contractor identification and parking permits. Parking in areas other than parking lots is prohibited unless approved by ASU Facilities Management. Do not park vehicles on grass or sidewalks. Contractor vehicles must be identified with the proper company logos and licensing numbers as required by the State of Texas.

All Contractor employees and subcontractor employees shall have proper licensing and certifications to perform the proposed work. Licensing and Certifications shall be made available upon request by the University at any time during the project. (I.e., Electricians, Plumbers, HVAC, Asbestos etc...)

Contractor employees to wear uniform shirts and/or photo ID badges.

Contractor will provide (free of charge) professional services to identify special pest infestation issues, sanitation issues and structural deficiencies that may contribute to pest infestation. ASU will work to correct the deficiencies in a timely manner.

3.3.4 Operating Procedures

The Contractor will provide the University with a set schedule for Treatment(s) and shall follow that schedule unless approved by the University.

Contractor shall provide ASU Facilities Management, Building Users, Residence Unit Occupants (or representative) with a daily report, written or emailed (service ticket) of the areas that were treated, specific treatment plans, and details on any problems that may have been encountered. ASU will communicate back to Contractor with any questions or concerns. Service tickets will be turned into the ASU Facilities Management office on day of treatment. Invoices shall be mailed to the ASU Accounts

Payable office or hand delivered. Refer to Section 3.6 entitled “Invoicing and Payment”.

Contractor technician shall check/sign in with the front office of ASU Facilities Management before performing any services unless the call is after hours or on weekends. Keys to facilities must be checked out and turned in on a daily basis. Director of Housing and Residential Programs will provide Resident Halls room access card as well as schedule of escort within Vanderventer Apartments and student rooms. Contractor may be required to have escorts, provided by the University in certain buildings/restricted locations on campus. Ie. Residences, Auxiliary event locations, Fiscal Office etc…

A two‐hour response time is required on all calls unless otherwise specified by ASU Facilities Management. Contractor must be able to respond to calls 24 hours a day including after hour, weekend and holiday calls if necessary.

Contractor shall leave written notification at the location of the area(s) that have been treated in non‐public rooms, residential units, apartments, residences and by special request.

If Contractor fails to provide service on the agreed dates and or times, the service or visit will be free of charge.

3.4 Approved materials and substitutions

3.4.1. All materials used shall be free of LEAD and ASBESTOS‐containing materials.

3.4.2. The appropriate regulating agencies shall approve all chemicals used.

3.4.3. No chemical shall be disposed of on University property.

3.4.4. Safety Data Sheets (SDS) are required before use of any chemicals on campus or ASU Properties. Pesticide chemicals used inside facilities shall not be harmful to humans or pets.

3.4.5. If any material may differ from the original submission – ASU must approve before using.

3.5 Compensation and Fees

Provide a detailed compensation schedule for the Goods or Services to be delivered or performed in response to this RFP [Reference Section 3.7 entitled “Proposal Form”]. Proposer should submit a schedule that clearly details the various compensation and fee that will apply if the Proposer is awarded a Contract with ASU. ASU will not be obligated to compensate for any amounts that are not provided in the schedule or not included in the fully executed Contract.

3.6 Invoicing and Payment

Angelo State University is a governmental entity and is required to follow the Prompt Payment Act as defined in Texas Government Code Chapter 2251. This law states that payments are due thirty (30) days after the latest of: 1) the date goods are received; 2) the date contracted services are completed; or 3) the date a valid invoice is received by the ASU Accounts Payable office for the good or services. Chosen Proposer shall submit invoices to:

Accounts Payable Department

Apayable@angelo.edu & pplant@angelo.edu or

ASU Station #11034 San Angelo, TX 76909‐1034

325.942.2270 or fax: 325.942.2747

All invoices must reference a valid Purchase Order (PO) or the invoice will be returned as non‐compliant. No commitment for Goods or Services shall be placed without a valid Purchase Order. Invoices are expected within 60 days or less of services rendered.

Proposer(s) may submit a Proposal for a prompt payment discount.

Goods/Services will be considered received when they have been accepted as usable by the end user. Invoices must be complete and delivered to the official billing address (listed above) as printed on university purchase orders. An invoice is NOT complete if it contains items that have NOT been delivered. Payments should be scheduled to be paid as close to the 30‐day limit as possible.

Early payments may be made if a discount is available or if there is a contractual agreement to pay sooner. ASU sends an electronic copy of the payment information if email information is available.

Prior to a PO being issued, the chosen vendor will receive an email invite to set up an account and complete the ASU vendor onboarding process through PaymentWorks. PaymentWorks is ASU’s third‐party vendor setup application, which is a secured portal to protect sensitive payee information.

3.7 PROPOSAL FORM

Bldg # Name Year Floor Rooms GSF Special Considerations Base Treatment Price

102 SOL MAYER ADMINISTRATION BUILDING 1947 3 110 39,202 Auditorium Under Construction $

103 CAVNESS SCIENCE BUILDING 1968 3 119 82,543 Museum collections, Anatomy specimens $

104 HARDEMAN STUDENT SERVICES CENTER 1954 2 74 24,592 $

105 ADMINISTRATIVE SUPPORT CENTER 1947 1 16 2,592 $

106 GENERAL SERVICES BUILDING 1947 2 18 5,220 $

107 ACADEMIC BUILDING 1968 3 133 58,632 $

109 PORTER HENDERSON LIBRARY 1967 4 209 118,988 Museum collections $

110 BEN KELLY CENTER FOR HUMAN PERFORMANCE 1972 2 87 102,953 Recreational locker rooms, Swimming pool $

112 CARR EDUCATION‐FINE ARTS 1976 2 170 102,190 $

113 RASSMAN BUILDING 1983 2 126 62,162 $

114 VINCENT BUILDING 1985 2 146 84,795 $

115 MATH‐COMPUTER SCIENCE BUILDING 1996 4 121 86,248 3rd floor leased to DIR $

120 SCIENCE III BUILDING 2005 2 35 21,992 Cadaver labs and Vivariums $

122 PSYCHOLOGY LAB 1996 1 7 1,584 Vivariums $

126 CENTER FOR INTERNATIONAL STUDIES BUILDING 1978 1 14 4,000 $

127 HUNTER STRAIN ENGINEERING LAB 2017 1 20 9,004 $

Main Campus: Education, Administration and Support Buildings

128 HEALTH AND HUMAN SERVICES BUILDING 2018 3 158 58,007 $

130 ANGELO STATE UNIVERSITY MAYER MUSEUM 2021 2 54 32,741 $

316 UNIVERSITY SPORTS MEDICINE CLINIC 2018 1 15 6,360

Land lease to Shannon, Sub‐lease to ASU

Shannon portion not serviced

355 VANDERVENTER RETAIL CENTER 2021 1 TBD 17,662

Under Construction

Partial lease to tenants ‐ Food service, Dining…