ESBD_File_347714_PEST CONTROL-2024 - RFP.pdf

Stephen F. Austin State University RFP #PEST CONTROL-2024

PROCUREMENT AND BUSINESS SERVICES

P. O. Box 13030

NACOGDOCHES, TX 75962

REQUEST FOR PROPOSAL

RFP NUMBER

PEST CONTROL-2024

PROPOSAL MUST BE RECEIVED BEFORE:

5:00 PM, TUESDAY FEBRUARY 6, 2024

MAIL PROPOSAL TO: HAND DELIVER AND/OR

EXPRESS MAIL TO:

Stephen F. Austin State University Stephen F. Austin State University Procurement and Business Services Procurement and Business Services

P. O. Box 13030, SFA Station 2102 Alumni Drive, Austin Bldg., Room 131 Nacogdoches, TX 75962-3030 Nacogdoches, TX 75962

Show RFP Number, Due Date and Time on Return Envelope

NOTE: PROPOSAL must be time stamped at Stephen F. Austin State University Procurement and

Business Services before the hour and date specified for receipt of proposal.

REFER INQUIRIES TO:

Nicole Ivancic

Purchasing Manager Stephen F. Austin State University

Procurement and Business Services 936.468.4472 email: ivancickn@sfasu.edu mailto:ivancickn@sfasu.edu

STEPHEN F. AUSTIN STATE UNIVERSITY

Request for Proposal #

PEST CONTROL-2024

TABLE OF CONTENTS

Section 1 – INTRODUCTION

1.1 Scope of Proposal

1.2 Agreement Term

1.3 SFA Information

1.4 Respondent Qualifications

1.5 Schedule of Events

1.6 Open Records

1.7 HUB Subcontracting Plan

1.8 Title IX

1.9 Parking on Campus

1.10 Confidentiality

1.11 Additional terms and conditions

Section 2 – STATEMENT OF WORK

2.1 Scope of Work

2.2 Reports

2.3 Insurance Requirements

2.4 Contractor’s Employment Requirements

2.5 Access to Records

Section 3 – INSTRUCTIONS TO RESPONDENTS

3.1 Contact Information

3.2 Submittal Deadline and Location

3.3 Submittal Instructions

3.4 Acceptance and Formation of Agreement

3.5 Evaluation Criteria

3.6 Proposal Format

EXHIBITS

Exhibit A Execution of Offer Exhibit B Acknowledgment of Addenda Exhibit C Service Schedule/Specifications Exhibit D Financial Proposal Exhibit E Contractor References Exhibit F HUB Subcontracting Plan

SECTION 1

INTRODUCTION

1.1 SCOPE OF PROPOSAL

Stephen F. Austin State University, hereafter referred to as “SFA” or “the University”, is seeking proposals from licensed commercial pest control service to provide pest control services for all buildings and sites on the main campus and any required off-site locations of SFA and at a minimum in accordance with Section 2, Statement of Work herein. The University anticipates selecting only one vendor with whom to negotiate a final contract. SFA reserves the right to obtain services of equal type and kind from other sources during the term of the resulting Agreement without invalidating in whole or part the resulting Agreement or any rights or remedies SFA may have hereunder.

The Services are more specifically described in Section 2 (“Statement of Work”) of this RFP.

1.2 AGREEMENT TERM

This agreement will begin after award as mutually agreed and upon executed agreement. The effective date of the agreement shall be upon last signature date. The planned start date is February 2024 an ending date of December 31, 2024. Thereafter, the term of this Agreement may be extended for four (4) additional one-year periods at the option of SFA. Contracted rates will be negotiated annually to be effective January 1 of each year.

1.3 SFA INFORMATION

Stephen F. Austin State University, the newest member of The University of Texas System, began a century ago as a teachers’ college in Texas’ oldest town, Nacogdoches. Today, it has grown into a regional institution comprising six colleges — business, education, fine arts, forestry and agriculture, liberal and applied arts, and sciences and mathematics. Accredited by the Southern Association of Colleges and Schools, SFA enrolls approximately 11,000 students while providing the academic breadth of a state university with the personalized attention of a private school. The main campus encompasses 421 acres that include 36 academic facilities, nine residence halls, and 68 acres of recreational trails that wind through its six gardens. The university offers more than 80 bachelor’s degrees, more than 40 master’s degrees and four doctoral degrees covering more than 120 areas of study. Learn more at sfasu.edu

1.4 RESPONDENT QUALIFICATIONS

The University will give preference to those qualified vendors who meet the following qualifications:

• Respondent must have at least five (5) years minimum experience in providing pest control services.

• Respondent must have all required permits mandated by the State of Texas and shall hold a Texas State Pest Control Applicator License and Master Fumigator License, if applicable, from the Texas Agriculture Department and including but not limited to other licensures as needed for performance of pest control services for the University.

• Respondents must possess sufficient resources, and be able to furnish the University with evidence of their ability to perform and provide the service needs of SFA.

• Respondent must provide experience and qualification requested information included in Section 3.6.2.F. with proposal response.

1.5 SCHEDULE OF EVENTS*

*DATE EVENT

January 10, 2024 Issuance of Request for Proposal

January 17, 2024 by 12:00 PM Deadline for Questions

January 19, 2024 Question and Answer Addenda Document Posted, if any

February 6, 2024 by 5:00 PM Requests for Proposals Due

February 12, 2024 Evaluation of Proposals and Selection of Finalists and/or Negotiations

February 2024 Notification of Award

*Dates are tentative and subject to change.

1.6 OPEN RECORDS

SFA anticipates that the review of the proposals will be completed and awarded in February 2024.

Due to the nature of the proposals, the parties understand the information exchanged in the negotiation process is confidential to the fullest extent permitted by law, and neither party will disclose such information to anyone other than representatives of the negotiating parties except as required by Texas law. Final awards and agreements, after all negotiations are completed, may be subject to open. Additionally, state law requires each contract for the purchase of goods or services to be posted on the University’s website. By entering into a contract with the University, the firm acknowledges and accepts the University will comply with all applicable laws regarding the public posting of contracts.

1.7 HISTORICALLY UNDERUTILIZED BUSINESSES (HUB)

SEE EXHIBIT F – HUB SUBCONTRACTING PLAN

READ CAREFULLY

Each respondent is required to make a good faith effort to subcontract with historically underutilized businesses and shall submit a HUB Subcontracting Plan using the HUB Subcontracting Plan documents provided in Exhibit F.

Stephen F. Austin State University is committed to making a good faith effort to increase business with historically underutilized businesses (HUBs) by contracting with HUBs either directly or indirectly through subcontracting opportunities. Respondents are encouraged to actively subcontract or collaborate with HUBs in an effort to create an environment that actively acknowledges and values diversity.

The university has determined that subcontracting opportunities are probable under this contract.

The university’s HUB goal for this procurement is:

26.0% for Other Services

Each HUB subcontracting plan is evaluated independently of the response. If the HSP does not reflect a good faith effort to subcontract with HUBs, the entire response is disqualified.

All questions regarding the HUB Subcontracting Plan may be directed to the HUB Coordinator, Lacey Bradshaw, 936-468-4412, Lacey.Bradshaw@sfasu.edu.

Failure to submit the HUB Subcontracting Plan will disqualify the bid from consideration.

mailto:Lacey.Bradshaw@sfasu.edu

1.8 TITLE IX

Stephen F. Austin State University strictly adheres to Title IX of the Education Amendments of 1972, the federal Campus Sexual Violence Elimination Act; United States Department of Education regulations and directives; and the University’s sexual harassment policy and procedures (“Regulations”). Specifically, the Regulations apply to all students, employees, visitors, and other third parties on Stephen F. Austin State University-controlled property, including institutions and entities with whom Stephen F. Austin State University places its students. Further, such Regulations prohibit unequal treatment on the basis of sex as well as sexual harassment and sexual misconduct. As a condition of employment, enrollment, doing business, or being permitted on the campus, the above-mentioned individuals, organizations, and entities must agree to: 1) Report immediately to the Title IX coordinator any and all claims of sex discrimination or sexual misconduct; 2) Cooperate with Stephen F. Austin State University’s Title IX investigation; and, 3) Cooperate fully with all sanctions that Stephen F. Austin State University may impose against such individual, organization, or entity, who is found to have violated the Regulations. If the individual, organization, or entity fails to adhere to any of the aforementioned requirements, Stephen F. Austin State University reserves the right to take appropriate action, including but not necessarily limited to, immediate removal from campus; discipline of employees and students (including termination of employment and/or expulsion from school); and termination of business or contractual relationships.

1.9 PARKING ON CAMPUS

All vehicles parked on the University campus must properly display a valid parking permit and comply with all University parking rules. The Parking and Traffic Office supervises and coordinates all parking transportation and traffic related functions on the campus. Permits expire each August 31.

Contractor shall be responsible for obtaining parking permits from the Parking and Traffic Office and for resolving, should they arise, any parking regulation disputes and violations. The Parking and Traffic Office telephone number is 936-468-7275

1.10 CONFIDENTIALITY

Pursuant to the Gramm-Leach-Bliley Act (GLBA), every Service Provider (Contractor), defined as any person or entity that receives, maintains, processes or otherwise is permitted access to nonpublic personal information as defined in 16 C.F.R. § 313.3(n), whether in paper, electronic, or other form, about a university employee or student through its provision of services directly to the university is subject to the following requirements:

a. The Service Provider (Contractor) must ensure the security and confidentiality of non-public personal information as defined in 16 C.F.R. § 313.3(n), protect against any anticipated threats or hazards to the security and integrity of such information and protect against unauthorized access to or use of such information that could result in substantial harm or inconvenience to any university employee or student.

b. To the extent contractor is provided Stephen F. Austin State University employee or student information owned, possessed or used by Stephen F. Austin State University and that is communicated to, learned, or otherwise acquired by Contractor in the performance of Contractor’s duties and obligations under this Agreement, Contractor, its management, employees and agents agree to keep such information confidential, beginning on the date Contractor is first given access to said data and continuing through the term of this Agreement and any time thereafter. Contractor, its employees and agents shall not disclose, communicate or divulge, or permit disclosure, communication or divulgence, to another or use for Contractor’s, its management’s, employees’ or agents’ own benefit or the benefit of another, any such confidential information, unless required by law. Contractor shall take appropriate safeguards to protect the data and limit access to such to only those representatives of Contractor that must have access for the purposes of this Agreement.

1.11 ADDITIONAL TERMS AND CONDITIONS

https://www.sfasu.edu/docs/procurement-business-services/purchase-order-general-terms-conditions.pdf https://www.sfasu.edu/docs/procurement-business-services/purchase-order-general-terms-conditions.pdf https://www.sfasu.edu/docs/procurement-business-services/purchase-order-general-terms-conditions.pdf

SECTION 2

STATEMENT OF WORK

2.1 SCOPE OF WORK

Stephen F. Austin State University, hereafter referred to as “SFA” or “the University”, is seeking proposals from qualified firms or individuals for Pest Control Services (“Services”) for SFA and its off-site locations. Services include, but are not limited to, control, extermination, and prevention of pests. Services are required to ensure the safety and health of SFA occupants, including but not limited to, students, faculty, staff, and guests, and to preserve SFA assets.

2.1.1. Services may be requested by any SFA department

2.1.2. Services shall be performed inside and outside of buildings that include, but are not limited to, the buildings and spaces listed in Exhibit D - Financial Proposal

2.1.3 Services shall be performed annually, quarterly, monthly, or as needed by SFA, and in accordance with schedule and specifications as identified in EXHIBIT C - SERVICE

SCHEDULE/SPECIFICATIONS.

2.1.4 Services include, but are not limited to:

• Control

• Extermination

• Prevention

• Surveillance

• Capturing

• Removal

2.1.5 Comply with all terms and conditions of the final Agreement;

2.1.6 Pests to be controlled by this service shall include, but are not limited to:

--Silverfish --Rat and Mouse Burrows --Crickets --Bees/Wasps --Mice --Sewer Flies and/ or larva --Rats --Moths --Fleas --Roaches --Scorpions --Mites --Bed Bugs --Spiders --Ticks --Ants in and immediately adjacent to building foundations --Other occasional invaders (i.e., millipedes, earwigs, etc.)

2.1.7 Pests specifically not covered by this contract are wood-infesting insects (i.e., termites, carpenter ants, powderpost beetles, etc.) and other vertebrate pests (i.e., pigeons, squirrels, cats, bats etc.)

2.1.8 Environmental reporting shall be an integral part of services rendered. For purposes of this contract, environmental reporting means detailing the kinds and locations of pest problems observed as well as listing any sanitation deficiencies or construction problems requiring corrective action by SFA.

2.1.9 A pest prevention/treatment program shall be required. Pest prevention, for purposes of this contract, means that a portion of the service time will be devoted to inspecting actual and potential pest harborage areas and reporting the location and severity of pest problems found. Inspections shall include, but are not limited to, use of flashlights and sticky traps for insects, and traps/bait stations for rodents. Results of inspections shall help monitor effectiveness of the service, locate pest activity that otherwise might go undetected and shall direct, in part, the type and extent of pest control treatments rendered on a service visit.

2.1.10 A bed bug prevention/treatment program shall be an integral part of services rendered. As the infestation of bed bugs has risen in the US the University needs to be proactive regarding the prevention of these pests in all University dorms and apartments. The Contractor shall be required to:

• Monitor and inspect all the housing dorms and apartments a minimum of 3 times per year for bed bug infestation. This inspection shall be diligent including, but not limited to, inspecting of all beds, nightstands, and closets in the housing bedroom areas, as well as all other possible hiding areas.

• Report any infestations and a plan of action as to how to eliminate bed bugs including all chemicals and services rendered should an infestation occur.

2.1.11 Contractor shall provide on-call service to respond to complaint calls. On-call services shall be classified as regular and emergency service. Emergency service shall be requested for health-threatening situations or problems which render all or part of a building unusable (e.g., presence of venomous insects, massive cricket infestations, etc.)

Emergency calls shall be responded to within 12 hours. Regular service may be requested when insects become a nuisance between regular services. Regular service requests shall be responded to within 24 hours. Regular and emergency on-call service may be considered part of MONTHLY SERVICE as detailed in the Exhibit C specifications herein and shall be provided at no extra charge.

2.1.12 All areas identified in Exhibit D shall be treated in the frequency stated. The University reserves the right to request pest control services for additional buildings/facilities acquired during the period of the contract. The contract price may be increased in proportion to the original contract after mutual agreement between the contractor and Procurement Services. The same procedures shall be followed for decreasing the contract price if pest control services need to be discontinued for certain buildings/facilities.

2.1.13 Contractor must submit a list of chemicals to be used and Safety Data Sheets (SDS) to the appropriate Director/Manager and University’s Safety Officer prior to spraying in each area.

Pesticides and devices used in the course of fulfillment of this service shall be limited to those products that have been registered with the EPA and Texas Department of Agriculture for use in sites to which they will be applied and shall be used in a manner consistent with their labeling. In addition, all materials to be used under this contract shall be subject to approval of SFA. The University’s Safety Officer shall have final approval over all pest control methods and products.

2.1.14 In performance of this service, the Contractor shall protect the work area, adjacent property, and persons in a manner satisfactory to SFA and in accordance with all appropriate local, State, and Federal laws and regulations. Special attention shall be given to the observation of all safety precautions to minimize potential risks to students, employees, property, or the general public. The Contractor shall be responsible for any damage or injury due to any act of neglect attributable to persons working under his/her direction. STATE REQUIRED POSTINGS MUST BE POSTED IN EACH BUILDING AS

REQUIRED BY LAW.

2.1.15 Contractor shall maintain a file of service visit times in the office of the designated manager.

Falsification of service time reports will be a basis for termination of this agreement between SFA and the Contractor.

2.1.16 The Procurement and Business Services Department will document all complaints from departments regarding dissatisfaction with services rendered and the Contractor will be notified regarding such complaints. Complaints may be a basis for termination of this agreement between SFA and Contractor.

2.1.17 Additional service specifications unique to types of treatment areas are stated in Exhibit C and Exhibit D.

2.1.18 Contractor shall ensure that all of its employees comply with all Occupational Safety and Health Administration (OSHA), and other applicable federal, state, and local health, safety, and environmental laws, ordinances, rules, and regulations in the performance of pest control services. (Reference OSHA.gov and EPA.gov)

2.1.19 Contractor shall ensure services are performed using Integrated Pest Management when applicable and comply with USDA Meat and Poultry Regulations when providing services in areas including, but not limited to, food preparation areas, pantries, etc.

2.1.20 Contractor shall provide at its own expense all equipment, labor, supervision, materials, supplies and tools to perform all services required under this RFP.

2.1.21 All services completed by contractor are subject to inspection and approval by SFA. If for any reason SFA is not satisfied with the services, contractor shall resolve the problem with no additional charge.

2.2 REPORTS

2.2.1 A Pest Control Report Form shall be completed and provided to the specified liaison in each department for each service listing services rendered. The form should include at a minimum the labor hours, materials used, service period, service location, pest treated, and date job completed. Reference Exhibit C for Service Schedule/Specifications. Each Pest Control Report Form must be signed by specified liaison in each department approving services provided.

2.2.2 All invoicing shall be itemized with each individual service location/department referenced and services rendered. A signed Pest Control Report Form by specified liaison in each department shall be provided with the corresponding invoice for payment processing.

2.3 INSURANCE REQUIREMENTS

The Contractor shall not commence work under this Contract until he has obtained all the insurance required hereunder and certificates of such insurance have been filed with and reviewed by SFA.

Acceptance of the insurance certificates by SFASU shall not relieve or decrease the liability of the Contractor.

If policies are not written for the amounts specified below (except Worker’s Compensation and Employer’s Liability), Contractor shall carry Excess Liability insurance for any difference in amounts specified. If Excess Liability insurance is provided, it shall follow the form of primary policy.

This insurance shall not be canceled, limited in scope of coverage, or non-renewed until after thirty

(30) days prior written notice, or ten (10) days for non-payment of premium, has been given to the University.

Contractor’s insurance shall be deemed primary with respect to any insurance carried by Stephen F. Austin State University for liability arising out of operations under this Contract.

Stephen F. Austin State University, its officials, directors, employees, representatives and volunteers shall be named as additional insured. This is not applicable to the workers’ compensation policy.

https://www.epa.gov/managing-pests-schools/epas-approach-integrated-pest-management-schools https://www.fsis.usda.gov/wps/portal/fsis/topics/regulations

The workers’ compensation and employers’ liability policy will provide a waiver of subrogation in favor of the University.

The workers’ compensation insurance coverage must include the responsibility of the Contractor to provide coverage for every worker either under the Contractor’s policy or under the policy provided by a subcontractor. The Contractor’s policy shall provide that, in the event that a subcontractor’s policy fails to provide worker’s compensation coverage of a worker, that such insurance coverage is provided by the Contractor’s policy.

Unless otherwise provided for herein, the Contractor shall provide and maintain, until the Work covered in this Contract is completed and accepted by the Owner, the minimum insurance coverage as follows:

INSURANCE REQUIREMENTS MINIMUM LIMITS

Workers’ Compensation (Statutory)

Statutory

Employer’s Liability $1,000,000 Each Occur/Aggregate

Commercial General Liability $1,000,000 Each Occur $2,000,000 General Aggregate $2,000,000 Products/Completed Operations

Comprehensive Automobile Coverage

$1,000,000 Combined Single Limit NOTE: Required where a vehicle will be used on the premises. Coverage must include: All owned, leased, hired, non-owned and employee non-owned vehicles and, where applicable, Personal Injury Protection.

2.4 CONTRACTOR’S EMPLOYMENT REQUIREMENTS

The successful Contractor shall provide appropriate staff to provide pest control services to the campus. Contractor shall be responsible for certifying that all employees have undergone a security background check, which includes criminal history, credit history, and driving records.

Contractor shall provide certification upon request that employees have undergone pre-employment drug screening and that random drug screens are routinely required of all Contractor employees. Employees shall be bonded and insured by the Contractor. Employees shall wear an identifying uniform and carry photo ID badges. By submittal of this proposal respondent certifies and agrees that all employees shall be bonded.

2.5 ACCESS TO RECORDS

Contractor shall keep full and accurate records in connection with the services provided by it under this Agreement. The University, or any of its duly authorized representatives, at any time during the term of this Agreement, shall have access to, and the right to audit or examine any pertinent books, records or documents of Contractor related to Contractor’s performance under this Agreement.

SECTION 3

INSTRUCTIONS TO RESPONDENTS

3.1. CONTACT INFORMATION

3.1.1. All questions regarding the RFP, or response must be forwarded to the

Contracting Specialist:

Nicole Ivancic Purchasing Manager P.O. Box 13030, SFA Station Nacogdoches, TX 75962 Phone: 936.468.4037 Fax: 936.468.4472 Email: ivancickn@sfasu.edu

3.1.2. SITE VISIT: A site visit is not mandatory, but is recommended. The time during which a site visit can be made is January 22-26, 2024 from 1-5 p.m.

For site visits to specific areas please contact:

--Bradley Cobb: 936-468-6602, Residence Halls, Housing Operations Building --Nick Stallworth: 936-468-1373, Student Center including Food Service areas, Patio Square Apartments --Matt Romig: 936-468-3906 Physical Plant, Library, Other Buildings as requested

The Contractor shall be responsible for having ascertained pertinent local conditions such as location, size, accessibility, and general environment of the site. Failure to do so will not release the Contractor from responsibility for successfully performing the work without additional expense to SFA.

3.2 SUBMITTAL DEADLINE AND LOCATION

All proposals must be received by SFA no later than 5:00pm, Tuesday, February 6, 2024.

Proposals are to be submitted to:

HAND DELIVER AND/OR

MAIL PROPOSAL TO: EXPRESS MAIL TO:

Stephen F. Austin State University Stephen F. Austin State University

Procurement and Business Services Procurement and Business Services P.O. Box 13030, SFA Station 2102 Alumni Dr. Austin Bldg. Room 131 Nacogdoches, TX 75962-3030 Nacogdoches, TX 75962

All U.S. Mail addressed to any component of SFA is delivered to a central mailroom and redistributed by SFA personnel to the addressee’s on-campus post office box. Consequently, there is a possibility of delay between receipt of mail at the central mailroom and receipt in the Procurement and Business Services Department. Proposals must be in the office of the Procurement and Business Services Department by the time set for RFP closing in order to be considered, and receipt by SFA at the central mailroom will not be deemed sufficient. The University shall not be responsible for responses received after the due date and time. Late responses will not be considered under any circumstances. Properly identified late responses will be returned to the Respondent unopened.

mailto:ivancickn@sfasu.edu

Proposals will be publicly opened Wednesday, February 7, 2024 at 8:30 am in the office of the Procurement and Business Services, 2102 Alumni Dr. Austin Bldg. Room 131. Only the names of the Respondents will be read aloud.

Proposals received after the time for closing will be returned to Respondent unopened regardless of the circumstance. It is the responsibility of the Respondent to get the proposals delivered in a timely manner, regardless of delivery method or circumstances.

Faxed proposals will not be accepted.

Proposals may be withdrawn at any time prior to the time and date set for proposal closing.

Stephen F. Austin State University reserves the right to accept or reject any or all proposals and to waive irregularities or technicalities provided such waiver does not substantially change the offer or provide a competitive advantage to any Respondent in the judgment of Stephen F. Austin State University.

3.3 SUBMITTAL INSTRUCTIONS

All proposals must be submitted in the format prescribed in Section 3.6.

Each Respondent must submit one (1) electronic PDF proposal with signatures on the Execution of Offer. Specific formatting requirements are below.

If a printed, hard copy is submitted in lieu of an electronic file to bids@sfasu.edu, the printed copy shall (1) be unbound; (2) contain divider sheets or tabs; (3) be printed on 8-1/2 in. x 11 in. white paper to enable copying, if needed; and (4) be a complete copy of all information submitted with Respondent’s Proposal. Colors must reproduce in a legible manner on a black-and-white copier.

Respondent shall submit one (1) complete electronic copy of the Proposal on electronic media via email to bids@sfasu.edu in a searchable Adobe .PDF file. Respondents shall divide the electronic copy into TWO (2) separate electronic files, one of which shall contain Respondent’s Qualifications per Section 3.6.2.F. and the other of which shall contain Exhibits A-F as required.

All proposals must be complete and convey all of the information requested to be considered responsive. If the proposal fails to conform to the essential requirements of the RFP, SFA alone will determine whether the variance is significant enough to consider the proposal susceptible to being made acceptable and therefore a candidate for further consideration, or not susceptible to being made acceptable and therefore not considered for award.

Each Respondent, by submitting a proposal, represents that the Respondent has read and completely understands the request for proposal documents and agrees to abide by the terms of this RFP and any resulting agreement. Failure of the selected contractor to fulfill the provisions of this request for proposal shall in no way relieve the obligation of the Contractor to furnish all services necessary to carry out the provisions of the agreement.

A legally authorized representative of the Respondent shall sign proposals. Unsigned proposals (Exhibit A) will be rejected as a material failure.

3.4 ACCEPTANCE AND FORMATION OF AGREEMENT

No recommendation for award will be made until Stephen F. Austin State University is fully satisfied that the Respondent is professionally competent and properly equipped to render the specified service.

The University reserves the right to negotiate further with any respondent that submits a proposal, once proposals have been opened. SFA may award a contract(s) based on initial proposals mailto:bids@sfasu.edu received without any discussion of such proposals. Therefore, each proposal should be submitted on the most favorable and complete price and terms possible.

SFA reserves the right to enter into an agreement not based only on the cost to the University, but which, in the sole opinion of SFA, is deemed to represent the best value to SFA. The University shall be the sole judge of determining which proposal represents the best value to the University.

By submitting a response, the Respondent agrees to accept an agreement including the scope of work and specifications herein and attached to this Request for Proposal.

3.5 EVALUATION CRITERIA

3.5.1 Award will be based on a comprehensive review and analysis based on a weighted value of averaged evaluation scores and negotiation of the proposal that best meets the needs of the university. Submission of a proposal represents concurrence with this method of evaluation and award. Furthermore, Respondents will not, under any circumstances, dispute any award made using this method.

3.5.2 Evaluation of the proposals will be performed by an evaluation committee representing

Stephen F. Austin State University. Proposals will be evaluated using the following criteria, which are listed below in Section 3.5.4. Stephen F. Austin State University reserves the right to award an agreement not based only on the cost to the University, but on the criteria that best meet the university's requirements and goals. The university shall be the sole judge of determining which proposal represents the best value to the university.

3.5.3 Notwithstanding, the University reserves the right to further negotiate, after proposals are opened, with any Respondent that submits a proposal. SFA may award a contract(s) based on initial proposals received without any discussion of such proposals.

Therefore, each proposal should be submitted on the most favorable and complete price and terms possible.

3.5.4 Evaluation Criteria

a. 40%--Qualifications and Experience.

b. 30%--Cost to the University

c. 10%--References

d. 10%--Certifications and licensing

e. 10%--Past work experience with SFA

3.6 PROPOSAL FORMAT

3.6.1 Proposals shall be prepared in a straightforward and concise manner, identifying clearly and concisely any deviations, enhancements and other differences that exist between the RFP and the respondent’s proposed services. Emphasis should be placed on responsiveness to the RFP requirements, completeness and clarity of content and conformance to the RFP instructions.

Respondents shall organize their proposal in a point-by-point format according to Section

3.6.2. Failure to follow point-by-point presentation could be grounds for disqualification.

Proposals shall be submitted via a PDF document to bids@sfasu.edu.

Submittals shall include a “Table of Contents” and give page numbers for each part of the Proposal.

Number all pages of the Proposal submittal sequentially using Arabic numerals (1,2,3, etc.).

3.6.2 Proposal shall include the following information and be submitted in the following order:

Failure to provide any of the following documents will result in disqualification of the proposal from further consideration

Required Submittals A. Exhibit A – Signed Execution of Offer B. Exhibit B – Acknowledgement of Addenda, if any C. Exhibit D – Financial Proposal D. Exhibit E – Contractor References E. Exhibit F – HUB Subcontracting Plan F. Evaluation of Qualifications and Experience:

1. Contractor’s hiring practices

a. Provide description of the hiring practices, orientation and training that Respondent provides for employees, including the basic security protocols; and

b. Provide information about company and employee certification and bonding.

2. Contractor History and Certifications

a. Provide a brief history of your company showing five years minimum experience in pest control services including number of years in business;

b. Key qualifications of your company and names of individuals that would be assigned to the SFA account;

c. Experience with SFA to include number of years doing business with SFA, if applicable;

d. Satisfaction of present and previous clients- provide a list of three

(3) references from current or former clients similar to SFA per Exhibit E; and

e. List and provide copies of any and all certifications, licensing, or memberships to which Respondent belongs.

Stephen F. Austin State University reserves the right to check references prior to award. Any negative responses received may be grounds for disqualification of the bid. SFA Reserves the right to enter into an agreement not based only on lowest cost to the University, but which, in the sole opinion of SFA, is deemed to represent the best value to SFA.

EXHIBIT A

EXHIBIT A

EXECUTION OF OFFER

In compliance with this RFP, and subject to all the conditions herein, the undersigned offers and agrees to furnish any or all commodities or services and to comply with all terms, conditions and requirements set forth in the RFP documents and contained herein.

By signature hereon, Respondent affirms that he/she has not given, offered to give, nor intends to give at any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted Qualifications. Failure to sign the response, or signing it with a false statement, shall void the submitted response or any resulting contracts, and the Respondent may be removed from all bid lists.

By the signature hereon affixed, the Respondent hereby certifies that neither the Respondent nor the firm, corporation, partnership, or institution represented by the Respondent or anyone acting for such firm, corporation, or institution has violated the antitrust laws of this State or the Federal antitrust laws nor communicated directly or indirectly the response made to any competitor or any other person engaged in such line of business.

By signature hereon, Respondent certifies that if a Texas address is shown as the address of the Respondent, Respondent qualifies as a Texas Resident Bidder as defined in Rule 34 TAC 20.38.

Certifications:

Texas Family Code Child Support Certification. By signature hereon, Respondent certifies as follows: "Under Section 231.006, Texas Family Code, the Contractor certifies it is not ineligible to receive the payments specified in the Agreement and acknowledges that this Agreement may be terminated and payment may be withheld if this certification is inaccurate."

Sales Tax Certification. By signing the Agreement, the Respondent certifies as follows: "Under Section 2155.004, Texas Government Code, the Contractor certifies that the individual or business entity named in this Agreement is not ineligible to receive the specified contract and acknowledges that this contract may be terminated and payment withheld if this certification is inaccurate."

Franchise Tax Certification. By signing the Agreement, a corporate or limited liability company, Respondent certifies that it is not currently delinquent in the payment of any Franchise Taxes due under Chapter 171 of the Texas Tax Code, or that the corporation or limited liability company is exempt from the payment of such taxes, or that the corporation or limited liability company is an out-of-state corporation or limited liability company that is not subject to the Texas Franchise Tax, whichever is applicable. Contractor acknowledges and agrees that if this certification is false or inaccurate, at University's option, the Agreement may be terminated and payment withheld.

Payment of Debts to the State of Texas. That pursuant to Section 403.0551, Texas Government Code, the Respondent agrees that any payments owing to the Contractor under this contract may be applied towards any debt or delinquent taxes that the Contractor owes the State of Texas or any agency of the State of Texas, until such debt or delinquent taxes are paid in full.

The person signing the Response should show title or authority to bind his/her firm in contract.

Federal Employer’s Identification Number:

Sole Owner should also enter Social Security No.:

Respondent/Company:

Signature (INK):

Name (Typed/Printed):

Title:

Street:

City/State/Zip:

Telephone No/Fax No:

Email.:

THIS SHEET MUST BE COMPLETED, SIGNED, AND RETURNED WITH RESPONDENT'S PROPOSAL.

FAILURE TO SIGN AND RETURN THIS SHEET MAY RESULT IN THE REJECTION OF YOUR

RESPONSE.

EXHIBIT B

EXHIBIT B

ACKNOWLEDGEMENT OF ADDENDA

Receipt is hereby acknowledged of the following addenda to this RFP.

Addenda No. Dated

Respondent/Company:

Refer to the SFA Procurement and Business Services Department website to confirm all addenda issued:

https://www.sfasu.edu/procurement-business-services/do-business/bids-rfps https://www.sfasu.edu/procurement-business-services/do-business/bids-rfps

EXHIBIT C

EXHIBIT C-SERVICE SCHEDULE/SPECIFICATIONS

Service will be limited to the times designated for each area as set out in this bid. Treatments must be scheduled through the designated Director. SFA expects flexibility on the part of the contractor in setting and changing service schedules as required so that there is minimum operation interference. SFA agrees to provide access to all areas at all locations as required during the agreed upon service times in accordance with the attached specifications listed herein.

The frequency of treatment shown on this schedule is based on estimated needs. SFA reserves the right to increase or decrease frequencies to meet actual needs.

UNIVERSITY STUDENT CENTER

Student Center Building, excluding the food service areas.

The Student Center is to be treated MONTHLY, and the entire building shall be fogged underneath a minimum of TWICE PER YEAR.

Minimum monthly service shall include spraying all offices, mechanical rooms, storage rooms, hallways, ballrooms, and meeting rooms. Infestations shall be checked and treated daily until they are brought under control.

The entire Student Center Building shall be fogged underneath during the following times:

a) Christmas break (approx. December 24, 2024 through December 29, 2024)

b) Immediately following the Spring Semester (approx. May 12, 2024, through June 2, 2024)

c) Prior to beginning of Fall Semester (approx. August 18, 2024, through August 25, 2024)

Treatment must be scheduled through the Student Center Director. The Student Center Contact is Nick Stallworth (936) 468-1373. A Pest Control Form must be signed by the Director or their representative. An unsigned form will make any invoices for that day’s work null and void. Invoices will not be paid without the approval of the Student Center Associate Director or another authorized University representative.

ALL FOOD SERVICE AREAS

All Food Service areas are to be treated TWICE PER MONTH

Minimum service shall include spraying underneath, behind, and in-between all equipment; the entire eating area; and all storage areas.

a) Christmas break (approx. December 24, 2024 through December 29, 2024)

b) Immediately following the Spring Semester (approx. May 12, 2024, through June 2, 2024)

c) Prior to beginning of Fall Semester (approx. August 18, 2024, through August 25, 2024) Because of the timing of food preparation, bi-weekly treatment must be scheduled through each Area Director. A Pest Control Report Form must be filled out for each Food Service Area and signed by the Area Director or his representative, and sent in with the invoice. Any unsigned forms will make that area’s invoice amount null and void for that day’s work. Invoices will not be paid without the approval of the Food Service Director or another authorized University representative.

RESIDENCE HALLS

All residences are to be treated a minimum of three (3) times during the calendar year. The times specified are when the residence halls are empty between semesters. All the residence halls shall be treated during each of these two-to-three-week periods.

a) Christmas break (approx. December 24, 2024 through December 29, 2024)

EXHIBIT C

b) Immediately following the Spring Semester (approx. May 12, 2024, through June 2, 2024)

c) Prior to beginning of Fall Semester (approx. August 18, 2024, through August 25, 2024)

Minimum service shall include fogging all basements and mechanical rooms and spraying all student rooms, mechanical rooms, lobbies, etc., and thorough bed bug inspection of all beds, bedding, bedside tables, closets, and other vulnerable areas. This service shall be guaranteed for four (4) months with call-backs at no additional charge. Infestations shall be checked and treated daily until they are brought under control.

RESIDENCE LIFE HOUSING OPERATIONS BUILDING

Building to be treated 2 times per year, (December and June)

Treatment shall be scheduled through the Housing Operations Manager (located at 1924 University Drive) contact Judy Duffin, 936-468-6601 or 468-6602. A Pest control Report Form shall be filled out for each dormitory and signed by the Housing Operations Manager or his representative, and sent in with the invoice. Any unsigned reports will make that dorm’s invoice amount null and void.

Invoices will not be paid without the approval of the Operations Manager or another authorized University representative.

SFASU PATIO SQUARE APARTMENTS

All apartment complexes are to be treated QUARTERLY.

Minimum service shall include fogging underneath apartments; spraying lobby and basement of apartments; fogging all mechanical rooms; and spraying all rooms, including laundry houses, thorough bed bug inspection. This service shall be guaranteed for three (3) months with call backs at no additional charge. Infestations shall be checked and treated daily until they are brought under control.

Treatment shall be scheduled through the Student Center Director. The Student Center Contact is Nick Stallworth (936) 468-1373. A Pest control Report Form must be filled out for and signed by the Associate Director or his representative, and sent in with the invoice. Any unsigned reports will make the invoice amount null and void. Invoices will not be paid without the approval of the Director or another authorized University representative.

Ralph W. Steen Library Treatment shall be monthly by either rotation spraying of one of each of the (4) four floors each month or by a complete building treatment. All work is to be scheduled through Jeanne Porterfield (936)-468-1085.

McGee Business Building Treatment shall be monthly by either rotation spraying of one of each of the (4) four floors each month or by a complete building treatment. All work is to be scheduled through Amanda Willoughby (936)-468-4055.

Other Buildings as requested-Additional SPOT Treatment:

To provide spot spraying for other buildings both on and off campus or areas NOT specified that would be requested on a “call out” basis for particular areas or departments (offices) with a specific treatment need as requested. The first follow up visit for inspection related to a requested treatment area to be provided at no additional charge including required call backs.

Reference Exhibit D-Financial Proposal that includes detail locations, frequency, and requested pricing.

EXHIBIT D

BAKER PATTILLO STUDENT CENTER 12 months $ /mo 224,021 sq ft Excluding the Food Service Area Monthly Treatment required

ALL FOOD SERVICE AREAS

Excluding the non-food service areas of the Baker Pattillo Student Center Monthly Treatment required

Student Center Cafeteria, 20,448 sq.ft. 12 mos. $ /mo.

Salty Tom’s, Sal’s Pizza, 1,664 sq ft 12 mos $ /mo Chick-Fil-A, 713 sq ft 12 mos $ /mo Starbucks, 492 sq ft 12 mos $ /mo Student Center Convenience Store, 1,050 sq ft 12 mos $ /mo Movie Concession stand, 112 sq ft 12 mos $ /mo Library/ Einstein Brothers Bagels, sq ft 12 mos $ /mo

EXHIBIT D- FINANCIAL PROPOSAL

(Page 1 of 3)

Having carefully reviewed the specifications and related documents affecting the proposal to provide pest control services to Stephen F. Austin State University, the undersigned submits the following Financial Proposal in accordance with the Request for Proposal documents:

Respondent Name:

Authorized Signature:

(Page 2 of 3)

RESIDENCE HALLS

Student rooms -estimates provided 3 treatments per year required

Wisely Hall 1935 27,456 sq.ft. 52 rooms $ /Treatment North Hall 1960 17,407 sq.ft. 52 rooms $ /Treatment South Hall 1960 17,407 sq.ft. 54 rooms $ /Treatment Griffith Hall 1965 93.133 sq.ft. 270 rooms $ /Treatment Hall 10 1963 26,928 sq.ft. 72 rooms $ /Treatment Hall 14 1964 69,595 sq. ft 220 rooms $ /Treatment

Steen Hall 1968 128,382 sq.ft. 382 rooms $ /Treatment Kerr Hall 1968 93,133 sq.ft. 270 rooms $ /Treatment Hall 20 1985 93,133 sq. ft 270 rooms $ /Treatment Lumberjack Village: 311 units -Buildings 1, 2 &3 318,875 sq. ft $ /Treatment -Community Building 7,772 sq. ft $ /Treatment -Lumberjack Lodge 126,327 sq. ft 102 units $ /Treatment -Lumberjack Landing 210 units $ /Treatment

SFASU APARTMENTS

Quarterly treatments required

Patio Square Apartments $ /Treatment

Residents live in the apartments year-round, and they are notified properly of the agreed upon time of treatment. If residents refuse treatment, the Contractor is to notify the Housing Operations Manager within 24 hours of the refusal. Upon dealing with the situation, the Contractor will be scheduled to complete the job at a later time.

(Page 3 of 3)

Ralph W. Steen Library Monthly Pest Control treatments required 12 mos. $ /mo.

ADDITIONAL SPOT TREATMENT: $ /Per hour Respondents are requested to provide pricing for additional “spot spraying” for other buildings both on and off-campus or areas NOT specified on this service that would be requested on a “call out” basis for particular areas or departments (offices) with a specific treatment need. First follow up visit to be provided free of charge.

ADDITIONAL SPOT TREATMENT-FOLLOW UP VISIT: $ /Per hour

ADDITIONAL FLEA TREATMENTS FOR RESIDENCE HALLS: $ /Treatment Residence Halls which house therapy animals

Optional annual escalation rate, if any %

Stephen F. Austin State University RFP #PEST CONTROL-2018

EXHIBIT E

EXHIBIT E

CONTRACTOR REFERENCES

No less than three references will be provided with respondent proposal. The references may be used as a basis for inquiry concerning respondent’s quality of service. References cited may be contacted and asked to rate quality of services provide by the respondent. Referenced facilities should have utilized Contractor’s service for at least one (1) year.

Customer Name: _________________________________________________________________

Address: ________________________________________________________________________

Contact Name/Title: _______________________________________________________________

Contact Telephone Number: ______________email: _____________________________________

Dates Serviced: from ________ to ______

Services Provided: _______________________________________________________________

Customer Name: _______________________________________________________________

Contact Name/Title: ______________________________________________________________

Contact Telephone Number: ____________email________________________________________

Dates Serviced: from _________to________

Services Provided ________________________________________________________________

Customer Name: _________________________________________________________________

Contact Name/Title: _______________________________________________________________

Contact Telephone Number: ______________ email______________________________________

Dates Services: from ___________ to_______

Services Provided_________________________________________________________________

EXHIBIT F

EXHIBIT F

HUB SUBCONTRACTING PLAN (HSP)

https://comptroller.texas.gov/purchasing/docs/hub-forms/hsp-allfms.pdf

Rev. 2/17

HUB Subcontracting Plan (HSP)

QUICK CHECKLIST

While this HSP Quick Checklist is being provided to merely assist you in readily identifying the sections of the HSP form that you will need to complete, it is very important that you adhere to the instructions in the HSP form and instructions provided by the contracting agency.

If you will be awarding all of the subcontracting work you have to offer under the contract to only Texas certified HUB vendors, complete:

Section 1 -…