ESBD_File_352095_2 2024-1028 Specifications and Scope of Work.pdf

McALLEN INDEPENDENT SCHOOL DISTRICT

Request for Proposal No. 2024-1028 Integrated Pest Management and Pest Control Services Specifications and Scope of Work

Rev. 6/2021

1.0 BACKGROUND

McAllen Independent School District (the “District”) is a multicultural community of over 20,000 students. The District’s vision is to educate all students to become lifelong learners and productive citizens in a global society through a program of educational excellence utilizing technology and actively involving parents and the community. The District consists of eighteen (18) elementary schools, six (6) middle schools, three (3) traditional high schools, and two (2) non-traditional high schools.

Officers of the District are:

Debbie Crane-Aliseda, Trustee Erica de la Garza-Lopez, Trustee Elizabeth (Lizzie) Kittleman, Trustee Sofia M. Peña, Trustee Lucia Regalado, Trustee Aaron D. Rivera, Trustee Sam Saldivar, Jr., Trustee Dr. René Gutiérrez, Superintendent

2.0 INTENT

It is the intent of the District, through this Request for Proposal (“RFP”), to select respondents(s) (“Respondent”), offering the best value Integrated Pest Management (“IPM”) and pest control services.

3.0 REQUIREMENTS

The Specifications and Scope of Work (“SOW”) will take precedence over the General Terms and Conditions when they are in conflict. Please read the General Terms and Conditions and the following information carefully. Any exceptions to these General Terms and Conditions and SOW may be cause for a Respondent to be disqualified.

4.0 TERM AND TERMINATION OF AGREEMENT

The period of the contract (“Contract”) resulting from this RFP will be for a primary term of one (1) year with the option to renew for three (3) additional one (1) year terms.

4.1 Termination without Cause. District shall have the right to terminate this contract without cause on thirty (30) days written notice to the Respondent.

4.2 Termination with Cause.

4.2.1 Termination by District. District may terminate this Contract immediately upon the occurrence of any of the following events:

4.2.1.1 Any conduct of the Respondent, which jeopardizes the health, safety, or welfare of any person, or the safety, reputation, or the regular functions of the District.

4.2.1.2 Failure to provide evidence of liability insurance, as required.

4.2.1.3 Failure of Respondent to immediately bar any individual from performing services under this Contract, if such individual does not meet the qualifications required by this Contract or if such individual commits a material breach of one of the terms of this Contract.

4.2.1.4 In addition, if the Respondent commits a material breach of any of the terms of this Contract, other than those listed in subsections 4.2.1.1 through 4.2.1.3 above, District may terminate this Contract upon no less than thirty (30) days written notice.

4.3 Respondent shall not be entitled to lost profits or any further compensation not earned prior to the time of cancellation.

5.0 PRICING, INVOICING AND PAYMENT

The pricing offered through this RFP must remain firm for the term of the Contract. Price decreases and/or discount percentage in favor of the District are acceptable at any time throughout the term of the contract. In case of a price increase required due to market shortage or market change, documentation must be submitted for approval to Laura Williams, Director of Purchasing Services at laura.williams@mcallenisd.net.

6.0 REFERENCES

Respondent shall obtain a minimum of three (3) references from other school districts for similar services.

References must complete the “District Reference Form” (See Attachments tab).

7.0 EVALUATION CRITERIA

In determining who will be awarded, the District shall consider:

7.1 the purchase price;

7.2 the reputation of the vendor and of the vendor’s goods or services;

7.3 the quality of the vendor’s goods or services;

7.4 the extent to which the goods or services meet the District’s needs;

7.5 the vendor’s past relationship with the District;

7.6 the impact on the ability of the District to comply with laws and rules relating to historically underutilized businesses (in accordance with 2 CFR 200.320);

7.7 the total long-term cost to the District to acquire the vendor’s goods or service;

7.8 for a contract for goods and services, other than goods and services related to telecommunications and information services, building construction and maintenance, or instructional materials, whether the vendor or the vendor's ultimate parent company or majority owner:

7.8.1 has its principal place of business in this state; or

7.8.2 employs at least 500 persons in this state; and

7.9 any other relevant factor specifically listed in the request for proposals.

7.9 Federally Funded Projects shall be in accordance with:

7.9.1 Code of Federal Regulations, 2 CFR 200.320; or

7.9.2 United States Department of Agriculture (“USDA”) guidelines, 2 CFR 200; and

7.9.3 Buy American Act Guidelines.

7.10 Relative Weights:

7.10.1 Relative weights for state and local criteria: 98%

7.10.2 Relative weights for federally funded criteria: 2% as applicable

Refer to Attachment “A” for weights.

8.0 EVALUATION COMMITTEE.

The evaluation committee which will be comprised of Ruben Trevino, Executive Director for Facilities, Maintenance & Operations; Roel Moroles, Assistant Director of Facilities, Maintenance & Operations;

Sonia Esquivel, Director of Child Nutrition Program; Laura Williams, Director of Purchasing Services;

Elizabeth Cabrera, Coordinator for Purchasing Services; and Liz Montes, Senior Buyer, will evaluate the RFP and recommend the successful Respondent(s).

mailto:laura.williams@mcallenisd.net.

9.0 COMMUNICATION WITH DISTRICT PERSONNEL

Respondent submitting a proposal shall not discuss this RFP with employees of District or members of the Board of Trustees. Communication includes, but is not limited to, unsolicited literature, email, faxes or phone calls related to any aspect of this RFP. If discussion is necessary, you will be notified in writing. Failure to abide by this requirement will result in automatic disqualification at the discretion of the District. All questions must be posted on the Questions tab.

10.0 SCOPE OF WORK

The District has an implemented integrated pest management program (“IPM”) for achieving long-term, environmentally sound pest suppression using a wide variety of technological and management practices. The District is accepting proposals from vendors offering the best value for Pest Control Services for all campuses, departments, storage facilities, food service kitchen, dining areas and campus grounds according to the Scope of Work herein.

10.1 Awarded Respondent (“Contractor”) shall:

10.1.1 Provide a monthly pest control inspection and treatment service schedule within one (1) week of being awarded the contract. Pesticide application shall be on an as-needed-basis and/or on a monthly basis as scheduled by IPM Coordinator. See Attachment B Facilities/Sites for locations on the Ionwave “Attachments” tab.

10.1.2 Pesticide control treatment in cafeterias must be scheduled a week in advance and shall be ONLY between the hours of 1:00pm – 3:00pm unless otherwise approved by the Director of Child Nutrition Program (“CNP”). Scheduled treatment must be approved by the CNP Director and will be under the supervision of the cafeteria managers unless otherwise approved by the Director of CNP.

10.1.3 Pest control services for all other Facilities/Sites shall be scheduled after school.

10.1.3.1 Pest control services include, but are not limited to, rats, mice, possums, bees, wasps, hornets, spiders, scorpions, cockroaches, all types of ants, moths, fleas, ticks, and silverfish. Rat and mice infestations located in burrows in the ground adjacent to buildings are included.

10.1.3.2 Pest control treatment and inspection services are extended up to twenty (20) feet from any facility/site including portables, playgrounds, pavilions, storages, and gyms. Athletic fields are excluded.

10.1.3.3 Pest control treatment for termites, fleas, ticks, and other wood destroying insects will be on a per square foot proposal on an as needed basis.

10.1.3.4 Areas included in monthly service fees include, but not limited to, lounges, coffee bars, home economic labs, small kitchens, special education classrooms, all classrooms, all mechanical/custodial closets, Monthly 20FT perimeter inspection around all buildings pertaining to site (to include pest control on all district portables, playgrounds, pavilions, storages and gyms on all district sites).

10.1.3.5 Contractor shall extend the same monthly rate to each new facility and/or areas for pest control services not specified in this contract. (Note: This applies to newly constructed facilities.)

10.1.3.6 Contractor shall not charge additional fees for any return visits (needed due to failed pest control treatments not providing acceptable and satisfactory results) within one (1) month of treatment.

10.2 Furnish all supervision, labor, materials, and equipment necessary to accomplish the surveillance, trapping, and pesticide application components of the IPM Plan.

10.3 Conduct a thorough initial inspection of each building or site within ten (10) days of the initiation date of the contract.

10.3.1 Contractor shall submit a Pest Control Plan for each building or site within five (5) working days after thorough initial inspection. If aspects of the Pest Control Plan are incomplete or not approved by the IPM Coordinator, the Contractor shall have two (2) working days to submit revisions.

10.3.1.1 The purpose of the initial inspections is for the Contractor to evaluate the pest control needs of all premises, the effectiveness of previous control efforts, and to identify problem areas and any equipment structural features or management practices that are contributing to pest infestation. Access to building space shall be coordinated with IPM Coordinator. IPM Coordinator will inform the Contractor of any restrictions or areas requiring special scheduling.

10.3.1.2 Contractor shall describe methods and procedures to be used for identifying sites of pest harborage and access and for making objective assessments of pest population levels throughout the term of the contract. In addition, the Contractor will work with the IPM Coordinator to establish population levels that constitute unacceptable levels that include planned frequency of Contractor visits and approximate duration of each visit.

10.3.1.3 Structural modifications for pest suppression shall not be the responsibility of the Contractor with the exception of minor caulking which shall be the responsibility of the Contractor.

10.3.1.4 Identify infested zones on a diagram of the building floor plan, and a specific plan for solving the problem that caused and or allows each of the infestations to persist as requested.

10.3.1.5 Propose methods of evaluation of the effectiveness of actions and amendments to the Pest Control Plan as needed to assure pest control needs are met.

10.4 Provide written reports describing program status and recommendations for the corrective actions that may to be implemented by the District or the Contractor; and provide emergency pest control call out services throughout the term of the contract as requested by the IPM Coordinator.

10.5 Provide a summary of the proposed control methods (caulking, reduced access to food and harborage sites) and equipment (example: crevice vacuum cleaner, pressurized air for flushing insects, etc.) that will be utilized for these services within one (1) week of being awarded the contract.

10.6 Provide current labels, and Material Safety Data Sheets (“MSDS”) of all pesticides to be used, brand names of pesticide application equipment, rodent bait boxes, insect and rodent trapping devices, pest monitoring devices, pest surveillance and detection equipment, and any other pest control devices or equipment that may be used to provide service and rationale for their use prior to commencement of the Contract and prior to the use of any product changes,.

10.6.1 Contractor shall be responsible for the application of pesticides according to the label.

All pesticides used by the Contractor must be registered with the U.S. Environmental Protection Agency (“EPA”) and by the State of Texas. Transport, handling, and use of all pesticides shall be in strict accordance with the manufacturer's label instructions and all applicable Federal, state, and local laws and regulations.

10.6.1.1 The application of pesticides is subject to the Federal Insecticide, Fungicide, and Rodenticide Act (7 United States Code 136 et seq.), Environmental Protection Agency regulations in 40 Code of Federal Regulations, Occupational Safety and Health Administration regulations, and state and local regulations. Where there is a conflict between applicable regulations, the most stringent will apply.

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

Lack of knowledge of the Contractor shall in no way be a cause for relief from responsibility or constitute a cognizable defense against the legal effects thereof.

10.6.3 Contractor shall observe all safety precautions throughout the performance of this contract and shall assume full responsibility and liability for compliance with all applicable regulations pertaining to the health and safety of personnel during the execution of the work and shall hold the District harmless for any action on the Contractor's part or that of its employees that results in illness, injury, or death.

10.6.4 Contractor shall adhere to the following rules for pesticide selection and use:

10.6.4.1 Contractor shall use non-pesticidal methods of control wherever possible.

For example: portable vacuums rather than pesticide sprays shall be used for initial clean-outs of cockroach infestations, for swarming (winged) ants and termites, and for control of spiders in webs wherever appropriate.

10.6.4.2 Trapping devices rather than pesticide sprays shall be used for indoor fly control wherever appropriate.

10.6.4.3 Application of pesticides in any inside or outside area shall not occur unless visual inspections or monitoring devices indicate the presence of pests in that specific area. Preventive pesticide treatment of areas where surveillance indicates a potential insect or rodent infestation, are acceptable on a case-by-case basis, as approved by IPM Coordinator.

10.6.4.4 When it is determined that a pesticide must be used to obtain adequate control, the Contractor shall employ the least hazardous material, most precise application technique, and minimum quantity of pesticide necessary to achieve control.

10.6.4.5 Containerized and other types of crack and crevice-applied bait formulations, rather than sprays, shall be used for cockroach and ant control wherever appropriate. Liquid aerosol, or dust formulations shall be applied only as crack and crevice treatments with application devices specifically designed or modified for this purpose. "Crack and crevice treatment" is defined in this contract as an application of small amounts of insecticides into cracks and crevices in which insects hide or through which they may enter a building.

10.6.4.6 Application of pesticide liquid, aerosol, or dust to exposed surfaces, and pesticide space sprays (including fogs, mists, and ultra-low volume applications), shall be restricted to unique situations where no alternative measures are practical.

10.6.4.7 Contractor shall obtain the approval of the IPM Coordinator prior to any application of pesticide liquid, aerosol, or dust to exposed surfaces, or any space spray treatment in any area that is or can contact any scientific, medical or potentially sensitive area where the use of pesticides could have negative effects or critically endanger, research, animal or human entities.

The Contractor shall take all necessary precautions to ensure student and staff safety, and all necessary steps to ensure the containment of the pesticide to the site of application.

10.6.4.8 Contractor shall provide additional measures to ensure communication with the District whenever applied pesticide formulations and use of patterns are considered to pose a considerable potential for human exposure. Notification to IPM Coordinator will be given 48 hours prior, if the area treated cannot be entered for any length of time, so that any safety issues can be dealt with by the District personnel for safety of customers, internal and external.

10.6.4.9 Contractor shall not store, or dispose of, any pesticide product(s) or chemical or non-chemical containers on District property. All pests must be disposed of outside of school property and in a humane and legal manner.

10.6.4.10 Contractor shall not sell, share, or make available any pesticide products to any non-licensed District employee.

10.6.5 Rodent control inside occupied buildings shall be accomplished with trapping devices.

10.6.5.1 All rodenticides, regardless of packaging, shall be placed either in locations inaccessible to children, pets, wildlife, and domestic animals--or in EPA-approved, tamper-resistant bait boxes. Rodenticide application outside buildings shall emphasize the direct treatment of rodent burrows, wherever feasible. Frequency of bait box servicing shall depend upon the level of rodent infestation.

10.6.5.2 All bait boxes shall be maintained in accordance with EPA regulations, with an emphasis on the safety of non-target organisms. The Contractor shall adhere to the following rules:

10.6.5.3 All bait boxes shall be placed out of the general view, in locations where they will not be disturbed by routine operations. The lids of all bait boxes shall be securely locked or fastened shut.

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

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

10.6.5.6 All bait boxes shall be labeled with the Contractor's business name and address, and dated by the Contractor's technician at the time of installation and at each service.

10.6.5.7 When necessary to install rodent bait boxes, the Contractor will furnish a form to the IPM Coordinator, indicating the box location, date of installation and removal date.

10.6.5.8 Trapping devices shall be checked on a schedule approved by the IPM Coordinator.

10.6.5.9 Trapping shall not be performed during periods when maintenance will be delayed by holidays, weekends, etc.

10.6.5.10 The Contractor shall be responsible for disposing of all trapped rodents and all rodent carcasses in an appropriate and timely manner.

10.6.6 All vendor personnel working in or around buildings specified in this agreement shall wear distinctive uniform clothing. All vendor personnel must possess proper identification and proof of credentials while at school sites and facilities. The vendor shall determine the need for and provide any personal protective items required for the safe performance of work. Protective clothing, equipment, and devices shall, as a minimum, conform to U.S. Occupational Safety and Health Administration (OSHA) standards for the products used. All personnel with the IPM company must have the appropriate identification and clearance to enter a school environment.

10.6.7 Vehicles used by the Contractor shall be identified in accordance with state and local regulations and shall be operated in a safe manner on District property. Vehicles must meet Texas Department of Transportation requirements.

10.6.8 Contractor shall provide a descriptive monthly report for each site with specific photos where corrective action is needed.

10.6.9 IPM Coordinator will notify Contractor if any pest infestation occurs prior to the next routine scheduled service. Contractor must remedy the situation at no additional charge to the District. The following guidelines have been set by the District and must be accepted by the Contractor.

10.6.9.1 Contractor must pick up work orders associated with pest control within twenty-four (24) hours of notice and must be completed within forty-eight (48) hours. Once work has been completed, Contractor will supply a completed work order sheet with signature of applicator and statement of work completed to the IPM Coordinator.

10.6.9.2 If any pests are discovered by District Personnel, the Contractor shall respond within twenty-four (24) hours after notification to correct the situation.

The Contractor shall pick up work orders from the IPM Coordinator for service requests (refer to Attachment C Work Order on the Ionwave “Attachments” tab).

10.6.10 The Contractor shall submit Inspection Reports to the IPM Coordinator no later than ten

(10) days after completion of the scheduled field inspection (field inspections occur at the start of Contract and on an as needed basis). Field Inspection Reports shall include exact physical location where services were performed, detailed description of work performed, name of technician performing work, date and time maintenance was performed, all associated photos with the IPM inspection and any areas that require corrective actions, and Approval Form for Yellow and Red List Products.

10.6.11 All monthly invoices must clearly state the cost per campus, the grand total of all sites and must be delivered to the FMO Dept. at the end of the service month by email.

10.6.12 Contractor shall be responsible for maintaining a pest control record of services for each facility specified in this Contract. (See Attachment D Pesticide Applicator Record Requirements on the Ionwave “Attachments” tab for additional reference) A copy of these records shall be maintained by the Contractor and will be made available to the IPM Coordinator upon request to examine within forty-eight (48) hours. The records shall contain the following information:

10.6.12.1 A copy of the approved Pest Control Plan for that facility, including labels and

MSDS sheets for all pesticides used in the building, brand names of all pest control devices and equipment used in the building, and the Contractor's service schedule for the building.

10.6.12.2 All work tickets for each site/facility are to be maintained. Each work ticket must identify complaints received from the Customer and the action taken.

Work Tickets should indicate the name and signature of technician, name and address of site/facility being serviced, purchase order number, description of services and/or treatments provided, signature of site/facility employee, and approval Form for Yellow and Red List Products.

10.6.12.3 Preventative maintenance confirmations, pest sightings, sanitation/ environmental status, additional pest control recommendations, and follow-up to any current special pest control projects (list and status).

10.7 Contractor shall fulfill all obligations with regard to posting, as required by the Texas Structural Pest Control Board. The District will be responsible for posting, in a prominent location, pest control signs provided by the Contractor in fulfillment of obligations under Texas laws and regulations. In the event of emergency applications, the District will display the pest control sign in a prominent location at the time of treatment.

10.8 Contractor shall use liquid insecticides only during times when students are not expected to be present for normal academic activities. The Contractor shall work with the designated District representative to determine whether an emergency situation exists before applying any pesticides. In the event of such an emergency treatment, the Contractor will maintain records of the reasons for such treatments for the period prescribed by law.

10.9 Should at any time the District become dissatisfied with pest control service, the successful Contractor shall be notified by District Officials regarding problems that occurred. The notice will detail the problems and site(s) which are experiencing the problems. The Contractor will be required to contact the IPM Coordinator to discuss possible solutions, and the Contractor will be given a date by which a written response with the proposed solutions must be submitted.

10.10 IPM Coordinator will continually evaluate the progress of this contract in terms of effectiveness and safety, and will require such changes as are necessary. The Contractor shall take prompt action to correct all identified deficiencies.

10.10.1 Contractor shall submit all required documents and treatment schedules to the IPM

Coordinator as detailed above.

10.10.2 Contractor shall provide a current list of names (see Attribute #59 on Ionwave) and upload the commercial applicator or technician's licenses for every employee who will be performing on-site services on the “Attachments” tab in Ionwave.

10.10.3 Contractor personnel providing on-site pest control service must maintain licensing (in categories appropriate to the work being performed) as commercial applicators or licensed technicians. Throughout the term of this contract, the Contractor shall maintain a current business license issued by the Structural Pest Control Board.

10.10.4 Unlicensed applicators will not be permitted to provide service to the District under this contract.

10.11 Respondent(s) are required to be licensed or certified as required by the Texas Pesticide Law and Texas Department of Agriculture. Respondent(s) shall upload a copy of license(s) for this contract to the Ionwave “Attachments” tab. Acceptable licenses include, but are not limited to, Commercial Certified Applicator License, Categories: Lawn and Ornamental, Structural Pest Control and Termite.

11.0 AWARD INFORMATION

Award information will be available for download from our website within ninety (90) days of opening:

https://mcallenisdtx.sites.thrillshare.com/page/awarded-vendors.

12.0 INSTRUCTIONS FOR SUBMITTING A PROPOSAL

The District prefers and encourages Respondents to submit their response through Ionwave (https://mcallenisd.ionwave.net), however, we will accept submittals in a sealed envelope via mail or hand delivered. Email Liz Montes, Senior Buyer at emontes@mcallensd.net for address and mailing instructions.

https://mcallenisdtx.sites.thrillshare.com/page/awarded-vendors https://mcallenisd.ionwave.net/ mailto:emontes@mcallensd.net

1.0 BACKGROUND