Insect and Rodent Control.pdf

REQUEST FOR BIDS

Event #12413

Insect and Rodent Control Engineering & Inspections Department

SECTION 1

OVERVIEW

1. Request for Bids (“RFB” or “Event”): The City of Greensboro (“City”) hereby solicits and invites bids from qualified Companies and Businesses (“Contractor”), with proven experience and expertise, to submit a response to the requirements outlined in this RFB and provide pricing for an annual contract to provide citywide insect and rodent control for the Engineering and Inspections Department.

2. Period and Terms of Contractual Agreement: The selected Contractor(s) will enter into a service agreement with the City to cover the proposed scope of work outlined in Section 2 of this RFB. The contract term will be for three (3) years. Services shall begin approximately on August 15, 2026, through August 14, 2029.

3. Selection Process: After the close of this RFB, Contractor bids will be reviewed and evaluated for responsible and responsive submissions, ensuring that all required documents outlined in the RFB (if required) were submitted. The City will award to the lowest responsive, responsible bidder.

A Contractor that wishes to be considered for selection shall submit a complete, concise, and comprehensible bid in the form and manner required by this RFB

All bids, inquiries, or correspondence relating to this RFB, and all reports, displays, schedules, attachments, exhibits, and other documentation submitted by any Contractor will become the property of the City upon receipt. All bids received are subject to North Carolina Public Records laws found in Chapter 132 of the North Carolina General Statutes and the Public Records Confidentiality Clause in this RFB regarding public access to such documents, and any statements or endorsements inconsistent with therewith will be disregarded. All proprietary information disclosed to the City shall be held to Chapter 132 of the North Carolina General Statutes and the Public Records Confidentiality Clause.

4. Minimum Requirements: Contractors must meet the minimum specifications and requirements contained in the RFB. Contractors are required to acknowledge all exceptions to the minimum specifications, terms and conditions in their bids. Failure to do so may result in the response being deemed nonresponsive.

5. Awarded Contractor Responsibilities:

• Provide Certificate of Insurance with Endorsements covering the minimum insurance requirements.

• Run comprehensive and up-to-date background checks for each employee being provided

• Contractor must submit a copy of a valid pesticide license issued by the North

Carolina Department of Agriculture and Consumer Services.

• Contractor must be a registered business and in good standing with the North

Carolina Secretary of State.

https://www.sosnc.gov/online_services/search/by_title/_Business_Registration https://www.sosnc.gov/online_services/search/by_title/_Business_Registration

6. RFB Questions: Questions regarding this event may be submitted through the Greensboro eProcurement System (“GePS”). Answers will be posted in GePS within one week of the close of the Question-and-Answer Period; see Item 12: Submission and Response Schedule.

For the duration of this bid process, all correspondence regarding this RFB must be directed to Procurement Services. If it is determined that a Contractor fails to comply to this requirement and initiates correspondence with any other City staff, local elected officials, or representative about this bid process, they may be subject to disqualification.

7. Rights of the City – Bids and Additional Documentation: As a result of this RFB, the City reserves the right to accept or reject any and all bids received in whole or in part, to waive minor technicalities, or to negotiate with all responsive and responsible Contractors. The City also reserves the right to request financial documentation, such as independently audited financial statements, most recent tax returns, or profit loss statements, before awarding this contract.

8. Rights of the City – Multiple Awards: The City reserves the right to award contract(s) in whole or in part, whichever is in the City’s best interest as it determines in its sole discretion.

The City reserves the right to award multiple contracts.

9. Terms and Conditions: The Contractor will abide by all the Terms and Conditions posted on the event. It is the Contractor’s responsibility to read the Terms and Conditions as they are incorporated into the final contract. Within the Terms and Conditions, you will find insurance requirements and reference to the North Carolina State Statutes regarding confidentiality requirements.

10. Due Date: Submittals in response to this RFB must be submitted to the City’s Procurement Services Division via GePS no later than July 29, 2026, by 2:00 PM EST, as determined by the City’s computer server. Although the City tries to maintain continuous access to the GePS website, service may be interrupted. Therefore, suppliers are encouraged to submit bids 24 hours prior to the event closing.

11. Submission and Response Schedule:

RFB Issuance July 16, 2026 Questions and Answer Period Closes July 22, 2026, 2:00 PM EST Submission Period Ends July 29, 2026, 2:00 PM EST Anticipated Award Notification* August 3, 2026 Anticipated Start Date August 15, 2026

*Some awards may require Council approval

12. Submittal Requirements: Contractors submitting a bid must meet the minimum requirements outlined in Section 2: Scope of Work, Section 4: Submittal Materials, and submit the following information with their response:

• Answer all questions on the Event

• Complete Attachment A – Price Schedule.

o Contractor must provide a monthly cost and additional cost for flying insects, for each location listed on Attachment A - Price Schedule.

o All pricing fields shaded in gray must be completed. If there is no cost to the service a zero should be placed in the field.

• Contractor must submit a copy of a valid pesticide license issued by the North Carolina Department of Agriculture and Consumer Services.

• Contractor shall be required to answer the Local Preference question on the Event.

13. Contractor will bear all costs associated with the preparation of the bid response.

14. Any bids may be withdrawn or modified prior to the RFB Submission Period End date and time stated in the Submission and Response Schedule.

SECTION 2

SCOPE OF WORK

A. Intent

1. These specifications are intended to provide for pest control services to be rendered to city owned and occupied buildings as listed on the Attachment A - Price Schedule.

2. These specifications cover and include the furnishing of all professional services, skilled services, labor, material, tools, equipment, insurance, permits and fees, if any, necessary to perform the insect and rodent control services hereinafter described.

B. Scope of Work

1. The insect and rodent control services contemplated by these specifications shall include the following duties:

a. The control of such insects as roaches, ants, bedbugs, water bugs and silver fish, etc.

b. The control of rats and mice.

c. The control of rodents other than those specifically stated in b. above, and any flying insects or termites are not included in these specifications.

d. Please provide alternate pricing for an additional, per occurrence, cost, for each location listed on the Price Breakdown Sheet, which would include control of flying insects such as bees, wasps, hornets, yellow jackets, flies, flying ants, gnats and mosquitoes. Not all locations will require this service. The alternate pricing does not include control of termites.

e. Where indicated on Attachment A - Price Schedule, please enter a price for pigeon control services.

2. The use of the word “control” above for insects shall be defined as use of residual and contract sprays, and dust powders as deemed necessary. “Control” is also defined as the periodic eradication of existing infestation and the prevention or limitation of re-infestation within particular limits.

C. Materials Used and Nature of Work

1. All work shall be performed in a safe manner and in accordance with the most modern and scientific pest control procedures. Work must be performed to meet Guidelines and NCDA&CS Structural Pest Control and Pesticide Division

2. In view of the inherently dangerous character of rodenticides and insecticides, the pest control company rendering the service shall make certain that the methods and materials used in the control work shall not constitute a fire hazard nor violate any Federal, State or local applicable laws, particularly in the use of DDT. Special care shall be exercised in the use of liquid oil base, insecticides in areas having an asphaltic, mastic or linoleum surface so as not to damage or affect these surfaces.

3. Insecticides and rodenticides shall be used with all due precaution to prevent the possibility of accidents to humans, domestic animals, and pets.

D. Schedule

1. Service shall be rendered by the pest control company at a minimum of once each month and as further necessary, for each location listed on Attachment A - Price Schedule. Service will include treatment for all areas as necessary to achieve effective insect and rodent control as specified herein.

2. Additional service visits and treatments will be made as deemed necessary or requested at the bidder’s expense. The Facilities Manager or his designee must authorize any additional service at a location for additional payment to be considered.

3. One copy of the inspection slip shall be signed and left with designated personnel at each location listed on the Price Breakdown Sheet. One signed copy for each location must accompany the monthly invoice for payment to be considered for that location each month. If a signed receipt is not included that location and payment will be removed from the monthly invoice

The service report will indicate:

a. The date of service.

b. Person rendering service.

c. Nature of service

d. Signature of City employee. The Contractor will verify and print the name of employee for verification purposes.

E. Qualification of Bidders

1. The company to whom the control is awarded must be a licensed organization in accordance with NCGS. § 106-65.22. and all State, County and City regulations. Firm must be authorized to do such extermination work as herein called for and, in a manner, set forth in 02 NCAC 34 .010. The Firm must maintain adequate equipment and experienced personnel. They must have a local presence, to be able to respond to calls and requests within four hours of notification, which, at all times, may be contacted for special calls for the purpose of pest control services as requested.

F. Payment

1. The pest control company shall submit a monthly invoice along with service tickets for each service location signed by City Staff at that location verifying service performed at the end of each month covering the service for that month. The invoice is to be directed to the Facilities Maintenance Division, 514 Yanceyville Street, Greensboro, North Carolina 27405.

SECTION 3

SUBMITTAL OF PRICING AND AWARD PROCESS

The City reserves the right to accept any bid deemed to be in the best interest of the City, to waive any irregularities in any response, to reject any or all responses, and to re-advertise for new responses. The City intends to proceed with the bid review and selection process, then enter into a contract without negotiation, while reserving the right to negotiate at any time. Any and all RFB dates are subject to change.

Evaluation Criteria

The City's Selection Committee will evaluate all submissions. All responses properly submitted and received will be evaluated against the criteria outlined below. The absence of required information may result in the response being excluded from further analysis or evaluation. The responses must meet the following minimum qualifications in order to be considered for selection:

• Complete and accurate submittal of the specific bid components

• Contractor must demonstrate the ability to supply the services proposed

Bid Line Information

• Contractor shall enter the total from Attachment A – Price Schedule on line one in GePS.

• Contractor shall not enter the Additional Cost for Flying Insects Per Treatment total to their Monthly Cost total on the event line. The City will analyze the per treatment costs when reviewing the bid.

• All shaded cost areas shall be filled out on the Attachment A – Price Schedule. Only the Monthly Cost total will be entered on the event line.

Award Process

Selection of Award: Contractor must meet all requirements and the minimums listed in the RFB and attached appendices (if applicable). The City may engage in discussions with any potential Contractor prior to final determination and award. The City will award this contract to the lowest responsive, responsible Contractor(s).

SECTION 4

SUBMITTAL MATERIALS

Contractors submitting bids must meet the minimum requirements and submit the following information with their response:

Contractor should respond to each of the following requirements in a clear, concise and comprehensive manner. The Contractor should carefully review the Public Records Confidentiality Clause when submitting information for this RFB.

Each bid submitted for consideration must comply with the stipulations set forth in this RFB, as well as any addenda and any written responses from the City to Contractor inquiries.

Contractor’s submission shall identify a single contact person for receipt of responses and information from the City. The method of receipt and distribution of information will be by e-mail. Therefore, include a contact name, phone number, mailing address, and e-mail address with the bid.

The submittal shall not exceed 10 single-sided pages, references, and appendices (if provided). All relevant information must accompany the bid. The Contractor shall include the information below in its submission in the following order:

1. Letter of Interest:

• A concise letter of interest that must include the following:

a. Contractor Information The name and address of the Contractor and the states in which Contractor is incorporated and chiefly located.

b. Date of Business Establishment Contractor shall provide the date on which their business enterprise was originally established.

c. Principals Authorized to Conduct Negotiations The name, address, telephone number, and e-mail address of the designated contact and principals authorized to conduct negotiations for the business.

d. Validity of Bid Statement indicating the bid will remain valid for acceptance for a period of three

(3) months from its submission and thereafter until the Contractor withdraws or a contract is executed, whichever first occurs.

e. An acknowledgment of all addenda to this RFB.

2. Qualifications and Experience: Qualifications and experience discussed should be limited to the specific product being requested.