ITB_2026-04_Valencia_College-Wide_Pest_Control_Services_fin.pdf

Competitive Solicitation

Acknowledgement Form

Submit Response Electronically via VendorLink at:

https://www.myvendorlink.com/common/default.aspx (For submittal details see Section 3.0)

Solicitation Number:

ITB 2026-04

Solicitation Title:

Valencia College-Wide Pest Control Services

Broadcast Date:

August 11, 2025

Pre-Bid, Conference

August 22, 2025

1:00 PM ET

Questions Cutoff date:

August 26, 2025, 10:00 AM (ET)

Bid Due Date & Time:

September 3, 2025, 2:00 PM

(ET)

Notice of Intent to Award:

September, 2025

DESCRIPTION: The District Board of Trustees of Valencia College, Florida (“College”) is accepting sealed bids to obtain a qualified Contractor, to provide pest control services college-wide. The Contractor will be responsible for providing pest control services at all of the locations listed in this document.

It is the intent of the College to award a non-exclusive Continuing Service Contract for a three (3) year initial term to begin on the date the Notice of Intent to Award is posted. The contract may, by mutual assent of the parties, be extended for two (2) additional one (1) year periods or portions thereof, up to a cumulative total of five (5) years.

Procurement Department Official & Point of Contact Name: César Colón Phone: 407-582-3469 Email: ccolon70@valenciacollege.edu

TO BE FILLED OUT BY THE SUPPLIER SUBMITTING THE BID

Company Name: Federal Employer ID No.:

Mailing Address:

Telephone No.: Email Address:

I certify that this offer is made without prior understanding, agreement, or connection with any corporation, supplier or persons submitting an offer for the same materials, supplies, or equipment and is in all respects fair and without collusion or fraud. I agree to abide by all conditions of this offer and certify that I am authorized to sign this offer for the responder and that the responder is in compliance with all requirements of the Competitive Solicitation, including but not limited to, certification requirements. In submitting an offer to Valencia College, the responder offers and agrees that if the offer is accepted, the responder will convey, sell, assign, or transfer to Valencia College all rights, title and interest in and to all causes of action it may now hereafter acquire under the Anti-trust laws of the United States for price fixing relating to the particular commodities or services purchased or acquired by Valencia College. At the College’s discretion, such assignment shall be made and become effective at the time the purchasing agency provides final payment to the responder.

Printed Name & Title: Authorized Signature:

https://www.myvendorlink.com/common/default.aspx

ITB 2026-04, Valencia College-Wide Pest Control Services P a g e 2 | 22

Table of Contents

SECTION 1.0 OVERVIEW………………………………………………………………………………….3

1.1 BACKGROUND AND STATISTICAL INFORMATION

1.2 SCOPE OF WORK

1.3 BIDDER MANDATORY REQUIREMENTS

1.4 TERM OF CONTRACT…………………………………………… ……………………………………11

1.5 TENTATIVE TIMELINE…………………………………………………………………………….. 11

1.6 OPTIONAL SELF-GUIDED CAMPUS WALK-THROUGH ……………………………………12

SECTION 2.0 PROCESS AND GENERAL INFORMATION……………………………………………13

2.1 BIDDER REGISTRATION

2.2 ACCESSIBILITY FOR DISABLED PERSONS

2.3 BIDDER COMMUNICATION AND/OR INQUIRIES

2.4 RESTRICTED BIDDER COMMUNICATIONS

2.5 CONE OF SILENCE

2.6 ORAL INTERPRETATION AND ADDENDA

2.7 SILENCE OF SPECIFICATIONS

2.8 CONFORMANCE TO SOLICITATION

2.9 COSTS OF DEVELOPING AND DISCLOSURE OF REPLY CONTENTS

2.10 SOLICITATION RESPONSE VALIDITY PERIOD

2.11 RESERVED RIGHTS

2.12 ACCURACY OF INFORMATION

2.13 PRICING

2.14 ERRORS AND OMISSIONS

2.15 PROPRIETARY INFORMATION

2.16 BID WITHDRAWAL

2.17 PROTESTS

2.18 COOPERATIVE AGREEMENT

2.19 COERCION FOR LABOR

2.20 FOREIGN COUNTRIES OF CONCERN

2.21 FAMILIARITY WITH LAWS

2.22 U.S. PRODUCED IRON AND STEEL PRODUCTS

SECTION 3.0 INSTRUCTIONS FOR PREPARING BID………………………………………………..18

3.1 BID SUBMITTAL FORMAT

3.2 BID SUBMITTAL LAYOUT

SECTION 4.0BID EVALUATION PROCESS…………………………………………………………….21

4.1 INITIAL REVIEW OF BIDS

4.2 EVALUATION OF BIDS

4.3 BEST VALUE

4.4 EVALUATION METHOD

4.5 AUTHORITY TO AWARD

4.6 BID TABULATION AND RESULTS

4.7 APPLICABLE DOCUMENTS

ITB 2026-04, Valencia College-Wide Pest Control Services P a g e 3 | 22

SECTION 1.0 OVERVIEW

1.1 BACKGROUND AND STATISTICAL INFORMATION

Valencia College is a public college located in Orange and Osceola counties, Florida, that has provided a high quality, contemporary education to a large and diverse community since 1967. The College is accredited by the Commission on Colleges of the Southern Association of Colleges and Schools to award associate degrees, diplomas, and certificates. The College serves more than 72,000 students and has six (6) primary campuses located in Kissimmee, Lake Nona, Orlando, Poinciana, and Winter Park.

1.2 SCOPE OF WORK

The College desires to obtain a qualified Pest Control Operator (PCO), to provide pest control services college-wide. The PCO will be responsible for providing interior pest control services (common General House Pest (GHP) services) at the locations listed in this document with the goal of achieving satisfactory, economical pest control, with minimal or negligible human health and environmental consequence.

Control is to be considered in terms of both short-term and long-term objectives. Short-term objectives are to eliminate or reduce current unacceptable interior building pest populations. Long-term objectives would focus on the prevention of unacceptable pest populations and reduce the amount of pesticide applied and the frequency of applications. Both objectives may include perimeter treatments to the outside of buildings to control interior pests. All pest control methods for both objectives include the following:

• Limit pest access to food, water, and harborage

• Use traps, baiting and other techniques to remove pests

• Carefully control application of pesticides

• Use of least hazardous pesticides including the use of Insect Growth Regulators

In addition to using pesticides and products, the PCO will be responsible for reducing access points pests utilize to gain entry into buildings. Examples include minor caulking of holes in structures less than the size of a quarter, trimming away small shrubbery items acting as a pathway into a building and similar concepts.

A. Background/Concept of Operation:

The College has eleven (11) locations, including seven (7) campuses, three (3) training/continuing education facilities, with multiple buildings at most locations. The PCO shall provide routine, follow-up and emergency services at no additional cost to the College. For the purposes of this contract, Valencia College is organized into three (3) separate geographic zones managed by Facilities Operations personnel from the three (3) largest campuses (West, East, and Osceola). For all services, the PCO will check in with each of the Plant Operations teams at these three (3) campuses and may or may not be directed as needed to the other campuses by Plant Operations staff. In other words, there is not one (1) singular point of contact but at a minimum, three (3) points of contact which the awarded PCO will need to interact.

1. Routine Services: The PCO technicians shall provide pest control services on a monthly basis

(twelve (12) times / year) for each building at each of the locations listed herein. The routine services will consist of visual inspection, perimeter bait applications, knockdown wasp nest eradication, harborage and entry point reduction as necessary and applicable, interior bait treatments, crack and crevice applications as warranted, filth fly eradication and other standard

ITB 2026-04, Valencia College-Wide Pest Control Services P a g e 4 | 22 routine pest control applications, techniques and services.

2. Retreat / Follow up Services: Throughout the week, various calls for pest control come in from the campus community. Rarely do these calls rise to the level of ‘Emergency’ or ‘Urgent’ services but nonetheless these problems cannot wait until the next scheduled quarterly routine service.

The awarded PCO should expect to visit several campuses and buildings weekly to address specific complaints. The PCO will check-in with the College’s Facilities Personnel group(s) weekly to obtain the requests and locations. During these service calls, the PCO will address the specific complaint, check and replace baits and bait boxes as applicable and provide any other needed service in the immediate area. The PCO is expected to service all retreat requests each week.

3. Emergency Services: Rarely, certain pest problems have arisen to what can be considered an

‘emergency’ or ‘urgent’ problems. In general, these situations average about once per year and have involved wildlife like squirrels and raccoons that have entered roofs, ceilings and other confined spaces. It has also involved discovery of large hornet nests and agitated bees on the sides and entry ways of various structures. The PCO will provide emergency service assignments such as these described above at no additional costs to the College. Either through their own licensing or a subcontracted wildlife removal service, the PCO is expected to respond and engage the emergency within 2-hours of notification. If the PCO is not able to respond to the emergency within this or an alternatively acceptable time frame, the PCO is expected to notify the College immediately so that alternative resources may be utilized. Failure to respond timely could lead to cancellation of the contract or a reduced payment, deducting the cost of the emergency service with another provider, if the PCO cannot or will not service the emergency. All requests for emergency services will come via contacts within the Plant Operations group or Campus Security Director at each campus.

4. Additional Services (upon request): Additional services may be required to aid in the removal of random additional pests and animals. Generally, this would include services such as wasp & beehive removal from inaccessible locations that require the use of aerial lifts, carpenter ant infestations to patios and decks, wood destroying insects to various wooden structures and similar problems that fall outside General Household Pest Control services. All respondents are requested to provide a fee sheet for such services to be utilized by the College at its prerogative.

5. College’s Authorized Contacts: In most cases, the PCO will receive authorization to complete any work from staff and administrative assistants that schedule the work within the Plant Operations Department. However, other points of contact and Leadership Team of the College’s Plant Operations Department as listed below may also contact the PCO for services: Plant

ITB 2026-04, Valencia College-Wide Pest Control Services P a g e 5 | 22

Operations Department as listed below may also contact the PCO for services:

Assistant Vice President, Plant Operations Troy Rogers trogers16@valenciacollege.edu (407)-582-1623

Director, Grounds Andrew Sorrow asorrow1@valenciacollege.edu (407)-582-3453

Locations: West Campus, Downtown CAT, and Fire Training Facility Melvina Davis, Custodial Supervisor mfayson@valenciacollege.edu (407) 582-1765 Crystal Kitchens, Staff Assistant ckitchens1@valenciacollege.edu (407) 582-1713

Locations: East Campus, School of Public Safety, and Winter Park Yvette Velez, Custodial Supervisor yvelez16@valenciacollege.edu (407) 582-2211

Locations: Osceola Campus, Lake Nona Campus, Advance Manufacturing, and Poinciana Dirsha Thurston, Custodial Supervisor dthurston3@valenciacollege.edu (321) 682-4698 Marie Cala, Staff Assistant mcala@valenciacollege.edu (321) 682-4311

6. Reporting Structure: At each campus, the College’s Plant Operations Department maintains a logbook for pest control services. The PCO technicians will check in prior to beginning any service and record their visit and they will also receive follow-up assignments and locations. At the conclusion of any service, the PCO technician will sign out of the log and will either provide a brief written description of services rendered in the log or provide a verbal record of services to the contact(s) listed above in order to help educate building occupants that may be contributing to the problem.

B. General Requirements:

The PCO shall furnish all professional and special pest control services including, but not limited to, the following: supervision, labor, materials, pesticides, tools, and equipment necessary to accomplish pest control tasks. These tasks include monitoring, trapping, pesticide application, pest removal, and to assist in control of pests, crawling insects, nuisance and rodent control services.

1. Equipment: The PCO shall supply all equipment needed to provide service. At no time shall the

PCO use the College’s equipment or tools.

2. Routine Services: The PCO shall adequately provide the minimum but not limited to the following:

a) Minimum Required Services (Standard GHP Services):

i. Interior Insect and Arthropod Control

ii. Interior Rodent Control - which includes the use of exterior bait boxes along building walls and other strategically placed locations.

iii. Provide knockdown control of wasp nests in all exterior hallways, breezeways, 1st floor window ledges, and similar areas that can be reached from ground level utilizing ‘wasp freeze’ or similar product. The PCO is not responsible for nests higher than what can be reached utilizing standard equipment.

b) The PCO shall adequately control the following pests:

i. Indoor populations of all species of ants, cockroaches, all fly species, rodents (mice and mailto:dball11@valenciacollege.edu mailto:asorrow1@valenciacollege.edu mailto:mfayson@valenciacollege.edu mailto:ckitchens1@valenciacollege.edu mailto:yvelez16@valenciacollege.edu mailto:dthurston3@valenciacollege.edu mailto:mcala@valenciacollege.edu

ITB 2026-04, Valencia College-Wide Pest Control Services P a g e 6 | 22 rats), stored product pests, spiders, fleas, and millipedes.

ii. Outdoor populations of the above pests within five feet of any building that pose a likelihood of entering the building.

iii. Other indoor pests that are a nuisance to occupants (e.g., fleas plaster bagworms, gnats, etc.).

iv. Individual excluded pests that are incident invaders inside buildings.

3. Common Pest Examples Include, but not limited to the following: American Brown Banded, Oriental, German and Smoky brown cockroaches, Ghost, Fire, Acrobat, Pharaoh, Pyramid, and Carpenter ants, silverfish, rats, mice, bedbugs, wasps, hornets, spiders, ticks, sewer flies, house flies, fruit flies, flour beetles.

4. Service Schedule: The PCO will routinely provide integrated pest control services college-wide on a monthly basis for each building. In addition to remedies available for breach of this contract, failure to complete monthly routines and provide these records on or before fifteen (15) days after each schedule routine, may also result in a penalty of one-half (1/2) of one percent (1%) of the total Service Contract's monthly amount per calendar day of delay (beyond the two week period) for each campus/ building not completed. Enforcement of these penalties shall not operate as a waiver of any other rights College may have under this contract. Routine work will be performed in conjunction and approval from the Plant Operations Department; generally, this will be from Monday through Friday each week. It is the expectation, for the PCO, that all services, whether routine or follow-up in nature, will occur when it is most convenient and best-suited for the College to conduct normal operations with building occupants. Whenever possible, the College will work to assist the PCO in scheduling services during break periods such as Spring Break, Winter Break or other times when the on-campus activities are minimized. In all cases, the PCO will schedule all services at the approval and acceptance of the Plant Operations Department. Services scheduled without the approval of the Plant Operations Department may result in the PCO being asked to leave and return at an alternate time.

Should there be any critical and persistent problem or unforeseen emergency, the PCO shall increase service to whatever degree is necessary to bring pests under control and maintain control at no extra cost to the College. Also, if an infestation of pest/insects occurs between the routine scheduled applications, the PCO shall retreat the area(s) as needed, regardless of the number of necessary revisits, at no additional charge to the College, and if services are required due to acts or omissions of the PCO, the costs of such work are borne solely by the PCO.

5. Pesticides, Bait Traps, and Infestations:

a) Pesticides: Only EPA, FDA and USDA approved pesticides will be used in a manner so as not to adulterate or contaminate product equipment or product containers as provided by Food, Drug and Cosmetic Act as amended. Pesticides will be changed as Federal and Local regulations change and new products are approved or existing ones become restricted. The PCO will not use any pesticide that carries a ‘POISON, DANGER, or skull and crossbones Signal Word. Consistent with IPM principles, the PCO shall reasonably avoid the use of pesticides as a method of control with the exception of non-toxic insect growth inhibitors, genetic or sterilization agents or diseases which may be applied consistent with applicable EPA labeling.

Upon contract award or shortly thereafter but prior to any services beginning, The PCO shall submit an electronic copy of all proposed products labels and SDS which are to be used and shall not deviate from the pesticides unless written permission is received prior to any change in the use of said pesticides. The College reserves the right to decline any product use it

ITB 2026-04, Valencia College-Wide Pest Control Services P a g e 7 | 22 deems not in the best interest of the College.

The PCO shall not store any pesticides on college premises.

b) Infestations: Existing insect infestations shall be eliminated, and re-infestation prevented within practical limits. Only the safest and most effective materials shall be used, and they shall conform to Federal, State and Local ordinances and laws.

c) Classroom Kitchen / Food Service Areas Treatment / Vending Areas: The PCO shall service each building and classroom kitchen/food/vending service area as part of the integrated pest control service that shall include baiting and poison application as appropriate. In classroom kitchens, all insecticides will be applied within crack and crevice or spot treatment using a low-pressure pinpoint application to eliminate the possibility of food contamination, with a preference being given to bait applications at the PCO’s discretion.

d) Facility Defects: If physical defects in the facilities are conducive to contamination or infestations, the PCO shall report those conditions in the applicable service report to the appropriate Plant Operations contact of the College. If these conditions are not corrected or altered, and the Plant Operations Department agrees, the PCO will not be held responsible for complete control of said pests.

6. Use of Applications:

a) Applications: The PCO shall use non-pesticide methods of control wherever possible. These methods include use of: Portable vacuums for initial clean-outs of cockroach infestations, swarming insects and spiders in webs, and low visibility trapping devices for indoor fly control and all other methods that preclude chemical pesticide usage. Low visibility precludes use of fly strips hung in public areas. The PCO shall apply insecticides as crack and crevice treatment only (using an appropriate application tool and nozzle). Bait formulations should be used for cockroach and ant control wherever appropriate. Sticky traps shall be used to guide and evaluate indoor insect control effort. Ultimately, the application decisions will be guided by the PCO’s experience and judgement but at no time should bait applications, residual sprays or other products interfere with normal building routines and functions. As an illustration, bait applications will not be left on desks, keyboards, visible furniture and other commonly accessed locations and items.

b) Rodent Control: Rodent control will be needed where rodent activity is known and other areas that the PCO sees a need or a probable likelihood of activity. The PCO will use their expertise to define proper monitoring of rodent activity. The PCO shall provide rodent control for both inside occupied buildings and exterior grounds immediately surrounding buildings. The PCO shall provide rodent control in buildings with live traps, one-ways or bait trap. Traps shall be concealed in protected areas not affected by routine cleaning and operations. Traps will be checked, emptied and cleaned at least twice weekly. Spring loaded kill traps shall not be used without prior approval of the Plant Operations Supervisor or designee. If kill traps are approved, the PCO must check and clear daily. Kill traps will only be considered in areas where building occupants do not have access. The PCO shall accomplish control primarily with traps and exterior bait boxes. All such devices need to be concealed in protected areas so as not to be affected by routine cleaning and other operations. The PCO is responsible for appropriate disposal of all trapped rodents. If spring-loaded kill traps are approved and used, the PCO will check traps each day until they are no longer being used and dispose of rodent carcasses daily at an off-campus facility of the PCO’s choice.

c) Bait Traps, Boxes, and Stations: The PCO shall provide rodent bait traps and stations, to be include in their monthly pricing. The PCO shall provide trap/bait station mapping of all

ITB 2026-04, Valencia College-Wide Pest Control Services P a g e 8 | 22 buildings, preferably in a digital format. When used in food processing areas, traps and bait stations must be placed strategically for immediate rodent control and must operate without the use of harmful chemicals. All exterior bait stations shall be tamper proof and labeled POISON. PCO will be responsible for deciding where the appropriate traps and bait boxes are needed, and for providing Plant Operations the locations of all traps on college property. The College will not be responsible for damage or loss of traps or bait stations.

In exceptional circumstances when rodent poisons are deemed essential for adequate rodent control inside occupied buildings, the PCO shall obtain approval from the Plant Operations Supervisor or designee prior to using those poisons. All rodent poisons shall be placed in inaccessible locations and in EPA approved tamper-resistant bait boxes. Frequency of bait box servicing depends on the level of rodent infestation. Bait boxes shall be maintained according to EPA regulations and with an emphasis on protecting non-target organisms.

C. Locations:

The chart on the following page contains the addresses of the campus locations and estimated square footage of the campuses to be serviced. Additional locations will be issued as they become available.

East Campus:

600,457 Sq. Ft.

701 North Econlockhatchee Trail Orlando, FL 32825

Osceola Campus:

400,529 Sq. Ft.

1800 Denn John Lane Kissimmee, FL 34744

West Campus:

900,394 Sq. Ft.

1800 South Kirkman Road Orlando, FL 32811

Poinciana Campus:

80,000 Sq. Ft.

3255 Pleasant Hill Road Kissimmee, FL 34746

Winter Park Campus:

51,079 Sq. Ft.

850 West Morse Boulevard Winter Park, FL 32789

Lake Nona Campus:

94,634 Sq. Ft.

12350 Narcoossee Road Orlando, FL 32832

Advance Manufacturing Training Center:

23,227 Sq. Ft.

1099 Cross Praire Parkway Kissimmee, FL 34744

School of Public Safety:

77,325 Sq. Ft.

8600 Valencia College Lane Orlando, FL 32825

Fire Training Facility:

4,320 Sq. Ft.

2966 West Oak Ridge Road Orlando, FL 32811

Downtown Center for Accelerated Training:

4,300 Sq. Ft.

400 Pitmann Street Orlando, FL 32801

Center for Accelerated Training, NW Orlando

3437 WD Judge Drive Orlando, 32808

D. Personnel, Employment Practices and Staffing:

1. Pest Management Certification: The contractor (PCO) must be a licensed Pest Control Operator under Florida Statutes Ch. 482 of the Florida Administrative Code.

2. Subcontracting: Subcontracting of labor is not acceptable for this bid. Subcontracting for the purposes of nuisance wildlife control is acceptable.

3. Employee Management: Personnel relations of PCO employees on payroll shall be the PCO responsibility. PCO shall comply with all applicable government regulations related to the

ITB 2026-04, Valencia College-Wide Pest Control Services P a g e 9 | 22 employment, compensation, and payment of personnel. The awarded company should be able demonstrate a commitment to low employee turnover so that the College can be assured that we will receive the same company technicians.

4. Contractor’s Employee Expectations: The College reserves the right to deny building access to any of the PCO employees found to be incompetent, discourteous, under the influence of alcohol or controlled substance, or otherwise objectionable (as determined by the College) while performing services. Further, it is the intentions of this contract to distribute ID Badges provided by the College that will allow PCO staff to access certain buildings and areas without escort. The PCO is expected to keep the same personnel servicing the College facilities as much as possible as there are material expenses involved in the badging process.

Prior to beginning the initial service, the PCO shall provide written notification (may be sent electronically / emailed) to the College’s Plant Operations Department that background checks have been completed on the Contractor’s technicians identified to service the College.

5. Uniforms: The PCO service technicians will present a neat appearance and wear a uniform with the company name, logo, and the PCO technician’s name clearly visible. The PCO will provide the PCO service technicians with identification tags to be worn and easily visible at all times.

6. Safety: The PCO shall take necessary precautions to prevent injury to humans, domestic animals, and property. Special care shall be exercised in the use of liquid pesticides in areas having asphalt, mastic or linoleum surfaces. Special care shall also be exercised in areas where food and/or occupants may be present during and after treatment. The PCO shall observe all safety precautions throughout performance of work. Occupant health or productivity shall not be adversely affected. All work shall comply with applicable federal, state, and local environmental and safety laws. Where there is a conflict between regulations, the most stringent shall apply.

The PCO shall wear protective clothing that conforms to the requirements of protection specified on the pesticide label and/or Safety Data Sheet (SDS). Where the PCO must apply a pesticide in an occupied area, the PCO shall describe how they will prevent occupants’ exposure (e.g., evacuation, non-volatile product, small application in cracks, etc.) and how they will determine the airing out period, if needed. In addition, the PCO employees shall be instructed in all aspects of the applicable SDS for all chemicals to be used. This training must be conducted at least annually, and a list of attendees shall be available to the College upon request.

The PCO employees shall be instructed in measures to take in the event of an emergency.

E. Service Plan/Service Level:

1. Service Plan: The PCO shall develop and implement pest control services plan for the College within thirty (30) days of an executed contract. The pest control plan will contain the following elements:

a) The service shall include proposed materials and equipment for service. Actual container labels and SDS or chemical pesticides, brand names of pesticide application equipment, and other pest control used to meet the requirement for this contract shall be submitted electronically prior to the onset of services.

b) The PCO shall be responsible for the selecting the specific rotation and schedule of buildings on a monthly basis. The PCO will submit this plan to the Plant Operations Department prior to beginning the service.

c) The PCO shall receive concurrence from the College’s Plant Operations Department prior to implementing any subsequent changes to the approved pest control service including additional or replacement pesticides, and changes in personnel servicing the contract (for

ITB 2026-04, Valencia College-Wide Pest Control Services P a g e 10 | 22 access control and background check validation).

d) The College’s Plant Operations Department shall continually evaluate the progress of the executed contract in terms of effectiveness and safety and shall require changes within the scope of the contract as necessary. The Plant Operations Department will communicate with the PCO via multiple forms of communications including telephone, email, in-person and potentially remote video access. The PCO shall take prompt action to correct identified deficiencies.

e) RECORD KEEPING. The PCO will email a copy of each service report, regardless of whether service was a Routine Service, Follow-up Service or Emergency Service, to the Plant Operations Department within two (2) days after completion. In addition to remedies available for breach of this contract, failure to meet this requirement, may also result in a penalty to be assessed at one percent (1%) of the applicable monthly rate for each item of non-compliance. Enforcement of these penalties shall not operate as a waiver of any other rights College may have under this contract. Each service report must contain the following:

the name of the employee performing the service, the date and nature of service and whether or not the service was complete, pertinent observations regarding infestation status, mitigating or aggravating circumstances effecting infestations and recommendations. Any application of pesticide(s) should be noted specifying name brand & amount applied. Service report must specifically recall and state all activities conducted towards pest management. This form can be a company generated form so long as it contains this information.

2. The PCO shall conduct a detailed site survey within twenty-five (25) days of an executed contract, the PCO shall coordinate with the College’s Plant Operations Department for an on-site orientation for the PCO service technician(s) that will be servicing this contract. During this orientation, the PCO technicians will be introduced to key staff within the College’s Plant Operations Department. The PCO may add necessary details to the pest control service designated for the College. Such details will include locations for bait stations and service intervals.

F. Quality Control Program:

The PCO shall establish a quality control program to assure that the executed contract requirements are met and provide one copy via email to the College’s Plant Operations Department. The Quality Control Program is part of the pest control service designed for the College and is due thirty (60) days after executed contract.

The quality control program shall include an annual records review to document continued Pest Control certification, cleared criminal background checks, current driver’s license, current proof of insurance, and other internally specified (by PCO) technical quality control measures. PCO supervisors, managers or owners attending the bi-yearly meetings shall bring PCO summary records of work completed in the previous three months in order to answer any concerns.

The PCO may need to employ the services of a professional entomologist when necessary. The entomologist would review the quality control program for appropriateness and effectiveness in control pest populations. No additional charges to the College shall apply for this review.

1.3 BIDDER MINIMUM REQUIREMENTS

A. License (Pest Control Operator): The contractor must be a licensed Pest Control Operator under Florida Statutes Ch. 482 of the Florida Administrative Code. Bidders shall provide, with their proposal, a copy of a current license that shows a principal in the firm or an employee is certified to perform services as specified herein.

B. License (Wildlife removal): Contractor must also either be licensed in wildlife removal services as

ITB 2026-04, Valencia College-Wide Pest Control Services P a g e 11 | 22 per Rule 68A-9.002 in the Florida Administrative Code or have the ability to provide wildlife removal services as an additional service throughout the course of this contract. Bidders shall provide, with their proposal, a copy of a current license that shows a principal in the firm or an employee is certified to perform services as specified herein or provide a list of subcontractors who will provide this service.

C. Equipment: The contractor must demonstrate the ability to service more than one (1) location at a single time / day. Provide a list of currently owned and operated equipment that would be utilized in fulfilling the requirements of this contract. Include make, model and year of manufacture.

1.4 TERM OF CONTRACT

The College intends to award a non-exclusive Continuing Service Contract to one (1) or more suppliers for a three (3) year initial term to begin upon approval and execution by the College. The contract may, by mutual assent of the parties, be extended for two (2) additional one (1) year periods or portions thereof, up to a cumulative total of five (5) years.

1.5 TENTATIVE TIMELINE

The following is the scheduled calendar of events with important dates and times. The College, at its sole discretion, may delay the scheduled dates if it is in the best interest of the College to do so. If the College determines that it is necessary to change these dates and/or times before the Bid due date, the change will be announced via an addendum.

Action: Date: All times are EST**

ITB Broadcast: August 11, 2025 Optional Self-Guided Campus Walk-Through (See section 1.6 below)

Complete by August 21, *Pre-Bid Conference, (See ATTACHMENT 4, Public Zoom Meeting) August 22, 2025; 1:00 PM Questions Cutoff date: All questions must be submitted via VendorLink by: August 26, 2025; 10:00 AM Electronic Bid Submissions Due Date and Time (Submitted via VendorLink) September 3, 2025; 2:00 PM

Bid Tabulation and Notice of Intent to Award September 15, 2025

Final Award September, 2020 *All Bidders are hereby notified that the meetings noted with an asterisk above (*) are public meetings open to the public.

** All times indicated are Eastern Standard Time (EST).

ITB 2026-04, Valencia College-Wide Pest Control Services P a g e 12 | 22

1.6 OPTIONAL SELF-GUIDED CAMPUS WALK THROUGH

Prior to the ITB 2026-04 Pre-bid meeting on August 22, 2025, it is recommended that you do a self-guided tour of the campuses to get a physical idea of the scope of the work you will be doing.

On the day of your visit, please check in with the Campus Security Office at each location. Inform them that you are conducting a site review in preparation for submitting a bid for college-wide Pest Control Services.

Campus Security phone numbers are as follows:

East Campus 407-582-2000 Osceola Campus 407-582-4000

Lake Nona Campus 407-582-7000 School of Public Safety 407-582-8000

Poinciana Campus 407-582-6500 West Campus 470-582-1000

Winter Park Campus 407-582-6000 Fire Training Facility 407-582-1000

Advance Manufacturing Training Center:

407-582-4000 Center for Accelerated Training, NW Orlando

407-582-1000

Downtown Center for Accelerated Training:

407-582-1000

After completing your campus visits, please submit any questions through VendorLink. All official responses will be posted there to ensure equal access to information for all potential bidders.

ITB 2026-04, Valencia College-Wide Pest Control Services P a g e 13 | 22

SECTION 2.0 PROCESS AND GENERAL INFORMATION

2.1 BIDDER REGISTRATION

Valencia College’s Supplier registration and bid notification service, VendorLink, can be accessed at https://valenciacollege.edu/employees/procurement/solicitations.php. Registration is a requirement to receive notifications of future addenda and notices of intended action. Suppliers who obtain documents from other sources, other than Valencia College Procurement Website, should not rely upon the accuracy of information. The College shall not be responsible for the correctness and completeness of documentation obtained from other sources. Automatic notifications provided by VendorLink does not relieve Bidders from periodically checking VendorLink for updates, documents, or addenda

2.2 ACCESSIBILITY FOR DISABLED PERSONS

If special accommodation is needed, please contact the Procurement Department no later than five (5) working days prior to the scheduled event. Contact the Authorized Procurement Representative as provided herein.

2.3 BIDDER COMMUNICATION AND/OR INQUIRIES

The Bidder shall review this competitive solicitation in its entirety to determine whether Valencia’s objective, the scope of services, conditions, and requirements are clearly stated. If a Bidder has any questions regarding this competitive solicitation, Bidder must submit such inquiries and requests for clarification through VendorLink.

The Bidder’s inquiries or requests for clarification must provide the questions along with the relevant section (s), Subsection(s), Paragraph(s), and page number(s) of the competitive solicitation being questioned.

Valencia will consider only those communications and/or inquiries submitted through VendorLink on or before the Inquiry Deadline Date. Unless the Authorized Procurement Representative specifically requests Bidders to provide additional communications, Valencia will not accept or consider any of Bidder’s written or other communications and/or inquiries (except solicitation response) received after the Inquiry Deadline Date.

To the extent Valencia determines, in its sole discretion, to respond to any communications, inquiries, or requests for clarification, Valencia’s response will be made in an addendum to this competitive solicitation and posted on the VendorLink Website.

Valencia will consider the Bidder’s failure to communicate inquiries or request clarifications by the Inquiry Deadline Date to constitute the Bidder’s acceptance of all the conditions and requirements, as stated in the competitive solicitation documents.

Valencia reserves the right to waive minor, nonmaterial irregularities in any or all bids and accept or reject, in part or in full, any or all bids.

2.4 RESTRICTED BIDDER COMMUNICATIONS

From the date of issuance of this competitive solicitation until Valencia takes final agency action, Bidders must not communicate with any Valencia employees or Valencia representatives regarding this competitive solicitation or Bidder’s solicitation response except as provided herein or as expressly https://valenciacollege.edu/employees/procurement/solicitations.php

ITB 2026-04, Valencia College-Wide Pest Control Services P a g e 14 | 22 requested by the Authorized Procurement Representative. Unauthorized communication or violations of this restriction will be grounds for immediate disqualification and rejection of the Bidder’s solicitation response.

All questions and requests for clarification related to process must be directed in writing via email to the authorized procurement representative (Issuing Agent) listed below. Reminder: questions directly related to this Bid must be submitted via VendorLink prior to the Question Cutoff Date and Time.

César Colón Assistant Director of Procurement, Valencia College Email: ccolon70@valenciacollege.edu Department Email: valenciaprocurement@valenciacollege.edu

2.5 CONE OF SILENCE

With the exception of the Procurement Department, College employees and members of the Board of Trustees are not to be contacted regarding the ITB during the solicitation and selection process. Violation of this prohibition shall result in the disqualification of the Bidder.

2.6 ORAL INTERPRETATION AND ADDENDA

All interpretations and clarifications related to this solicitation, or supplemental instructions will be in the form of a written addendum from the Procurement Department. No oral interpretations or clarifications from College staff or by other means will be considered binding unless issued in writing. The Procurement Department will post any Addenda relating to this competitive solicitation along with Addenda Acknowledgment Forms on the Website. The Bidder’s authorized representative must sign and date the Addenda Acknowledgment Form

2.7 SILENCE OF SPECIFICATIONS

Any perceived silence in this solicitation specification, scope of work, or drawings shall not be interpreted as any intended limitation upon the objective and purpose of the procurement as defined in this solicitation.

2.8 CONFORMANCE TO SOLICITATION

All Bids submitted shall meet and conform to all material, mandatory requirements set forth in this Solicitation, provided that nothing herein shall be deemed to limit the College’s ability to waive minor irregularities without notice or the need to issue a written addendum. Goods or services will be procured on an as-needed basis.

If a Bidder desires to submit a Bid which, if selected by the College, would require the College to waive, alter or omit a material, mandatory requirement set forth in this Solicitation, the Bidder must first submit a request in writing to the College asking the College to amend the requirement(s) of this Solicitation in the same manner provided for the submission of written questions by Bidders provided in the section of this Solicitation entitled Questions Regarding Solicitation Process. If the College, in its discretion, agrees to amend, alter, or waive the requirement, the College will issue a notice to all prospective Bidders of the change in the form of a written addendum.

Please note, the College is not asking the Bidders to send in their Bids before the submission date, however, merely to request a waiver or amendment to a mandatory requirement necessary to allow submission of the intended Bid.

mailto:valenciaprocurement@valenciacollege.edu

ITB 2026-04, Valencia College-Wide Pest Control Services P a g e 15 | 22

2.9 COSTS OF DEVELOPING AND DISCLOSURE OF REPLY CONTENTS

The College will not be liable for any costs incurred by a Bidder in preparing and submitting a response.

All documentation produced as part of this solicitation shall become the exclusive property of the College upon receipt and may not be removed by the Bidder or its agents. All Bids shall become the property of the College and will not be returned to the Bidder. The College shall have the right to use any ideas or adaptations of ideas contained in any response received in response to this solicitation. The selection or rejection of the response will not affect this right.

2.10 SOLICITATION RESPONSE VALIDITY PERIOD

All Bids submitted shall be binding for one hundred eighty (180) calendar days following the date of opening. Should the Bidder default with this binding condition, the Bidder may be placed in debarment from submitting a Bid and doing business with the College for up to one (1) year.

2.11 RESERVED RIGHTS

The College, at its sole and absolute discretion, reserves the right to reject any, or parts of any Replies, to re-advertise this solicitation, postpone, or cancel, at any time, the solicitation process, or to waive minor irregularities and informalities in this Solicitation or the Replies received as a result of this Solicitation.

The College does not guarantee the award of any contract as a result of this solicitation process. The College reserves the right to make the award to the Bidder who, in the opinion of the College, will be in the best interest of and/or the most advantageous to the College.

The College also reserves the right to reject the Reply of any Supplier who has previously failed in the proper performance of an award or to deliver on time contracts, or who, in the College’s opinion, is not in a position to perform properly under this award. The College reserves the right to inspect all facilities of Bidders to determine as to the foregoing.

2.12 ACCURACY OF INFORMATION

Any Bidder who submits in its Bid to the College; any information which is determined to be substantially inaccurate, misleading, exaggerated, incomplete, false, or incorrect, may be disqualified from consideration and may be disqualified from applying for other work for a period of up to three (3) years.

2.13 PRICING

Prices are to be a fixed price, and include provisions of labor, equipment, tools, consumables, maintenance, permits, liability insurance, builder’s rick insurance, training manuals and services necessary and/or proper for the completion of the work, except as may be expressly provided in the contract documents associated with the materials to be provided by the College. The College will not be liable for any costs beyond those proposed herein and awarded.

2.14 ERRORS AND OMISSIONS

The bidder is expected to comply with the true intent of this ITB taken as a whole and shall not avail itself of any errors or omissions to the detriment of the services. Should the firm suspect any error, omission, or discrepancy in the specifications or instructions, the firm shall immediately notify the College, in writing, and the College shall issue and post a written amendment. The firm is responsible for the contents of its qualification and for satisfying the requirements set forth in the ITB.

ITB 2026-04, Valencia College-Wide Pest Control Services P a g e 16 | 22

2.15 PROPRIETARY INFORMATION

In accordance with Chapter 119 of the Florida Statutes (Public Records Law) and except as may be provided by other applicable State and Federal Law, all Bidders should be aware the Solicitation and the responses thereto are in the public domain. The Bidder must include any materials it asserts to be exempt from public disclosure under Chapter 119, Florida Statutes, in a separate bound document labeled Attachment to Solicitation, Valencia College Title and include SOLICITATION number - Confidential Material.

Bidders must identify specifically any information contained in their Bids, which they consider confidential and/or proprietary and which they believe to be exempt from disclosure, citing specifically the applicable exempting law.

A generic notation that information is confidential is not sufficient. Failure to provide the Procurement Department Office with a detailed explanation and justification including statutory cites and specific reference to your Bid detailing what provisions, if any, you believe are exempt from disclosure, may result in your entire Bid being subject to disclosure in accordance with Chapter 119 of the Florida Statutes.

All Bids received from Bidders in response to this Solicitation will become the property of the College and will not be returned to the Bidders. In the event of the contract award, all documentation produced as part of the contract will become the exclusive property of the College.

2.16 BID WITHDRAWAL

Bidders may withdraw, alter, and resubmit their Bids through VendorLink at any time before the Bid due date and time. Bids may not be withdrawn, altered, or resubmitted after the Bid due date and time.

2.17 PROTESTS

Any Notice of Protest by a Bidder or other party involving the specifications, terms, and conditions or any other aspect of the solicitation must be filed in writing within seventy-two (72) hours after the posting of the notice of decision or intended decision noting the basis of the protest. Failure to file a protest within the time prescribed in “Procedure for Protest of Competitive Solicitations Decisions/Intended Decisions (Protest Procedures) or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings. Please visit the Procurement Website to view a complete copy of the Protest Procedures at https://valenciacollege.edu/employees/procurement/documents/procedure-for-protests-of-competitive-solicitation-decisions-intended-decisions.pdf

2.18 COOPERATIVE AGREEMENT

The Council of Purchasing Professionals (COPP) is comprised of procurement officials from the twenty-eight (28) Colleges within Florida. The objective of COPP is to promote the development of cost-effective cooperative purchase contracts to maximize total value for those organizations.

COPP members can utilize the proposed contract awarded for services as specified. The awarded supplier agrees to offer the same pricing, terms, and conditions to those agencies; however, each agency will be responsible for issuing purchase orders for the services provided under the agreement.

2.19 COERCION FOR LABOR

In accordance with Section 787.06 (13), Florida Statutes, all Proposers should be aware the Statute requires all nongovernmental entities executing, renewing, or extending a contract with a governmental https://valenciacollege.edu/employees/procurement/documents/procedure-for-protests-of-competitive-solicitation-decisions-intended-decisions.pdf https://valenciacollege.edu/employees/procurement/documents/procedure-for-protests-of-competitive-solicitation-decisions-intended-decisions.pdf

ITB 2026-04, Valencia College-Wide Pest Control Services P a g e 17 | 22 entity to provide an affidavit signed by an officer or representative of the nongovernmental entity under penalty of perjury that the nongovernmental entity does not use coercion for labor or services as defined in that statute. The District Board of Trustees of Valencia College, Florida, is a governmental entity for purposes of this statute.

2.20 FOREIGN COUNTRIES OF CONCERN

In accordance with Section 288.860, Florida Statutes, Public entities, including state agencies, political subdivisions, public schools, state colleges, and state universities, are prohibited from entering into agreements or accepting grants from foreign countries of concern if such agreements constrain contractual freedom, allow foreign control over curriculum or values, or promote agendas detrimental to U.S. safety or security.

It is the responsibility of the Proposer…