Marin_Housing_Authority_(MHA)_Informal_Solicitation_for_Scheduled_and_On-Call_Pest_Control_Services_(IDIQ_Contract).pdf

GENERAL SOLICITATION

2025-GEN-021

MARIN HOUSING AUTHORITY (MHA) INFORMAL

SOLICITATION FOR SCHEDULED AND ON-CALL PEST

CONTROL SERVICES (IDIQ CONTRACT)

Marin Housing Authority

4020 Civic Center Drive

San Rafael, CA 94903

RELEASE DATE: October 22, 2025

DEADLINE FOR QUESTIONS: November 3, 2025

RESPONSE DEADLINE: November 5, 2025, 11:59 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

General Solicitation #2025-GEN-021 Title: Marin Housing Authority (MHA) Informal Solicitation for Scheduled and On-Call Pest Control Services (IDIQ Contract) https://secure.procurenow.com/portal/marinhousing https://secure.procurenow.com/portal/%7bproject.government.code%7d

Marin Housing Authority

GENERAL SOLICITATION

Marin Housing Authority (MHA) Informal Solicitation for

Scheduled and On-Call Pest Control Services (IDIQ Contract)

I. Introduction II. Project Details

III. Evaluation IV. Vendor Submissions

Attachments:

A - MHA DRAFT Services Blanket Contract 10.22.2025 Pest Control

B - HUD-5370-C_-_General_Conditions_for_Non-Construction

Title: Marin Housing Authority (MHA) Informal Solicitation for Scheduled and On-Call Pest Control Services (IDIQ Contract)

1. Introduction

1.1. Summary

The Housing Authority of the County of Marin (MHA) is soliciting informal quotes from qualified pest control contractors for the provision of both routine scheduled preventative and on-call pest control services at various MHA properties. This solicitation will result in the award of one or more Indefinite Delivery, Indefinite Quantity

(IDIQ) contracts, with a Not-to-Exceed (NTE) aggregate value of up to $245,000.00 across all awarded contracts. The initial contract term will be one year, with an option to extend for one additional year, for a total potential term of two years.

Work will be authorized on both a recurring and as-needed basis through individual

Purchase Orders (POs) issued under the awarded contract(s). No minimum amount of work is guaranteed. The NTE cap applies to the cumulative value of all issued POs over the life of the contract.

This solicitation is conducted under MHA's Small Purchase Procedures in accordance with 2 CFR 200.320(b), HUD Handbook 7460.8 Rev 2, and MHA’s 2024 Procurement

Policy.

1.2. Background

Properties and Funding Sources: Services will be performed at multiple properties with different funding sources, which may affect applicable contract clauses/requirements.

Group A: Federally (HUD) funded properties subject to Federal/HUD contract requirements

Golden Gate Village, 496 Units.

Kruger Pines 47 North Knoll Road, Mill Valley, CA 94941. 56 Units.

Homestead Terrace 100 Linden Lane, Mill Valley, CA 94941. 28 Units

Venetia Oaks 263 North San Pedro Road, San Rafael, 94903. 36 Units

Golden Hinde 5 Golden Hind Boulevard, San Rafael, CA 94903. 40 Units

Casa Nova 35 Carmel Drive, Novato, CA 94945. 40 Units.

Marin Housing Office 4020 Civic Center Drive, San Rafael, CA 94903. Office Building.

(Golden Gate Village is known as "AMP1" and the remaining Group A properties are known as "AMP2").

Group B: State and Non-profit (non-HUD) funded properties

Title: Marin Housing Authority (MHA) Informal Solicitation for Scheduled and On-Call Pest Control Services (IDIQ Contract)

Bradly House 82 Park Rd, Fairfax, CA 95930. 15 units.

Fairfax Vest Pocket Community, 84 Park Road, Fairfax, CA 94930. 6 units.

Isabel Cook. 35 Sunnyside Drive. San Anselmo. 94960. 18 Units.

Sundance Apartments 95 Medway San Rafael 94901. 28 Units

MHA intends to establish a term contract or contracts for the listed properties. Vendors may bid for Group A only, Group B only or both Group A and Group B.

1.3. Contact Information

Chris Barta

Manager of Contracts and Procurement

4020 Civic Center Drive

San Rafael, CA 94903

Email: cbarta@marinhousing.org

Phone: (415) 491-2525

Department:

Public Housing

1.4. Timeline

Release Project Date October 22, 2025

Question Submission Deadline November 3, 2025, 11:59pm

Submission Deadline November 5, 2025, 11:59pm mailto:cbarta@marinhousing.org tel:(415)491-2525

Title: Marin Housing Authority (MHA) Informal Solicitation for Scheduled and On-Call Pest Control Services (IDIQ Contract)

2. Project Details

2.1. Important Instructions for Electronic Submittal

The Marin Housing Authority is accepting electronic bid submissions. Bidders need to create a FREE account with OpenGov Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic bid.

2.2. Scope of Work

Services under this contract will include both routine, scheduled preventative treatments and as-needed on-call response for pest control at MHA properties.

Services may include, but are not limited to:

• Regularly scheduled preventative pest control treatments in units and common areas (e.g., weekly, biweekly, or monthly)

• On-call responsive treatment of infested units

• Emergency response to infestations requiring same-day service

• Treatment for insects, rodents, and other pests

• Integrated Pest Management (IPM) practices where applicable

• Tenant-safe and regulation-compliant chemical applications

• Written documentation of treatments and materials used

• Coordination with property management for scheduling and follow-up

Work may occur during regular business hours or after-hours (for urgent situations).

2.3. Pricing Submission

Vendors are asked to provide the following rate structure:

A. Preventative services: Per-unit rate or monthly service rate for regular visits

B. On-call treatment: Flat rate per unit or hourly rate

C. Emergency response rate (if applicable)

D. Trip or mobilization fees, if any

E. Materials or chemical surcharges, if any

F. Minimum charge per visit (if applicable)

Please use the format below or provide equivalent information:

https://procurement.opengov.com/signup

Title: Marin Housing Authority (MHA) Informal Solicitation for Scheduled and On-Call Pest Control Services (IDIQ Contract)

Description Rate Notes

Preventative

Treatment

Per unit / Per month

On-Call Treatment Flat rate or hourly

Emergency Response

Trip Charge

Materials Surcharge

Minimum Fee

Materials and Supplies:

Contractor may charge for materials or chemicals actually used in treatment, but no markup shall exceed 15% over actual cost. Contractor must retain and furnish supplier invoices upon request. MHA does not authorize or pay deposits on supplies. Full payment will only be made upon delivery and verification of services rendered.

2.4. Contract Term and Conditions

• Term: One year from award date, with MHA option to extend for one additional year (up to two years total)

• NTE Amount: Aggregate maximum of $245,000 across all contracts over the two-year period

• MHA may award to one or more vendors, or make no award

• Each task will be authorized via PO referencing the contract

• Contract(s) will be awarded using MHA’s Services Blanket Contract (attached as

Exhibit A), which serves as a draft template and may be edited or customized by

MHA to reflect specific vendor proposals, negotiated terms, and compliance requirements. The final contract will incorporate applicable HUD and/or State clauses, including but not limited to HUD Form 5370-C.

2.5. Licensing and Insurance Requirements

Licensing Requirements:

Contractor must possess a valid California Structural Pest Control Company License

(Branch 2) in good standing, and must ensure that all personnel performing services are licensed and qualified under the California Structural Pest Control Act and applicable

Title: Marin Housing Authority (MHA) Informal Solicitation for Scheduled and On-Call Pest Control Services (IDIQ Contract) regulations. Proof of licensing shall be submitted with the proposal and maintained throughout the contract term.

MHA Standard Insurance Requirements:

1. Commercial General Liability (CGL)

• Minimum Limit:

o $1,000,000 per occurrence o $2,000,000 general aggregate

• Required for: All vendors performing work on MHA property

• Must include:

o Premises and operations o Products and completed operations o Personal and advertising injury o Broad form contractual liability o Endorsement: Marin Housing Authority named as Additional Insured

2. Automobile Liability

• Minimum Limit:

o $1,000,000 combined single limit per accident

• Required for: Vendors using vehicles for any MHA-related business (including transport of materials or equipment)

• Coverage must include:

o Owned, hired, and non-owned vehicles

3. Workers’ Compensation

• Statutory Coverage: Required under California law for all employees

• Employer’s Liability Limits:

o $1,000,000 each accident o $1,000,000 disease policy limit o $1,000,000 disease each employee

• Required for: All vendors with employees.

Title: Marin Housing Authority (MHA) Informal Solicitation for Scheduled and On-Call Pest Control Services (IDIQ Contract) o Exemption allowed only if the vendor is a sole proprietor without employees, and submits a signed declaration.

4. Pesticide Applicator’s Coverage (if not included in CGL)

• If pest control involves chemical applications and CGL does not explicitly cover pesticide liability, a separate pollution or applicator’s endorsement may be required

• Check that CGL policy covers chemical drift, misuse, etc.

5. Additional Insurance Terms

• Additional Insured: "Housing Authority of the County of Marin" (MHA's legal name) must be named as additional insured on all liability policies (CGL and

Auto).

• Primary and Non-Contributory: Insurance must be primary to any MHA coverage and not require contribution.

• Waiver of Subrogation: Required for Workers’ Compensation and General

Liability.

• Certificate of Insurance (COI): Must be submitted prior to contract execution and updated annually or upon renewal.

2.6. Additional Notes

• All work must comply with local code and safety regulations

• This solicitation is conducted under MHA Small Purchase Procedures and does not constitute a formal RFP or IFB

For assistance, contact: Chris Barta, Procurement Manager

Email: cbarta@marinhousing.org

Phone: 415-491-2525 ext. 708

Title: Marin Housing Authority (MHA) Informal Solicitation for Scheduled and On-Call Pest Control Services (IDIQ Contract)

3. Evaluation

No. Evaluation Criteria Scoring Method Weight (Points)

1. Best Value Evaluation:

Award will be made to the responsible vendor(s) whose offer(s) represent the best value to MHA. Best value means the most advantageous offer, considering price, quality, responsiveness, relevant experience, capacity, and compliance with applicable requirements, including wage and licensing standards. MHA may award to one or multiple vendors, or make no award, in its sole discretion.

0-100 Points 100 (100% of Total)

Title: Marin Housing Authority (MHA) Informal Solicitation for Scheduled and On-Call Pest Control Services (IDIQ Contract)

4. Vendor Submissions

4.1. Proposal Documents*

Please upload a complete proposal package, which includes the following:

• Bid Summary Sheet (rates, markup, trip charges)

• Brief Statement of Experience and Qualifications

• Copy of Structural Pest Control Company (Branch 2) License

• Insurance Confirmation (per Section 2.5 requirements): Please confirm you have or are willing to obtain the required insurance coverage as described in

Section 2.5. Final proof of coverage (COI) with MHA listed as additional insured will be required prior to beginning work if selected.

• References (optional, but may strengthen evaluation)

Upload Instructions:

Please upload all documents together as one submission via the OpenGov

Vendor Portal. Incomplete submissions may be deemed non-responsive at

MHA’s discretion.

*Response required