PEST CONTROL PVL - IFB NO. 2025-01.pdf

Invitation for Bids for Pest Control Services PVL

INVITATION FOR BIDS

IFB No. 2025-01 RFx: 3160007168

Preapproved List of Vendors for

Pest Control Services

Mississippi Department of Finance and Administration Office of Statewide Strategic Sourcing

501 North West Street, Suite 1300 Jackson, Mississippi 39201

Issue Date:

February 5, 2025

Closing Date:

March 12, 2025, at 5:00 pm CDT

Contact:

Shannon Smith Shannon.Smith@dfa.ms.gov

(601) 359-3451

Table of Contents

TABLE OF CONTENTS

Section 1. Solicitation Information

1.1. Authority

1.2. Purpose

1.3. Timeline

1.4. Questions or Requests for Clarification

1.5. General References Throughout the IFB

1.6. Acknowledgment of Amendments

1.7. Attachments to the IFB

1.8. Restrictions on Communication with PPRB and DFA Staff

1.9. Cancellation of Solicitation or Rejection of Individual Bids

Section 2. Scope of Services and Requirements

2.1. Regional Structure and Bidding Requirements

2.2. General Requirements

2.3. Service Schedule

2.4. Pest Management Responsibilities and Focus

2.5. Inspections and Monitoring

2.6. Treatment Methods

2.7. Documentation and Reporting

2.8. Vendor Personnel

2.9. Safety and Environmental Considerations

2.10. Additional Vendor Obligations and Requirements

2.11. Detailed Scope to be Provided by Contracting Agency

2.12. Duration of Services to be Provided

2.10. Bid Prices

2.11. Insurance Requirements

2.12. Contract Terms and Conditions

2.13. Removal from PVL

Section 3. Bid Submission and Bid Opening

3.1. Bid Submission Format

3.2 Bid Submission Requirements

3.3. Expenses Incurred in the Procurement Process

3.4. Independent Price Determination

3.5. Withdrawal of a Bid

3.6. Debarment

3.7. Registration with the Mississippi Secretary of State

3.8. Note to Agencies and Vendors

3.9. Minor Informalities and Irregularities

3.10. Contract Rights

3.11. Property Rights

Section 4. Bid Evaluation and Award

4.1 Minimum Vendor Qualifications to be Deemed Responsible

4.2 Basis for Award

4.3. Award Notification

Table of Contents

4.4. Reconsideration of the Solicitation

4.5. Rolling Awards

ATTACHMENT A: Regional Map ATTACHMENT B: Bid Cover Sheet ATTACHMENT C: Bid Form ATTACHMENT D: Certifications & Assurances ATTACHMENT E: Release of Bid as Public Record ATTACHMENT F: References ATTACHMENT G: Reference Score Sheet ATTACHMENT H: Sample Contract ATTACHMENT I: Monthly Service Schedule ATTACHMENT J: Monthly Service Report

Section 1. Solicitation Information

Section 1. Solicitation Information

1.1. Authority

The Public Procurement Review Board (PPRB) may establish a preapproved list of providers of various personal and professional services for set prices with which State Agencies may contract without bidding or prior approval from the board. Miss. Code Ann. § 27-104-7(2)(i).

1.2. Purpose

The Office of Statewide Strategic Sourcing (OSSS), a division of the Mississippi Department of Finance and Administration (DFA), on behalf of the PPRB, is seeking to establish a Preapproved Vendor List (PVL) for Pest Control Services. This PVL will be available for use by State Agencies under the purview of the PPRB (Contracting Agencies). OSSS is inviting bids from qualified agencies who provide pest control services (Vendors) for placement on the list. Once the PPRB establishes the PVL, Contracting Agencies may select and contract with Vendors from the list, thereby avoiding the need for individual procurement.

Attachment A divides the State into eight geographic regions for which Vendors may submit bids.

Vendors will be recommended for placement on the PVL as described in Section 4 of this IFB.

Vendors placed on the PVL must agree to extend services on an as-needed basis to all authorized Contracting Agencies within the geographic limits of the Region (s) for which it is placed on the PVL under the prices, terms, conditions, and specifications as described in this Invitation for Bids (IFB) for a term of five years. There may be multiple Vendors listed per Region. Being placed on the PVL does not guarantee that contracts will be issued.

1.3. Timeline

IFB Issue Date: February 5, 2025

Questions and Requests for Clarification Due: February 14, 2025, at 5:00 pm CST

Anticipated Posting of Answers to Questions: February 26, 2025

Bid Package Submission Deadline: March 12, 2025, at 5:00 pm CDT

Bid Opening: March 13, 2025

Anticipated Date of the Notice of Intent to Award: April 1, 2025

OSSS reserves the right to post Answers to Questions and to issue the Notice of Intent to Award on dates other than those stated above without amendment to this IFB. No other dates shall be changed unless a written amendment is issued.

1.4. Questions or Requests for Clarification

1.4.1. All questions and requests for clarification must be directed by email to Shannon Smith at Shannon.Smith@dfa.ms.gov.

1.4.2. Vendors must submit all questions and requests for clarification by email on or before February 14, 2025, at 5:00 pm CST. The Vendor bears all delivery risks and is responsible for promptly submitting questions. OSSS may not answer questions received via email after the above-stated date and time.

Section 1. Solicitation Information

1.4.3. OSSS is committed to transparency. We will publish all questions, requests for clarification, and answers on the DFA website and the procurement portal, ensuring that all Vendors have access to the same information.

1.4.4. OSSS, DFA, and PPRB will not be bound by any verbal or written information not contained within this IFB unless a written amendment to the IFB is issued.

1.5. General References Throughout the IFB

1.5.1. Any reference to “OSSS,” “DFA,” or the “PPRB” throughout this IFB includes all three entities to the extent relevant.

1.5.2. Unless expressly indicated otherwise, any reference to the “DFA website” refers to the website found at: https://www.dfa.ms.gov/invitations-bids.

1.5.3. Any reference to the “procurement portal” throughout this IFB refers to the website at: https://www.ms.gov/dfa/contract_bid_search/Home/Buy.

1.6. Acknowledgment of Amendments

Should an amendment to the IFB be issued, OSSS will post it on the DFA website and the procurement portal in a manner that all Vendors will be able to view. Vendors shall acknowledge receipt of any amendment to the solicitation by signing and returning the amendment with the bid package, identifying the amendment number and date in the space provided on the bid form, or by email or letter. OSSS must receive the acknowledgment by the time and at the place specified as the bid package submission deadline. Vendors are responsible for monitoring the DFA website for amendments to the IFB.

1.7. Attachments to the IFB

The Attachments to this IFB are fully incorporated into the IFB.

1.8. Restrictions on Communication with PPRB and DFA Staff

At no time shall any Vendor or its personnel contact, or attempt to contact, any PPRB member or DFA staff regarding this IFB other than the contact person listed on the cover page of this IFB.

1.9. Cancellation of Solicitation or Rejection of Individual Bids At OSSS’s sole discretion, an IFB may be canceled or any or all responses to the solicitation may be rejected, in whole or in part, when OSSS determines that it is in the Agency’s best interest to do so.

https://www.dfa.ms.gov/invitations-bids https://www.ms.gov/dfa/contract_bid_search/Home/Buy

Section 2. Scope of Services and Requirements

2.1. Regional Structure and Bidding Requirements

Vendors are invited to provide services in the State’s eight distinct regions: Central, Coastal, East Central, North Delta, Northeast, Pinebelt, South Delta, and Southwest. Each Region will have its own list of vendors.

2.1.1. Attachment A contains a map of the eight (8) Regions and a list of the counties in each Region.

2.1.2. Depending on their capacity and interest, Vendors may submit bids for any number of regions, from a single region to all eight regions.

2.1.3. Vendors are not required to bid the same prices in each Region.

2.1.4. By bidding on a Region, the Vendor must certify that it can provide the services solicited in this IFB in the entire geographic Region.

2.2. General Requirements

The Vendor shall provide comprehensive pest control services for all the Contracting Agency’s facilities, including but not limited to office buildings, warehouses, outdoor areas, and any other structures owned or operated by the Contracting Agency.

2.2.1. Labor and Materials Provision

The Vendor shall furnish all work, labor, and materials necessary for corrective action and preventive maintenance against insects, pests, and rodents.

2.2.2. Safety and Compliance

The Vendor shall strictly adhere to all applicable safety regulations and best practices throughout service delivery. All work shall strictly follow all applicable federal, State, and local safety and health requirements. This strict adherence includes but is not limited to, obtaining and maintaining all necessary licenses, certifications, and permits required for the performance of pest control services. The Vendor shall stay current with any updates or changes to relevant regulations and ensure that all pest control methods, chemicals, and equipment used fully comply with applicable laws and industry standards. Failure to comply with these regulations may result in contract termination and/or removal from the

PVL.

2.2.3. Integrated Pest Control Program

The Vendor shall develop and implement an integrated pest management program to reduce pest populations in all areas covered by the scope of this Invitation for Bids (IFB) to a level mutually agreed upon by the Vendor and Contracting Agency. The program shall emphasize prevention, monitoring, and targeted treatments using the least toxic methods possible. The Vendor shall emphasize prevention and non-chemical solutions where possible. The integrated pest control program must include an interior and exterior treatment for each location on a minimum schedule of once a month.

2.2.4. Pest Control and Preventive Maintenance Plan

The Vendor shall provide the Contracting Agency with a written pest control and preventive maintenance plan before the inception of any contract. Agencies may require the Vendor to use Attachment I: Monthly Service Schedule or may provide their own form, provided it is substantially similar. This pest control plan shall include the following, at a minimum:

• Site-specific solutions for infested or potentially infested areas where observed sources of food, water, harborage, and access may result in infestations

• A schedule of treatments for each location

• A list of the chemicals the Vendor will use and the application frequency

2.2.5. Modifications to Service Areas

The Contracting Agency reserves the right to add or remove buildings/service areas during the term of any contract resulting from this IFB. When new buildings are added to an existing site or existing ones are expanded and operationalized, the Contracting Agency may request an amended price for the total facility complex.

2.2.6. Structural and Procedural Guidelines

Throughout the term of the resulting contract, the Vendor will be responsible for advising the Contracting Agency of any structural, sanitary, or procedural modifications that would reduce pest food, water, harborage, infestation, or access. The Vendor is responsible for adequately suppressing pests included in the resulting contract regardless of whether or not the suggested modifications are implemented. The Vendor will not be held responsible for carrying out structural modifications and recommendations as part of the pest control effort. The Vendor shall only apply caulk, expanding foam, and other sealing materials to eliminate harborage or access with the approval of the Contracting Agency.

2.2.7. Advanced Expertise Consultation and Review

The Vendor must be able to provide, at no additional cost to the Contracting Agency, the services of a qualified pest control professional with advanced expertise when necessary, such as a professional entomologist or registered sanitarian. The entomologist or sanitarian would review the quality control program for appropriateness and effectiveness in controlling pest populations.

2.3. Service Schedule

The Vendor shall perform pest control services at each site at least once per calendar month or more frequently if needed based on pest activity levels and monitoring results. The Vendor shall determine the specific service frequency for each site in consultation with the Contracting Agency.

The Vendor shall space the treatment visits 27-30 days apart unless the Contracting Agency approves an alternative schedule in writing. For example, if the first service visit for January is on the 12th, the February treatment shall be scheduled between February 8th and February 11th, if possible and practical. The Vendor shall contact the Contracting Agency designee to schedule each monthly service visit at least 24 hours in advance.

2.3.1. Unless otherwise specified by the Contracting Agency, the Vendor shall perform services:

• Between 7:00 a.m. and 5:00 p.m. Central Time

• Monday through Friday

• Excluding Federal and State holidays observed by the Contracting Agency

2.3.2. Any services required outside these hours must be approved in writing by the Contracting Agency in advance.

2.3.3. Some locations may require the frequency of services to occur more than once per month. When this is the case, the Vendor shall provide the additional services at no additional cost to the Contracting Agency.

2.3.4. On-Site Procedures and Treatment Duration

Upon arrival at the unit, the Vendor technician shall announce his/her arrival to the Contracting Agency designee before beginning work and discuss specific pest control problems with the designee. The technician shall remain on-site until they complete a thorough and effective treatment. No minimum or maximum time limit is stipulated; the duration will depend on the size and complexity of the facility. If the technician cannot complete the treatment in one visit, they shall return the following day to finish the work.

2.3.5. Follow-Up Treatments and Emergency Services

If a previous treatment or regular service fails to control the target pests adequately, the Vendor shall provide additional treatments at the affected location(s) at no extra cost to the Contracting Agency. There is no limit to the number of follow-up treatments the Vendor must provide per month to achieve satisfactory pest control. The Vendor shall provide the Contracting Agency with an emergency contact number and emergency treatment within twenty-four (24) hours of notification by the Contracting Agency of pests inside any building, excluding weekends and State honored holidays. Emergency callback and treatment shall not affect (extend, shorten, or negate) the next scheduled monthly visit.

Failure to appropriately respond to calls shall also constitute cause for contract termination by the Contracting Agency.

2.3.6. After-Hours Service Visits

Some locations may require service visits to occur after regular business hours. When work outside normal business hours is necessary, the Vendor shall notify the Contracting Agency to advise them of such work.

2.3.7. Service Schedule Modifications

If the Vendor cannot meet the established service schedule, the Vendor must notify the Contracting Agency in writing to arrange an alternative plan. Any schedule extension will apply only to the specific work request and will not affect the 24-hour emergency response policy.

2.4. Pest Management Responsibilities and Focus

The Vendor shall control indoor and outdoor populations of pests present within building property boundaries, including but not limited to the following list. The Vendor is responsible for controlling all pest species, even if not explicitly listed:

• Ants

• Bees

• Centipedes

• Cockroaches

• Fleas

• Flies

• Fruit flies

• Gnats

• Hornets

• Ladybugs

• Lice

• Mosquitoes

• Moths

• Rodents (mice and rats)

• Silverfish

• Snakes

• Spiders

• Ticks

• Wasps

Individual excluded pests are deemed "incidental invaders inside buildings" and are not included in this requirement.

2.4.1. Target Pests

Target pests are those most prevalent in or outside a building or, more precisely, those seen frequently and complained about often by staff and management. The Vendor shall maintain primary and concentrated emphasis on target pests.

2.4.2. Target Areas

Target areas are those areas in or around a building where pests are most prevalent and are known to frequent in large numbers. Target areas shall receive primary, concentrated emphasis and treatment from the vendors. Each location will probably have several target areas inside and outside the buildings.

2.4.3. Variation of Target Pests and Areas

Target areas and pests will not remain static but can vary during the contract. For example, flies, roaches, and other insects are more prevalent during warmer weather and tend to congregate in specific areas. Vendors and site officials shall maintain an ongoing dialogue to accurately identify target areas and pests.

2.4.4. Specialized Pest Treatment Rates and Provisions

This Invitation for Bids (IFB) includes provisions for specialized pest treatments for termites and bed bugs, which the Vendor may offer at rates separate from general pest control services. Vendors responding to this IFB are encouraged but not required to submit per-square-foot rates for treating termites and bed bugs. The bid form will include designated spaces for these rates; however, whether a vendor includes or omits these rates in their bid will not affect their overall evaluation or their potential inclusion on the resulting list. It is important to note that these per-square-foot rates for specialized treatments will not be factored into the average rates discussed in Section 4.2.3 of this IFB.

Instead, they will be evaluated separately for potential use during the contract term. For other pests that require specialized treatment methods, equipment, or certifications, the

Contracting Agency may request vendors to provide proposals under separate agreements outside the scope of this IFB.

2.5. Inspections and Monitoring

The Vendor shall thoroughly inspect all the Contracting Agency's facilities within 30 days of contract award. The purpose of this initial inspection is to:

• Evaluate pest control needs.

• Identify problem areas and existing equipment, structural features, or management practices contributing to pest infestations.

• Determine and identify target areas and target pests in collaboration with knowledgeable site officials.

The Vendor shall inspect all locations at least once each month and more as may be required at no additional cost to the Contracting Agency. Inspections shall address all services stated in this IFB and aim to detect and correct deficiencies in service quality before performance degrades. The Vendor shall identify, by name, individuals responsible for performing inspections.

The Vendor shall utilize a comprehensive quality control program, including detailed checklists, to evaluate performance during all inspections.

The Vendor shall install and maintain monitoring devices (e.g., insect light traps and rodent bait stations) as appropriate to detect pest activity early.

2.6. Treatment Methods

The Vendor shall utilize a variety of treatment methods, prioritizing non-chemical approaches where possible, including:

Exclusion Techniques

Exclusion techniques involve identifying and sealing potential entry points to prevent pests from entering the area. These techniques may include installing weather stripping on doors and windows, repairing cracks and gaps in walls, foundations, and roofs, screening vents and drains to block access, and/or securing openings around pipes, utility lines, and cables.

Habitat Modification

Habitat modification reduces an area's attractiveness or suitability for pests by altering environmental conditions. Examples include eliminating food sources, reducing moisture levels through proper drainage and fixing leaks, and/or managing vegetation or debris near structures that provide shelter or nesting sites.

Mechanical and Physical Controls

Mechanical and physical controls rely on devices or manual actions to trap or remove pests.

These methods may include installing traps (e.g., snap traps, live traps, glue boards), using barriers to protect plants, vacuuming or physically removing pests from surfaces, and/or employing heat or cold treatments to eliminate pest populations.

Biological Controls

Biological controls use natural predators, parasites, or pathogens to manage pest populations.

Examples include introducing predatory insects or nematodes to control populations.

Chemical Controls (as a last resort)

The Vendor should only use chemical controls when all other methods are insufficient to address the pest issue. This involves the responsible application of pesticides or chemical treatments, ensuring minimal environmental impact, strict adherence to safety guidelines and legal regulations, and proper storage and disposal of chemicals to prevent contamination.

2.6.1. Pesticide Use Guidelines

The Vendor shall use only products that are:

• Registered with the Environmental Protection Agency (EPA)

• Approved by the Food and Drug Administration (FDA), if applicable

• Applied per label directions

• Used in compliance with all Federal and State regulatory requirements

The Vendor shall not use any pesticide that has not been included in the pest control plan or approved by the Contracting Agency. The Vendor shall apply pesticides based on need, not on a predetermined schedule. Preventive treatments are permitted where surveillance indicates potential infestations. When pesticide use is necessary, the Vendor shall employ the least hazardous material, the most precise application method, and the least amount of pesticide needed to achieve control.

2.6.2. Prevention of Pesticide Resistance

To prevent the development of pesticide resistance, the Vendor shall implement a pesticide rotation strategy as part of an Integrated Pest Management (IPM) approach. This strategy shall include:

• Alternating between pesticides with different modes of action to disrupt pest adaptation.

• Monitoring pest populations to identify signs of resistance and adjusting treatments accordingly.

• Limiting the frequency of chemical applications to reduce selective pressure on pest populations.

• Maintaining detailed records of all pesticide products used, including active ingredients, application dates, and treatment areas, for review upon request.

The Vendor shall remain informed about emerging resistance patterns and adjust protocols to align with current industry standards and research.

2.6.3. Restrictions and Precautions for Insecticide Use in Sensitive Areas Application of insecticides to exposed surfaces or as space sprays, including fog and mist applications, should be restricted to unique situations where no alternatives exist. The Vendor must coordinate space spray treatments with the Contracting Agency before application to ensure no occupants are present or potentially harmed.

The Vendor shall exercise special care in using liquid insecticides in areas with asphalt, mastic, or linoleum floor surfaces. The Contracting Agency shall repair surfaces damaged by products applied by the Vendor and deduct the cost of repairs from invoice amounts due to the Vendor. When insufficient amounts are due to address the damage, the Contracting Agency shall assess the amount due and invoice it for immediate payment by the Vendor.

2.6.4. Rodenticides and Bait Boxes

The Vendor must obtain approval from the Contracting Agency before using rodenticides inside occupied buildings. Rodenticides should only be used in exceptional circumstances when deemed essential for adequate rodent control. Regardless of packaging, the Vendor must place all rodenticides in EPA-approved tamper-resistant bait boxes and conspicuously label them with a poison warning. All bait boxes must be placed out of general view and in locations not disturbed by routine operations. The lids of all bait boxes must be securely locked or fastened. All bait boxes shall be securely attached or anchored to the floor, ground, wall, or other immovable surface to prevent tampering. The bait box servicing frequency depends on the rodent infestation level but shall be no less than two (2) times per month. The Vendor is responsible for supplying, monitoring, and disposing of rodent traps as needed.

2.7. Documentation and Reporting

The Vendor shall maintain and provide detailed service records and reports, including:

2.7.1. Service Records

The Vendor shall maintain detailed service records for each Contracting Agency facility, including:

• Date and time of service

• Areas inspected and treated

• Pest activity observed

• Control measures implemented

• Products used (including application rates and locations)

2.7.2. Completion Documentation

Upon completing each scheduled or emergency callback service, the Vendor technician shall provide the Contracting Agency designee with the following before departing the site:

• A checklist indicating the areas treated

• A list of chemicals used in each area

• A delivery receipt (ticket) signed by the exterminator’s representative/technician and the appropriate Contracting Agency official

The delivery receipt (ticket) must reflect the address, telephone number, and name of the vendor representative the Contracting Agency can contact should problems arise.

2.7.3. Monthly Reports

The Vendor shall submit a Monthly Service Report with each invoice to the designated Contracting Agency representative within five (5) business days of the end of each month.

Agencies may require the Vendor to use Attachment J: Monthly Service Report or may provide their own form, provided it is substantially similar. Each report shall be signed by an authorized representative for each tenant (Agency) within the building, acknowledging that the Vendor has performed the pest control service on each floor. The report shall include, at a minimum:

• Building (including floors and/or areas) serviced

• Date and Time of Service

• Name of Technician

• Pesticide application details (amounts, locations, number of applications)

• Recommendations for structural, sanitation, and repair improvements to prevent pest access

• Trouble spots eliminated

• Risk reduction achieved

• Suggested changes in management practices (e.g., food policies)

• Updates on rodent bait box locations

2.7.4. Annual Reports

The Vendor shall provide an annual summary report to the Contracting Agency detailing the following. The level of detail required shall be determined by the Contracting Agency:

• Pest Trends: Identification of recurring or emerging pest activity patterns, including seasonal variations and areas with increased activity

• Problem Areas: Assessment of locations contributing to pest infestations (e.g., structural, sanitation, environmental issues)

• Control Measures: Summary of treatments applied, including effectiveness of methods and materials

• Recommendations: Suggestions for long-term improvements to reduce pest activity (e.g., repairs, habitat modifications, sanitation improvements)

The Vendor shall submit the annual report no later than January 15 each year, unless the contracting agency establishes an alternative due date at the time of contract execution.

The Vendor shall provide the report in a clear, organized format suitable for review by non-technical personnel. Upon request, the Vendor shall meet with the Contracting Agency to discuss the findings and recommendations, providing clarification or additional detail as needed.

2.7.5. Quality Control Records

A quality control file should contain records of all activities, including inspections conducted by the Vendor and corrective actions taken. The Vendor shall maintain the file for the duration of the contract and make it available to the Contracting Agency upon request.

2.8. Vendor Personnel

The Vendor shall assign a Vendor Account Representative to work directly with the Contracting Agency Representative. Awarded vendors shall meet and become acquainted with the primary contact person at the site. This contact person will collaborate with the vendors to coordinate and schedule all treatment visits.

2.8.1. Licensing and Certification

All pest control technicians employed by the Vendor shall hold valid licenses and certifications required by the State of Mississippi and always keep a registered technician identification card on their person. The Vendor shall maintain compliance with all applicable state and federal regulations governing pest control activities, including but not limited to the handling, application, and disposal of pesticides. Before starting services, the

Vendor shall provide the Contracting Agency with copies of each technician's relevant licenses and certifications. Upon request, the Vendor shall furnish updated documentation to demonstrate ongoing compliance, including proof of renewal for expired licenses or certifications.

2.8.2. Continuing Education and Compliance

The Vendor shall ensure that all technicians participate in continuing education or training programs as required by the State to remain informed about current pest control practices, safety standards, and regulatory changes. Any technician found to be non-compliant with licensing or certification requirements shall be immediately removed from the Contracting Agency's project until compliance is achieved. Failure to maintain properly licensed and certified technicians may result in termination of the contract.

2.8.3. Personnel Professionalism and Appearance

The Vendor warrants that all service personnel possess the necessary skills, competencies, and professionalism to meet or exceed industry standards for pest control technicians. All personnel must be well-groomed and in uniform or have visible identification at all times.

Uniforms should include neat, clean company attire with a visible company logo.

2.8.4. Vehicle and Parking Requirements

Vehicles used by Vendor personnel shall be conspicuously marked with company identification. Parking shall be permitted only in locations so designated by the Contracting Agency.

2.8.5. Personal Protective Equipment (PPE) and Safety

Vendor personnel shall wear appropriate personal protective equipment (PPE) as required by Occupational Safety and Health Administration (OSHA) regulations, product label instructions, and industry best practices. The Vendor shall observe all safety precautions throughout the performance of this contract. All work shall comply with all Federal, State, and local laws. In the event of a conflict between regulations, the most stringent shall apply.

The Vendor shall supervise and direct the work performed by its personnel.

2.8.6. Personnel Changes

The Vendor shall notify the Contracting Agency in writing of any new personnel or replacement of any previously approved personnel designated to perform work per the resulting contract.

2.8.7. Compliance with Contracting Agency Policies

Vendors must comply with all applicable Contracting Agency policies, procedures, and relevant laws at all times, including but not limited to:

2.8.7.1. All State facilities are non-smoking, and the Vendor and its personnel must adhere to this requirement. The use of tobacco products is prohibited except within designated smoking areas.

2.8.7.2. The Vendor and its personnel are prohibited from possessing any illegal drug or alcoholic beverage on State property. The Vendor and its personnel shall not consume any unlawful or illegally obtained drug or alcoholic beverage while on duty.

2.8.7.3. The Vendor’s personnel should refrain from using foul, abusive, or profane language on State property.

2.8.7.4. The Contracting Agency reserves the right to inspect and search all Vendor personnel and/or vehicles anytime while on facility grounds.

2.8.7.5. Personnel must sign in and out at most State facilities and strictly observe security provisions.

2.8.7.6. Personnel may be required to provide photographic identification for inspection upon entering State facilities or grounds. Employees must wear clearly visible personnel identification badges, visitor badges, or personal identification of the individual employee.

2.8.7.7. Deviations from any of the policies in Section 2.8.7. may be considered grounds for contract termination.

2.9. Safety and Environmental Considerations

The Vendor shall abide by all laws, statutes, regulations, and directives issued by OSHA, EPA, FDA, and the State of Mississippi. The Vendor shall be responsible for instructing its personnel in all safety measures. The Vendor shall maintain all equipment in safe operating condition; the equipment must be free from defects or wear that may in any way constitute a hazard to any person or persons on State property at all times. The Vendor must ensure that building occupants' health or productivity is not adversely affected by any actions taken during pest control operations and take every precaution to optimize their safety. The Vendor shall report all incidents involving agency property or personnel to the designated Contracting Agency contact immediately upon occurrence.

2.9.1. Pesticide Handling and Storage

Before the commencement of work, the Vendor shall provide the Contracting Agency with a list of all pesticide products to be used at Contracting Agency properties, their labels, and Material Safety Data Sheets (MSDS). The Vendor shall update this list as needed. The Vendor shall not store pesticides on Contracting Agency property.

2.9.2. Waste Disposal

The Vendor shall be responsible for the proper disposal of all waste materials generated during pest control operations, including but not limited to:

• Pest carcasses

• Contaminated materials such as traps, bait stations, or cleaning supplies

• Empty pesticide containers and any residual pesticides.

All disposal activities shall comply with applicable local, State, and federal regulations, including those governing hazardous waste management and environmental protection.

This includes adherence to the guidelines provided by the Environmental Protection Agency (EPA) for pesticide disposal and compliance with local waste management ordinances for biological or hazardous materials. Failure to properly dispose of pest-related waste per regulations may result in penalties, fines, or contract termination.

The Vendor shall maintain records of waste disposal, including the type and quantity of materials disposed of, disposal dates, and the location or facility used for disposal. Records shall be made available to the Contracting Agency upon request to ensure transparency and regulatory compliance.

2.10. Additional Vendor Obligations and Requirements

The Vendor shall also:

2.10.1. Administer and maintain all employment and payroll records, payroll processing, and payment of payroll checks and taxes, including the deductions required by the State, Federal, and local laws, such as social security and withholding taxes. It is the sole responsibility of the Vendor to comply with laws or regulations requiring an employer to withhold and/or pay employment-related taxes or other withholdings required by law;

2.10.2. Make all unemployment compensation contributions required by Federal and State law and process claims as required;

2.10.3. Ensure that Vendor personnel fully comply with the Contracting Agency’s policies and procedures, the applicable standards of care, Joint Commission standards, and all applicable regulations as now existing or as may be modified;

2.10.4. Perform a background check and/or drug screening before hire and, if requested, verify and/or provide the results to the Contracting Agency (test must show that employees are drug-free);

2.10.5. The Vendor shall perform all services provided in the contract between the Vendor and the Contracting Agency in accordance with customary and reasonable industry standards as well as in strict conformance to all laws, statutes, and ordinances and the applicable rules, regulations, methods, and procedures of all government boards, bureaus, offices, and other agents. The Vendor shall be responsible for the complete performance of all work, for the methods, means, and equipment used, and for furnishing all materials, tools, apparatus, and property of every description used in connection therewith. No statement within this IFB shall negate compliance with any applicable governing regulation. The absence of detailed specifications or the omission of detailed descriptions shall be recognized as meaning that only the best commercial practices are to prevail and that only first-quality materials and workmanship are to be used.

2.11. Detailed Scope to be Provided by Contracting Agency

When the Contracting Agency selects a vendor on the PVL for consideration concerning a specific project or need, it will provide a detailed scope and specific work requirements. Such scope and requirements will include, but are not limited to, a description of work activities, a definition of deliverables, time frames, and budget parameters.

2.12. Duration of Services to be Provided

Pending approval by the PPRB, OSSS anticipates that the PVL will be effective May 5, 2025.

Vendors added to the PVL will remain on the PVL until April 30, 2030, unless they are removed pursuant to Section 2.13. Vendors may enter new contracts with Contracting Agencies between

May 5, 2025, and April 30, 2028. New contracts may not be entered after April 30, 2028. Any contracts which were entered before April 30, 2028, may be extended for a period to end no later than April 30, 2030.

OSSS reserves the right to request that PPRB approve an earlier or later effective date for the PVL.

Should this be the case, OSSS will adjust all the above dates to reflect the effective date.

2.10. Bid Prices

Contracts resulting from this Invitation for Bids shall be fixed-price contracts. Bid prices submitted in response to this IFB shall remain firm, valid, and renewable for five years following the effective date of the PVL, except for a price adjustment as discussed in Section 2.10.1.

2.10.1. Price Adjustment

When contracting with a PVL vendor, Contracting Agencies may choose to include the price adjustment clause stated in Section 2.10.1.1. Contracting Agencies are not required to include this clause under this PVL. No price adjustment will be allowed in contracts other than by inclusion of the price adjustment clause in Section 2.10.1.1. Vendors should assume that no such price adjustment will be permitted when preparing bids to respond to this IFB.

2.10.1.1. A price adjustment may be allowed in the event unanticipated market disruptions occur such that the per-square-foot rates bid by the Vendor in response to Invitation for Bids 2025-01, Preapproved List of Vendors for Pest Control Services, are no longer viable for the provision of services required by the Contracting Agency. Market disruptions that could precipitate a price adjustment include but are not limited to supply chain disruptions, labor shortages, changes in environmental regulations, and significant changes in the cost of chemicals or equipment. The Vendor must provide a market analysis regarding the viability of the originally bid rates and rates the Vendor contends would be viable under the current market conditions. The Vendor shall provide any other documentation or information the Contracting Agency requires to support the request for a price adjustment. The Contracting Agency has the sole discretion to determine whether a price adjustment will be allowed, the amount of the price adjustment, and the duration of the price adjustment. Any price adjustment made under this provision should be limited to only that which is required to accommodate the precipitating market disruption. Under no circumstances shall a price adjustment result in the adjusted per-square-foot rate exceeding 110% of the original bid per-square-foot rate. (For example, an originally bid per-square-foot rate of $0.50 could increase to, but not exceed, $0.55 under this clause.)

2.10.2. A Contracting Agency is encouraged but not required to contact the lowest-priced Vendor for the pest control services needed. When selecting a vendor from the PVL, Contracting Agencies may consider multiple factors, including, but not limited to, price, past performance, technical capabilities, and capacity to meet project requirements. While price is important, it may not be the sole determining factor in vendor selection.

2.11. Insurance Requirements

2.11.1. Each successful Vendor shall maintain insurance which, at a minimum, shall include the following types of insurance and coverage limits:

2.11.1.1. Workers’ Compensation as required by the laws of the State of

Mississippi; and

2.11.1.2. Comprehensive General Liability or Professional General Liability with minimum limits of $1,000,000.00 per occurrence for bodily injury, personal injury, accidental death, property damage, employee dishonesty, and identity theft; and

2.11.1.3. Employee Dishonesty Insurance or Fidelity Bond Insurance with third-party liability coverage and minimum limits of $1,000,000.00.

2.11.2. In addition to the mandatory insurance requirements in Section 2.11.1, Contracting Agencies may require successful Vendors to maintain the following types of insurance.

Each Contracting Agency will determine the specific coverage limits based on the nature and scope of work:

2.11.2.1. Automobile Liability Insurance covering all vehicles, owned or otherwise, used in the contract work with limits of $1,000,000.00 for injuries, including accidental death to any person and subject to the same limit for each person for any one accident involving two or more persons; and,

2.11.2.2. Automobile Property Damage Insurance covering all property damage by automobile with limits of $1,000,000.00 for all property damage by automobile.

2.11.2.3. Pollution Liability Insurance with limits of $1,000,000.00 per occurrence for bodily injury, property damage, and environmental damage caused by accidental discharges of chemicals or pollutants.

2.11.3. All insurance policies shall list the State of Mississippi as an additional insured.

Upon request, the Vendor shall provide copies of any insurance documentation to OSSS and/or the Contracting Agency.

2.11.4. All insurance policies shall be issued by companies authorized to do business under the laws of the State of Mississippi. Insurance carriers must be licensed or hold a Certificate of Authority from the Mississippi Department of Insurance.

2.11.5. The Contracting Agency may reserve the right to request certificates of insurance directly from the Vendor’s insurance carrier regarding the required coverage.

2.11.6. Agencies may require greater limits and will negotiate with Vendors regarding the same. This is the only negotiable contract term.

2.12. Contract Terms and Conditions

Following the establishment of a list of preapproved vendors for pest control services, Contracting Agencies will primarily use a contract substantially similar, if not identical, to the sample contract in Attachment H of this IFB. By submitting a bid, Vendors acknowledge their willingness to enter such contracts without substantial revision.

2.12.1. The scope requirements in this IFB, the rates bid in response to this IFB, and the contract clauses required to be included in contracts for personal and professional services pursuant to Appendix E of the Public Procurement Review Board Office of Personal Service Contract Review Rules and Regulations are fixed and non-negotiable.

2.12.2. Compensation for services will be in the form of a fixed-price contract. A fixed-price contract is an agreement that provides for a firm price or a price that may only be adjusted in accordance with contract clauses that allow for revision under specified circumstances. (See Section 2.10.1. regarding potential price adjustments.)

2.13. Removal from PVL

Vendors added to the PVL may be removed from the list for cause by the PPRB or added to the debarment list pursuant to Chapter 15, Exclusion of Vendor from Future Contract Awards, of the Public Procurement Review Board Office of Personal Service Contract Review Rules and Regulations, as updated and replaced by PPRB. A vendor’s failure to honor submitted per-square-foot rates for five years following the effective date of the PVL may result in removal from the PVL and/or debarment.

Section 3. Bid Submission and Bid Opening

Section 3. Bid Submission and Bid Opening

3.1. Bid Submission Format

All bids must be submitted in writing and include all documentation requested in the Invitation for Bids. Bids submitted without such documentation may not be considered. Only information in the attached Bid Form and accompanying required documentation will be considered when evaluating bids.

The bid package must contain the following:

3.1.1. Bid Cover Sheet (Attachment B)

3.1.2. Bid Form (Attachment C)

The Vendor must submit a separate bid form for each Region in which it intends to submit a bid. The Vendor must also submit all pricing on the bid form. Each Bid Form must be completed and signed by someone with the authority to execute contracts for the Vendor.

3.1.3. Signed Certifications and Assurances (Attachment D)

3.1.4. Release of Bid as Public Record (Attachment E)

3.1.5. References (Attachment F)

Each Vendor must furnish a listing of at least three references for whom they have provided services similar to those solicited in this IFB in the prior three years. Each reference must include, at minimum, a contact person, email address, and telephone number for each reference. The Vendor is responsible for ensuring the reference contact information is correct and current. OSSS must be able to reach two references within two business days of the bid opening. If OSSS cannot reach two references within two business days, OSSS may deem the Vendor non-responsive. To be considered a responsible Vendor, the Vendor must score at least six points on two Reference Score Sheets (Attachment G) for a total minimum scoring requirement of 12 points. The references submitted must be familiar with the Vendor’s abilities in the areas involved with this solicitation. Vendors must submit at least three references and may submit up to five. OSSS will contact the references in the order submitted.

3.1.6. Acknowledgement of all IFB Amendments that may be issued before the closing date. See Section 1.6.

3.2 Bid Submission Requirements

Bids must be submitted by March 12, 2025, at 5:00 pm CDT. Vendors may submit bids in the two manners discussed below, but they are only required to submit bids in one manner. The Vendor is solely responsible for submitting the bid package on time. Bids received after the specified time shall be rejected and remain unopened in the procurement file. The Vendor assumes all risks regarding the bid’s delivery. OSSS, DFA, and PPRB will not be responsible for delivery delays, packages lost in the delivery process, misdirected emails, or other errors.

3.2.1. General Page and File Size Requirements

Submissions exceeding the stated page limit or file size may be deemed non-responsive and rejected without further consideration. The bid response, including all supporting documentation, shall be at most ten (10) pages. One side of a single sheet of paper is considered one page. Attachments, cover pages, or appendices not explicitly requested in the IFB count toward the page limit. Font size must be no smaller than 10 pt, and margins must be at least 0.5 inches. All electronic submissions must be in PDF format and at most five (5) megabytes (MB) in size. The Vendor is responsible for ensuring the file size complies with this limitation.

The following sections do not count toward the 10-page limit:

• Cover letter

• Table of contents

• Required forms provided in this IFB

• Copies of certifications or licenses

3.2.1.1. Submission of a Physical Bid

The Vendor may submit physical copies of the original signed bid package in a sealed envelope or package to:

Mississippi Department of Finance and Administration Office of Statewide Strategic Sourcing Attn: Shannon Smith 501 North West Street, Suite 1300 Jackson, MS 39201

The Vendor must clearly label the sealed envelope or package with the following information:

SEALED BID – DO NOT OPEN

Preapproved Vendor List RFx # 3160007168 Bid Opening: March 13, 2025

OSSS will indicate the time and date of receipt on the envelope or package. It is the sole responsibility of the Vendor to ensure that Shannon Smith receives the package and that the date and time of receipt are indicated on the package.

3.2.1.2. Submission of Bid via Electronic Mail

The Vendor shall submit an electronic copy of the original signed bid package in a single email to all three email addresses listed below:

Shannon.Smith@dfa.ms.gov Teselyn.Funches@dfa.ms.gov PVLs@dfa.ms.gov

Please submit to all three addresses to ensure the bid is deemed responsive.

mailto:Shannon.Smith@dfa.ms.gov

The subject line of the email must read:

SEALED BID Pest Control PVL Bid Opening 03.13.25

The time and date stamp on the email as received by Shannon Smith will be considered the time and date of receipt. It is the sole responsibility of the Vendor to ensure that Shannon Smith receives the email containing the bid package before the submission deadline.

3.2.2. Failure to submit a bid on the bid form provided will be considered a cause for rejection of the bid. Modifications or additions to any portion of the bid document may also cause the bid to be rejected. On a case-by-case basis, OSSS reserves the right to reject a bid with modifications or additions as non-responsive. As a precondition to bid acceptance, OSSS may request the Vendor to withdraw or modify non-responsive portions that do not affect the service’s quality, quantity, price, or delivery.

3.2.3. Any Vendor claiming its response contains information exempt from the Mississippi Public Records Act (Mississippi Code Annotated §§ 25-61-1, et. seq., and 79-23-1) shall provide an additional copy of the bid package which has the relevant information redacted and cites the specific statutory authority for contention that each redaction is exempt.

3.2.4. Bids submitted via…