Pest Control RFP.pdf

Village of Mamaroneck, New York Request for Proposal (RFP)

Pest Control Services for Municipal Buildings and Properties

Application Deadline:

July 14, 2025

1. Introduction The Village of Mamaroneck is seeking proposals from qualified and licensed pest control service providers to deliver routine and emergency pest control services for various municipal buildings and properties.

Services must be performed in accordance with applicable federal, state, and local laws and regulations.

2. Project Overview This contract will cover the provision of integrated pest management (IPM) services, including but not limited to the control of rodents, insects, and other pests. The selected Applicant will be responsible for regular inspections, treatments, documentation, and on-call services.

3. Scope of Work The selected Applicant shall:

- Conduct scheduled pest control inspections and treatments (monthly or as specified).

- Provide emergency pest control services as needed within 24 hours of request.

- Use environmentally responsible and approved pesticides in accordance with all regulations.

- Document services performed, products used, and any pest activity.

- Notify the Village in advance of any treatments to be applied indoors.

4. Locations to be Serviced

The following Village-owned buildings and properties are to be included:

Police Department – 169 Mount Pleasant Avenue, Mamaroneck, NY 10543

Department of Public Works (DPW) – 313 Fayette Avenue, Mamaroneck, NY 10543

Firehouses: Columbia- 605 North Barry Avenue Halstead Manor- 1400 Halstead Ave Volunteers – 643 Mamaroneck Ave Station 1- 146 Palmer Ave

Community Resource Center– 234 Stanley Ave Harbor Island Park & Restroom Facilities Pavilion building Parks Building Senior Center Marine Education Center Police Marine Unit 1816 School House

5. Proposal Requirements Interested vendors must submit proposals including:

- Company background and relevant experience

- Proof of licensure and insurance (liability and workers’ compensation)

- Description of pest control methods and materials

- Proposed pricing (monthly and per-service rates)

- Statement of compliance with New York State pesticide use regulations

6. Contract Term The initial contract term will be for one (1) year with an option to renew for up to two (2) additional one-year terms at the discretion of the Village.

7. Evaluation Criteria Proposals will be evaluated based on:

- Experience and qualifications (25%)

- Cost-effectiveness (25%)

- Quality and safety of proposed pest control methods (20%)

- Responsiveness to RFP (15%)

- References and past performance (15%)

8. Submission Instructions Proposals must be received by:

Village of Mamaroneck Attn: Village Manager’s Office/Courtney Wong 123 Mamaroneck Avenue Mamaroneck, NY 10543 Or via email: cwong@vomny.org

9. Questions and Clarifications All inquiries must be submitted in writing no later than July 11, 2025, to cwong@vomny.org and jahne@vomny.org

SECTION B

INSURANCE REQUIREMENTS

The Applicant, prior to signing of the contract, shall provide to the Village of Mamaroneck and maintain throughout the life of the contract, at his own cost and expense, proof of the following insurance by insurance companies licensed in the State of New York carrying a Best’s financial rating of A or better.

Workmen’s Compensation. The Applicant shall take out and maintain during the life of this contract the statutory Workmen’s Compensation, Disability, and Employer’s Liability insurance for all of his employees to be engaged in work on the project under this Contract, and, in case any such work is sublet, the Applicant shall require the Sub Applicant similarly to provide Workmen’s Compensation, Disability and Employer’s Liability Insurance for all of the latter’s employees to be engaged in such work. Certificate form C-105.2 or State Fund Insurance Company form U-26.3 is required for proof of compliance with the New York State Workers’ Compensation Law. State Workers’ Compensation Board form DB-120.1 is required for proof of compliance with the New York State Disability Benefits Law. Location of operation shall be “All locations in Westchester County, New York.”

NOTE: Other generally recognized forms/certificates may be substituted for the above at the sole discretion of the Village.

(Where an applicant claims to not be required to carry either a Worker’s Compensation Policy or Disability Benefits’ Policy, or both, a temporary permit may be issued if the employer completes form WC/DB-100 or, if applicable, form WC/DB-101. PLEASE NOTE THESE FORMS REPLACE

FORM C-105.21. THE APPROPRIATE REPLACEMENT FORM MUST BE

NOTARIZED PRIOR TO BEING SUBMITTED TO THE WORKER’S

COMPENSATION BOARD, INFORMATION UNIT FOR INVESTIGATION

AND REPORT).

If the employer is self-insured for Worker’s Compensation, he should present a certificate from the New York State Worker’s Compensation Board evidencing that fact.

Workers' Compensation Statutory Employer's Liability ............................................................. $100,000 Comprehensive General Liability - Combined Single Limit Bodily Injury - Property Damage Per Occurrence $5,000,000 Annual aggregate $5,000,000 Comprehensive Automobile Combined Single Limit Bodily Injury - Property Damage

Per Occurrence $5,000,000 Annual aggregate $5,000,000

Public liability property damage should include coverage for loss from collapse of buildings and damage to underground property.

Upon the failure of the Applicant to furnish, deliver and maintain such insurance as above provided, this contract may, at the election of the Village, be forthwith declared suspended, discontinued, or terminated.

Failure of the Applicant to take out and maintain any required insurance shall not relieve the Applicant from any liability under the contract, nor shall this insurance requirement be construed to conflict with obligations of the Applicant concerning incompletion. All required insurance must be in effect and continued during the life of the contract.

The Applicant's policy shall include:

1. General Liability, Auto Liability, limit of $1,000,000 per occurrence / $2,000,000 aggregate.

2. Addition of Umbrella Liability covering all of the above at $5,000,000 per occurrence aggregate.

3. The Village of Mamaroneck shall be named as an additional insured.

4. Insurance is primary & non-contributory to any insurance the Village may or may not have.

5. Waiver of Subrogation included in favor of the Village of Mamaroneck

6. Insurer must have AM Best Rating of A- IX and above.

7. Insurer must be an admitted company in the state of New York.

8. An endorsement as to the description of the work.

9. An endorsement that the Applicant will pay the insurance premium.

10. An endorsement that the insurance company will give at least ten days written notice to the Village of Mamaroneck prior to modification or cancellation of any such policy.

Proper certificates of insurance and/or binders will be accepted, provided they contain the above-listed requirements.

All required insurance must be in effect and continued so during the life of the contract, at the Applicant's expense, and is subject to the approval of the Village Attorney as to adequacy, form, and correctness.

NO PAYMENT WILL BE MADE TO THE APPLICANT UNTIL THE

SUBMISSION AND APPROVAL OF THE INSURANCE CERTIFICATES.

RISKS AND INDEMNIFICATIONS ASSUMED BY THE APPLICANT:

The Applicant shall be the insurer of the Village, its officers, agents and employees, against the following distinct and several risks, whether they arise from acts or omissions of the Applicant, of the Village, or of third persons, excepting only risks which result solely from affirmative, willful acts of the Village subsequent to the acceptance of the proposal:

1. The risk of loss or damage to the work prior to final payment. In the event of such loss or damage, the Applicant shall forthwith repair, replace, and make good the work without cost to the Village.

2. The risks of injuries or damages, direct or consequential, to the Village, its officers, agents, and employees, and to its or their property, arising out of or in connection with the performance of the work, whether sustained before or after final payment. The Applicant shall indemnify the Village, its officers, agents, and employees for all such injuries and damages and for all loss suffered by reason thereof.

3. The risk of claims and demands, just or unjust, by third persons against the Village, its officers, agents, and employees, arising or alleged to arise out of the performance of the work as well as for the use of patents, patented articles, equipment or process, or a combination of any and all of the aforesaid, whether made before or after final payment. The present undertaking of the Applicant shall be construed to extend to and to include claims and demands made or threatened to be made by third persons against the Village, or any of its employees or agents. The Applicant shall indemnify the Village, its officers, agents and employees, against and from all such claims and demands and for all loss and expense incurred by it and them in the defense, settlement, or satisfaction thereof. Neither the acceptance of the completed work nor payment therefore shall release the Applicant from his obligation under the Schedule, provided, however, that the risks and indemnifications assumed by the Applicant shall not insure directly or indirectly to the benefit of any insurer under policies of insurance issued in compliance with this contract.

SECTION C

ADDITIONAL INSURANCE REQUIREMENTS

The following Indemnification Agreement shall be and is hereby a provision of the contract and shall be endorsed on the reverse sides of all Certificates of Insurance.

"The Applicant agrees to protect, defend, indemnify and hold the Village of Mamaroneck, its officers, employees and agents free and harmless from and against any and all losses, penalties, damages, settlements, costs, charges, professional fees, or other expenses or liabilities of every kind and character arising out of or relating to causes of action of every kind and character in connection with or directly or indirectly out of this agreement and/or the performance thereof. Without limiting the generality of the foregoing, any and all such claims, etc., relating to personal injury, death, damage to property, defects in materials and workmanship, actual or alleged infringements of any patent, trademark or copyright (or application for any thereof) or of any other tangible or intangible personal property right, or any actual or alleged violation of any applicable statute, ordinance, administrative order, rule or regulation or decree of any court shall be included in the indemnity hereunder. The Applicant further agrees to investigate, handle, respond to, provide defense for, and defend any such claims, etc., at his sole expense and agrees to bear all other costs and expenses thereto, even if it (claim, etc.) is groundless, false, and fraudulent. In any case in which such indemnification would violate Section 5-322.1 of the New York General Obligations Law, or any other applicable legal prohibition, the foregoing provisions concerning indemnification shall not be construed to indemnify the owner for damage arising out of bodily injury to persons or damage to property caused by or resulting from the sole negligence of the owner or its employees.

Compliance with Laws All contracts will require compliance with all federal, state and municipal laws, ordinances, rules and/or regulations, including labor laws and laws against employment discrimination.

Prevailing Wage Prevailing wage must be assumed unless the developer can provide evidence from the New York State Department of Labor that prevailing wage does not apply to this project.

Governing Law, Venue All contracts entered into by the Village shall be governed by the Laws of the State of New York, without effect to its conflict of law’s provisions. Any disputes shall be resolved within the venue of the State of New York. The Village will be required to comply with SEQRA. Respondent Due Diligence. Information provided in the RFP is for general information purposes only. It is the Respondent's responsibility to conduct due diligence on the Site. Submission of a response shall be conclusive evidence that the respondent has examined the Premises and is familiar with all the conditions of this procurement.

SECTION E

ARTICLES OF AGREEMENT

Village of Mamaroneck Pest Control, Mamaroneck, NY 10543

THIS AGREEMENT made this _________ day of _________ (month), 2025, by and between:

* Strike out the two terms that do not apply to your company.

Either:

A. Corporation organized and existing under the laws of the state of

B. Partnership consisting of

C. Individual trading as

Hereinafter called “The Applicant” and the Village of Mamaroneck, NY, hereinafter called “The Village.”

WITNESSETH, that The Applicant and The Village for the consideration stated herein mutually agree as follows:

Article 1. Statement of Work The Applicant shall furnish all work all work and required supplemental work for the completion of this Contract in strict accordance with the hereinafter referenced Contract Documents including all Addenda thereto, numbered and entitled, Village of Mamaroneck Pest Control

Article 2. The Contract Price The Village will pay the Applicant for the performance of the Contract in current funds, for the total quantities of work performed at the stated unit prices stipulated in the Response for the respective items of work completed subject to additions and deductions as provided in the section on changes in the work in the General Conditions.

Article 3. Contract Documents The Contract Documents shall consist of the following (including their attachments and exhibits, not in any particular order)

Instructions to Respondents;

Cost Proposal Addenda (if any);

This Agreement Certificate(s) of Insurance and Hold Harmless Agreement;

General Conditions Signed copy of Quote, with all attachments required for contract award.

Article 4. Term:

The general term of this contract is not to exceed roughly two years.

This Agreement, together with the other Documents enumerated in this Article 3, which said other Documents are as fully a part of the Contract as if hereto attached or herein repeated, forms the Contract between the Applicant and the Village. In the event that any provision in any component part of this Contract conflicts with any provision of any other component the part first enumerated in this Article 3 shall govern, except as otherwise specifically stated.

IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed in two (2) original copies on the day and year first above written.

(Applicant’s Signature)

Print Name:

Title:

(Notarize on next page)

(Manager’s Signature) Kathleen Gill, Village Manager

(Notarize on next page)

STATE OF NEW YORK }

COUNTY OF WESTCHESTER }

VILLAGE OF MAMARONECK }

, 2025, before me personally came to me known, who, being by me duly sworn, did depose and say that he resides at

____________________________________________________, that he is

(Title) ___________________________________________________________ acting on behalf of the corporation described herein and executed the foregoing instrument: that he knows the seal of said Corporation; that the seal affixed to said instrument is such corporate seal; that it was affixed by order of the Board of Directors of the said corporation; and that he signed his name thereto by like order.

Notary Public:

Date: , 2025

STATE OF NEW YORK }

COUNTY OF WESTCHESTER }

VILLAGE OF MAMARONECK }

, 2025, before me personally came _________________ to me known, who, being by me duly sworn, did depose and say that he is the Manager of the Village of Mamaroneck, New York, the municipal corporation described herein, and which executed the foregoing instrument: that he knows the seal of said Village; that the seal affixed to said instrument is such corporate seal; that it was affixed by order of the Board of Trustees of the said Village (resolution attached); and that he signed his name thereto by like order.

Notary Public:

Date: , 2025