RFP-21445

PEST CONTROL SERVICES

Cleveland Metropolitan School District

1111 Superior Ave E

Cleveland, OH 44114

RELEASE DATE: May 15, 2026

DEADLINE FOR QUESTIONS: May 22, 2026

RESPONSE DEADLINE: June 5, 2026, 12:00 am

Cleveland Metropolitan School District

REQUEST FOR PROPOSAL

Pest Control Services

I. Introduction II. Proposal Submission & Format Requirements

III. Proposal Constraints IV. Evaluation Process V. Evaluation Criteria

VI. Award of Contract VII. Contract Term

VIII. Specifications IX. Submittals

Request For Proposal #RFP-21445 Title: Pest Control Services

1. Introduction

1.1. Summary

The Cleveland Metropolitan School District (hereafter the “District) under RFP-21445 is seeking service providers to provide Pest Control Services

The Cleveland Metropolitan School District (hereafter the “District”) is seeking service providers to provide pest control services on an “As Needed” basis as outlined in part I Section C of this

RFP.

1.2. Background

To facilitate submission and evaluation of bids, the following provides relevant background information, specifications, and instructions for service providers to submit their bid responses to this ITB. Service providers may submit a bid in response to the specifications below.

The District is a large urban school system with over 100 instructional and non-instructional sites, approximately 6,000 teachers and administrative staff, 36,000 District students, and 3,500 classrooms. The Facilities and Trades Departments are devoted to ensuring that our children are learning in clean and well-maintained school buildings.

1.3. Contact Information

Project Contact:

Aaron Creel

Executive Director of Facility Services

1349 east 79th street

Cleveland, OH 44103

Email: aaron.creel@clevelandmetroschools.org

Phone: (216) 562-9149

Procurement Contact:

Dion Turner

Purchasing Manager

1111 Superior Avenue E

Suite 1800

Cleveland, OH 44114

Email: dion.turner@clevelandmetroschools.org

Phone: (216) 838-0421

Department:

Facilities mailto:aaron.creel@clevelandmetroschools.org tel:(216)562-9149 mailto:dion.turner@clevelandmetroschools.org tel:(216)838-0421

1.4. Timeline

*The dates listed are subject to change at the discretion of the District. Service Providers will be notified of changes to the schedule, as appropriate.

RFP Posted May 15, 2026

All final questions from service providers to the District

May 22, 2026, 12:00am

Answers to service providers from the

District and all addenda issued (if necessary)

May 29, 2026, 12:00am

RFP Responses Due June 5, 2026, 12:00am

Service Provider(s) selection June 12, 2026

Contract Negotiation June 19, 2026

Contract Start July 1, 2026

2. Proposal Submission & Format Requirements

2.1. Proposal Submission Requirements

A. In order for the District to evaluate proposals fairly and completely, service providers should follow the format set forth herein and provide all of the information requested. The District discourages costly bids.

B. All proposals shall include all proposal format requirements found below. All information requested in the district-related forms must be submitted via Submittals, or the proposal may be considered non-responsive.

C. Proposals are due at the School District’s e-Procurement Portal on or before 12:00 am current local time on Friday, June 5, 2026. Proposals must be electronically submitted via School

District’s e-Procurement Portal. Proposals will not be accepted via mail or hand delivery. All materials and proposals submitted should be considered as is.

D. All written questions shall be directed to the School District’s e-Procurement Portal’s Question and Answer feature. Written questions will be accepted until 12:00 am on Friday, May 22, 2026. Under no circumstances should any firm interested in providing the services identified in the RFP, their designees, or anyone affiliated with their firm, contact any other District employee or official during the RFP process, in an attempt to lobby or influence the selection of a service provider pursuant to this RFP.

E. The District reserves the right to reject any and all proposals, to waive any and all informalities or irregularities, and to disregard all non-conforming responsive conditional proposals. Each

Proposer is liable for all proposal errors or omissions. A proposer shall not be permitted to alter or amend any proposal documents after the Proposal deadline time and date detailed in the RFP unless such is formally requested, in writing, by the District.

F. Proposals must remain open and valid for ninety (90) days from the opening date unless the time for awarding the contract is extended by mutual consent of the District and service provider. Service providers may withdraw their proposals any time before the proposal opening date by clicking on "Unsubmit Proposal" on their Proposal Submission on OpenGov Procurement before the time and date set for the proposal opening.

2.2. Proposal Format Requirements

A. The Pest Control Services specifications for RFP-21445 is described in Specifications Section.

Service Providers are required to provide the information below as well as complete the District

Related Forms in Submittals section. The narrative part of the proposals must present the following information, be organized with the following headings, and respond to the requested information and questions presented in the RFP scope of work. For evaluation purposes, each heading should be clearly marked in the proposal response.

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B. Proposal responses are to be divided into sections as follows:

1. Transmittal Cover Letter: Prepare a letter transmitting the proposal on business letterhead.

The letter should identify the business name, phone number, and business web address along with the name, phone number and email address of the key contact person. The letter must have the signature of a person with authority to obligate the business. The transmittal letter shall also contain a statement that the proposal is a firm offer for a ninety (90) day period.

2. General Information Section

a. Executive Summary: Information about the service provider’s history, structure, organizational metrics, and qualifications for fulfilling the District’s requirements

b. Business Health: information about the service provider’s financial structure and viability, particularly as it relates to fulfilling a multiple-year agreement.

c. Experience: information about the service provider’s current and previous contracts, particularly those with organizations similar to the District.

d. General Narratives about at least three clients using services similar to those being proposed for the District.

e. Management support services: information about staff, project, issue, performance, quality, and risk management methodology.

f. Security: information about the service provider’s policies, practices, and standards for maintaining the confidentiality and integrity of clients’ data, intellectual property, and trade secrets.

g. Risks: service provider’s evaluation of the greatest challenges and risks associated with the particular services and suggestions for mitigating risk.

h. Dispute resolution: information about the service provider’s standard dispute resolution methodologies.

3. Response to Scope of Work Section: The Response to Scope of Work Section of the proposal shall specifically address the manner in which the proposer will meet scope and requirements described in the Scope of Work & Requirements Section of Specifications. The proposal shall provide enough information so that the evaluators will be able to determine the proposer’s ability to meet the scope of work, requirements, and minimum qualifications. Simply paraphrasing the RFP statement of requirements will not be sufficient data for the evaluation and may be considered as a non-responsive proposal response.

4. Cost proposal

5. Completed District Related Forms set forth in Submittals of this RFP.

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3. Proposal Constraints

A. The service provider must comply with all laws, rules and regulations dictated by the Board of

Education of the Cleveland Metropolitan School District, City of Cleveland, the State of Ohio and the United States Federal Government.

B. Purchases funded by federal grant funds must adhere to regulations found in Uniform Guidance

“Super Circular”, 2 CFR 200 (UGG), as a condition of receiving funds and to meet annual audit compliance. In an effort to keep policy for all grants consistent, the District implemented the new federal guidelines regarding procurement utilized with federal grants immediately.

C. The District will only accept proposals that cover all of the major components requested in the

RFP.

D. Service provider shall not include Ohio Sales Tax in the price quoted. The District will provide tax exempt certificate to the successful Proposer.

E. Service provider’s personnel and subcontractors on the District site will be required to meet security requirements. Service provider agrees to successfully complete background checks on all of its employees, agents and subcontracts, if necessary, who provide services on site under this scope of work. Each person on site must wear an identification badge that clearly identifies and makes visible the person’s name and company.

F. The successful Service provider and their subcontractor(s), including organizations having personnel, equipment and vehicles on District property, shall provide evidence of insurance as follows:Commercial General LiabilityIncluding limited contractual liability$1,000,000.00 Limit of

Liability(Per occurrence)Automobile LiabilityIncluding non-owned and hired $1,000,000.00 Limit of Liability(Per occurrence)Worker’s CompensationWorker’s compensation and employer’s insurance to full extent required by applicable law

G. This requirement must be fulfilled by the successful service provider providing the District with a current Certificate of Insurance (standard ACORD form), showing the Board of Education of the

Cleveland Municipal School District as an additional insured (Certificate Holder does not constitute being an additional insured), within five(5) days of Notice of Intent to Award

Agreement. The certificates of insurance shall contain a provision that the policy or policies shall not be cancelled without thirty (30) days’ prior written notice to the District.

H. The required insurance must be provided by a company licensed by the State of Ohio, which company must be financially acceptable to the Administration of the Cleveland Municipal School

District

I. In submitting a proposal, service providers agree, unless specifically authorized in writing by an authorized representative of the District on a case-by-case basis, that it shall have no right to use, and shall not use, the name of Cleveland Metropolitan School District, its officials or employees, in any advertising, publicity, promotion, nor to express or imply any endorsement of service provider’s services.

J. The District has a Diversity Business Enterprise and Affirmative Action Program in effect.

Information about this program is set forth at https://bit.ly/3wvVApK.Forms related to this program are set forth in Submittals. Service providers submitting a proposal must complete the appropriate forms and submit same with their proposal.

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4. Evaluation Process

Evaluations are based on the submitted proposal. Follow-up discussions with the proposer’s best suited to complete the work may be requested. The District reserves the right to interview or to seek additional information related to criteria already specified in the RFP after opening the proposals and prior to entering into a contract, to reject any or all proposals, and to award a contract to one or multiple service providers as the District deems necessary. The District also reserves the right to check references identified by any proposer from any service provider that submitted a proposal. The evaluation process is designed to identify the service provider that is the “best value,” which is the best combination of attributes based upon the evaluation criteria, not necessarily to the service provider with the lowest cost.

4.1. Responsiveness

Proposals will be evaluated, first, as responsive or non-responsive to the RFP’s instructions. A preliminary review will be conducted of all proposals submitted on time to ensure the proposal adheres to the material submission requirements specified in the RFP. Proposals that do not meet the material submission requirements may be deemed non-responsive and rejected. In the event that all proposers do not meet one or more of the submission requirements, the District reserves the right to continue the qualitative evaluation of the proposals and select proposal(s) which most closely meets the scope of work specified in the RFP. Proposal responses must include, or meet, the following submission requirements:

A. Timely Submission

B. Transmittal Cover Letter

C. General Information Section

D. Response to Scope of Work

E. Cost proposal

F. District Related Forms

4.2. Qualitative Evaluation Criteria

The proposals will next be evaluated based on the information presented in the proposal and on additional information obtained during the evaluation process. Responses will be evaluated based on the weighted criteria set forth in Evaluation Criteria.

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5. Evaluation Criteria

The proposals will next be evaluated based on the information presented in the proposal and on additional information obtained during the evaluation process. Responses will be evaluated based on the following weighted criteria:

5.1. Phase 1 - Responsiveness Check

No. Evaluation Criteria Scoring Method Weight (Points)

1. Respondent Submittals

Completion of #1 in the Submittals section with all the required information.

N/A N/A

2. Name & Title of Authorized Signatory

The vendor provided the name and title of the authorized signatory.

Pass / Fail 10 (12.3% of Total)

3. Compliance Declaration and Non-Collusion

Statement Confirmed Pass / Fail 10

(12.3% of Total)

4. Completed Conflict of Interest Form Pass / Fail 10 (12.3% of Total)

5. Completed Proposal Qualification Form Pass / Fail 10 (12.3% of Total)

6. Certification Regarding Debarment, Suspension, and Other Responsibility Matters

Primary Covered Transactions Confirmed

Pass / Fail 10 (12.3% of Total)

7. References Provided Pass / Fail 10 (12.3% of Total)

8. Completed EOA Contractual Declaration Pass / Fail 11 (13.6% of Total)

5.2. Phase 2 - Proposal Evaluation

No. Evaluation Criteria Scoring Method Weight (Points)

1. Understanding District needs and ability to perform the requested services for general and specific populations

Points Based 35 (35% of Total)

2. Service Provider’s demonstrated experience and qualifications Points Based 30

(30% of Total)

3. Scope of Services offered Points Based 20 (20% of Total)

4. Cost Points Based 15 (15% of Total)

5.3. Phase 3

No. Evaluation Criteria Scoring Method Weight (Points)

1. Qualitative Evaluation

A. - proposals will be evaluated based on the information presented in the proposal and on additional information obtained during the evaluation process.

Responses will be evaluated based on the following weighted criteria:

1. Price of services (30%)

2. Quality of Work (20%)

3. Experience providing services on a time sensitive schedule (20%)

4. Responsiveness to

Requests (15%)

5. Adhering to Scope of

Work (15%)

B. Evaluations are based on the submitted proposal.

Follow-up discussions with the proposer’s best suited to complete the work may be requested.

C. The District reserves the right to interview or to seek additional information related to criteria already specified in the RFP after opening the proposals and prior to entering into a contract to reject any or all proposals; and to award a contract to one or multiple

N/A N/A suppliers as the District deems necessary.

D. The District also reserves the right to check references identified by any supplier that submitted a proposal.

E. The evaluation process is designed to identify the supplier that is the “best value,” which is the best combination of attributes based upon the evaluation criteria, not necessarily to the supplier with the lowest cost.

6. Award of Contract

A. The contents of the RFP, including all appendices and addenda thereto, and the commitments set forth in the proposals shall be considered contractual obligations. Failure to accept these obligations may result in cancellation of the award.

B. The contract award will not be final until the District and the selected Service Provider execute a mutually satisfactory contractual agreement.

C. The contract documents consist of the following:

1. District Contract

2. Response to Scope of Work

3. Cost Proposal

4. All Required District Related Forms in Submittals

5. All applicable addenda

D. The service provider shall perform all work described in the Contract Documents, including without limitation, all terms and conditions of the scope of work and specifications contained herein or otherwise stated in the Contract Documents reasonably inferable there from by the service provider as necessary to produce the results intended therein.

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7. Contract Term

The contract period for this RFP will be October 1, 2023 through September 30, 2026 with two (2) renewal options. The first renewal option is from October 1, 2026 through September 30, 2027. The second renewal option is October 1, 2027 through September 30, 2028. These renewal options will be under the same terms and conditions as the initial contract and the following cost(s).

8. Specifications

8.1. Section C: Specific Requirements

The Service Provider shall furnish all supervision, labor, materials, and equipment necessary to accomplish the monitoring, management, and pest removal components of the pest program.

The Service Provider will perform routine pest control services in a manner that does not adversely affect the students, teachers, or staff of the District. The Service Provider shall also provide written site-specific recommendations for structural and procedural modifications to aid in pest prevention. The service provided will include pest monitoring on a monthly basis at the minimum, proper identification and management of pests consistent with IPM principles, recommendations to prevent future pest infestations, and inspections upon request at various facilities or monthly if requested.

The Service Provider shall adequately suppress the following pests:

• Indoor populations of rodents, insects, arachnids, and other arthropod pests not specifically excluded from the contract.

• Outdoor populations of potentially indoor-infesting species that are within school property.

• Nests of stinging insects within the property boundaries of specified buildings.

• Individuals of all excluded pest populations that are incidental invaders inside specific buildings, including winged termite swarmers emerging indoors.

Management of pests not written here may be requested as an additional service, not included within the scope of this IPM Contract.

District Facilities

The contract for pest management includes all school district sites and facilities listed in Table 1 and immediate perimeters of buildings. The area of service may include athletic fields or outdoor turf areas. At certain school district sites, playground areas may be included within the

Agreement scope in the event of a pest outbreak that requires immediate attention. Any pesticide application occurring greater than six (6) feet beyond the building perimeter shall include posting as required by State law.

District Contact Person

The District contact for all pest management communications and decisions is the Facilities

Manager. The assigned liaison at each individual building will be the respective custodians.

Pest Management Plans

Monitoring: The Service Provider shall describe the products and procedures used for identification of pest presence, access and harborage locations (i.e., monitoring for cockroaches, bed bugs, ants, birds, raccoons, hornets’ nests, bees nests, and any type of small animal). Bed Bugs need to be monitored using monitoring equipment. Types of monitors and number required shall be discussed. Monitors shall be in good working condition at all times. Any changes in the monitoring program at a particular school district building site shall be communicated to the IPM Coordinator on the inspection form.

Materials and Equipment: The Service Provider shall provide current labels and Material

Safety Data Sheets (MSDS) for all pesticide products to be used. In addition, brand names shall be provided for all application equipment, rodent bait boxes, monitoring and trapping devices, and any other control equipment that may be used to provide service.

Service Schedule: The Service Provider shall provide service schedules that include the frequency of Service Provider visits. The Service Provider must be on call as needed. The schedule must minimize the disruption of building activities and be pre-approved by the

IPM building liaison. The Service Provider must check in with the custodian to register the date, purpose of visit, activities performed, and duration of visit. When it is necessary to perform work outside of the regularly scheduled service time, the Service Provider shall notify the IPM building liaison at least one (1) day in advance.

Commercial pesticide applicator certificates or licenses: The Service Provider shall provide copies of the company pest control license and dated pesticide applicator certificates for every employee who will be performing on-site services under this contract.

Records and Documentation

The vendor must follow designated guidelines. The Service Provider shall be responsible for maintaining a pest control logbook for each school district site and facility specified in this

Agreement. These records shall be kept onsite in the custodial office and maintained on each visit by the Service Provider . The logbook shall contain the following:

Pest Management Plan: A copy of the District Pest Management Plan and specific site work plan, including all labels, MSDS’s, pesticide applicator certificates for Service Provider personnel and the service schedule.

Forms: Documentation of findings and pest control activities to include the following:

Pest Sighting Forms: The building IPM liaison will maintain pest sighting forms. All occupants will report pest sightings to this individual for documentation which will include date, time, location and tentatively identified pest species. This information will be made available to the Service Provider during scheduled inspections. It is the Service

Provider s responsibility to verify pest species prior to recommending any treatment procedures.

Site Visit Log: The Service Provider will log the date, purpose of visit, action taken, follow-up required and duration of visit for each site visit. Special note of emergency or special services must be recorded.

Inspection Form: Inspection activities will be documented on standard inspection forms and maintained in the logbook.

Monitoring Log Sheet: All observations from pest monitoring activities will be recorded on the monitoring log sheet.

Intent to Apply Pesticide: Documentation will include type of material to be used, building, location, and time of treatment, at least 72 hours prior to pesticide application. In certain emergency situations, the IPM Coordinator may deem is necessary to shorten or waive the notification period. No pre-notification is required if the pesticide is formulated as a bait or in a containerized bait box, however all bait related activities shall be recorded on the form. Any treatment performed by the

Service Provider shall be justified by reported sightings as listed on the Inspection Form or Pest Sighting Forms. Pest species verification must be completed prior to recommending any treatment procedures.

Pesticide Use Log Sheet: Documentation will include pesticide and coverage information. Floor plan of the area serviced for each chemical control application may be included if necessary.

Monthly Service Reports

The Service Provider shall provide service reports upon request. The service reports shall include, but not be limited to, the following:

• Man-hours for routine services

• Location, man-hours, and work description of special, emergency, and additional services

• Identification and listing of type and quantity of pesticides and containerized baits used.

• Written statement of recommended structural and procedural modifications for District facilities.

Service Requirements

General: Upon completion of work, the Service Provider or their employee will notify the custodian and submit verification of services completed. In the event, additional services are required (call back): all such work will be done at no cost to CMSD.

Professional Services: The services/consultation of an Entomologist or Biologist must be provided to the school system at no additional cost if the need arises.

Training and Updates: The Service Provider may be asked to conduct semi-annual educational seminars for school system staff on IPM practices in order to promote understanding and assistance with the IPM program.

Safety and Health: The Service Provider shall observe all safety precautions throughout the performance of this Agreement. All work shall be in strict accordance with all applicable

Federal, state, and local health and safety requirements. Where there is a conflict between applicable regulations, the most stringent will apply. The Service Provider shall assume full responsibility and liability for compliance with all applicable regulations pertaining to the health and safety of personnel during the execution of work. The Service Provider will provide whatever additional personal protective equipment required for safe application of chemicals or other pest control devices.

Special Entrance: Certain areas within some buildings may require special entrance instructions. Any restrictions associated with these special areas will be explained by the

District IPM Coordinator. The Service Provider shall adhere to these restrictions and incorporate them into the Pest Management Plan.

Uniforms and Protective Clothing: All Service Provider personnel working in or around buildings specified in this Agreement shall wear distinctive uniform clothing. All Service Provider personnel must possess proper identification and proof of credentials while at school sites and facilities. The Service Provider shall determine the need for and provide any personal protective items required for the safe performance of work. Protective clothing, equipment, and devices shall, as a minimum, conform to U.S. Occupational Safety and Health

Administration (OSHA) standards for the products used, and should be provided by the Service

Provider .

Vehicles: Vehicles used by the Service Provider shall be identified in accordance with state and local regulations.

Laws and Regulations Compliance: In addition to compliance with all OSHA requirements, the

Service Provider will meet all EPA, other Federal, State and Local regulations related to, but not limited to, the application, licensure, usage, and instructions concerning pesticides and fumigant products used. The Service Provider will have on staff at the time of service Certified

Commercial Pesticide Applicators in the category of Industrial, Institutional, Structural, and

Health Related Pest Control.

Use of Chemical Control Methods

The Service Provider shall be responsible for application of pesticides according to the label. All pesticides used by the Service Provider must be registered with the United States

Environmental Protection Agency and the State of Iowa.

The Service Provider shall adhere to the following rules for chemical control products:

The Service Provider shall not apply any pesticide product that is not included in the Pest

Management Plan or pre-approved by the IPM Coordinator. Transport, handling, and use of all pesticides shall be in strict accordance with the manufacturer’s label instructions and all applicable Federal, State, and local laws and regulations. The use of a Category I pesticide in a school is considered unnecessary and is not part of an IPM program. Use of a Category II pesticide is considered only in those unusual circumstances where alternative treatments have failed. Chemical pest management strategies must be initiated with Category III pesticides.

Pesticide application shall be according to need and not by schedule. Such chemical control methods shall not be applied unless visual inspections or monitoring devices indicate the presence of pests in excess of the threshold levels in a specific area, and non-chemical control methods have proved unsatisfactory. Preventive chemical control treatments in areas where there is a potential for insects and rodents will be evaluated on a case-by-case basis with the

IPM Coordinator.

As a general rule, The Service Provider shall apply all insecticides as “crack and crevice” treatments only, defined in this Agreement as treatments in which the formulated insecticide is not visible to a bystander during or after the application process. Application of insecticides to exposed surfaces or as space sprays (fogging) shall be restricted to exceptional circumstances where no alternative measures are practical. The Service Provider shall obtain approval from the IPM Coordinator prior to any such application. The Service Provider shall take all necessary precautions to ensure tenant and employee safety, and all necessary steps to ensure the containment of the pesticide to the site of application. No pesticide is to be applied in any room or area while in use or occupied by faculty, staff, or students, with the exception of pre-approved containerized baits. The Service Provider will follow all requirements on product labels including re-entry time periods.

Insecticide bait formulations shall be the standard pesticide technology for cockroach and ant control, with alternate formulations restricted to unique situations where baits are not practical.

The Service Provider shall not store any pesticide product in the buildings specified in this

Agreement.

Non-pesticide controls include the use of a portable vacuum for initial pest suppression and the use of indoor trapping devices. Bait formulations shall be used where appropriate. Sticky traps will be used to monitor indoor insect populations and be used to evaluate the effectiveness of efforts wherever necessary. Traps must be concealed and may not readily accessible to students.

Rodent Control

Rodent control inside occupied facilities may be accomplished with trapping devices. All such devices shall be concealed and in protected areas so as not to be disturbed by school operations. When trapping devices are deployed they shall be checked as agreed upon. The

Service Provider is responsible for disposing of all trapped rodents or rodent carcasses in an appropriate manner. Other treatment techniques require the submittal to the Pest Control

Coordinator for review and approval.

Rodenticides may be used when deemed essential for adequate rodent control. The Service

Provider shall obtain approval from the IPM Coordinator prior to making any interior rodenticide treatment. All rodenticides, regardless of packaging, shall be placed either in locations not accessible to children, pets, wildlife, and domestic animals, or in EPA-approved tamper-resistant bait boxes. As a general rule, rodenticide application outside the building shall emphasize the direct treatment of rodent borrows wherever feasible.

Outdoor bait boxes shall be placed out of general view where they will not be disturbed by school operations. The lids of the boxes shall be securely locked or fastened shut. Bait shall always be secured in the feeding chamber of the box and never placed in the runway or entryways of the box. All bait boxes shall be labeled on the inside with the Service Provider ’s business name and address. The outside of the box shall be dated at the time of installation and after each service. Inspections of bait boxes shall occur at least monthly during the year.

Insect Control

Non-Pesticide Products and Use: The Service Provider will use non-pesticide methods of control whenever possible.

Portable vacuums rather than pesticide sprays will be used for initial cleanout of cockroach infestations, for swarming (winged) ants. In addition, use vacuums for the control of spiders in webs whenever appropriate.

Use trapping devices for indoor fly control whenever possible.

Sticky traps will be used to guide and evaluate indoor pest control efforts whenever necessary.

Pesticide products and use: When the Service Provider determines that a pesticide must be used to achieve adequate control, he or she will use the least hazardous material, the most precise application technique, and the minimum quantity of pesticide necessary to achieve the desired effect.

The Service Provider will be responsible for the application of the chemicals in the method proscribed on the label. All pesticides used by the Service Provider must be registered with the

EPA and the state jurisdiction.

The transport, handling, and use of all pesticides will be in strict compliance with the manufacturer label instructions and all applicable federal and state laws and regulations.

Structural Modifications and Recommendations

The Service Provider is responsible for advising the IPM Coordinator, in writing, about any structural, sanitary, or procedural modifications that will reduce pest access, food, water and harborage. The Service Provider shall not be responsible for carrying out structural modifications as part of the pest control efforts. The Service Provider shall be responsible for adequately suppressing all pests included in this Agreement until such time as the appropriate preventive measures are enacted. The District is committed to completing the necessary preventive measures in a reasonable and timely fashion.

Waste Disposal

The Service Provider is responsible for all waste generated by their work on school grounds. Non-hazardous solid waste products shall be removed from the worksite and placed in dumpsters located on school property. All non-hazardous liquid waste must be removed from school property by the Service Provider . All hazardous waste materials generated by the

Service Provider during servicing shall be removed from the school property and disposed of in accordance with all applicable Federal, State and County Laws and Regulations. For the purpose of this contract, any waste chemical suppressant will be considered the property of the Service

Provider . Under no circumstance is any hazardous material to be disposed of at any location in the school system. It shall be the responsibility of the Service Provider to ensure the hazardous waste materials are properly packaged, labeled and transported in accordance with all applicable Federal, State and County Laws and Regulations. Costs of disposal are to be borne by the Service Provider .

9. Submittals

The District reserves the right to reject any and all proposals, to waive any and all informalities or irregularities, and to disregard all non-conforming responsive conditional proposals. Each Proposer is liable for all proposal errors or omissions. A proposer shall not be permitted to alter or amend any proposal documents after the Proposal deadline time and date detailed in the RFP unless such is formally requested, in writing, by the District.

9.1. Respondent Submittals (without Cost)*

A. Transmittal Cover Letter: Prepare a letter transmitting the proposal on business letterhead. The letter should identify the business name, phone number, and business web address along with the name, phone number and email address of the key contact person. The letter must have the signature of a person with authority to obligate the business. The transmittal letter shall also contain a statement that the proposal is a firm offer for a ninety (90) day period.

B. General Information Section

1. Executive Summary: Information about the service provider’s history, structure, organizational metrics, and qualifications for fulfilling the District’s requirements

2. Business Health: information about the service provider’s financial structure and viability, particularly as it relates to fulfilling a multiple-year agreement.

3. Experience: information about the service provider’s current and previous contracts, particularly those with organizations similar to the District.

4. General Narratives about at least three clients using services similar to those being proposed for the District.

5. Management support services: information about staff, project, issue, performance, quality, and risk management methodology.

6. Security: information about the service provider’s policies, practices, and standards for maintaining the confidentiality and integrity of clients’ data, intellectual property, and trade secrets.

7. Risks: service provider’s evaluation of the greatest challenges and risks associated with the particular services and suggestions for mitigating risk.

8. Dispute resolution: information about the service provider’s standard dispute resolution methodologies.

C. Response to Scope of Work Section: The Response to Scope of Work Section of the proposal shall specifically address the manner in which the proposer will meet scope and requirements described in the Scope of Work & Requirements Section of Specifications. The proposal shall provide enough information so that the evaluators will be able to determine the proposer’s ability to meet the scope of work, requirements, and minimum qualifications. Simply paraphrasing the RFP statement of requirements will not be sufficient data for the evaluation and may be considered as a non-responsive proposal response.

*Response required

9.2. Cost Proposal*

*Response required

9.3. Name & Title of the Authorized Signatory*

*Response required

9.4. Compliance Declaration*

It is the policy of the authorized signatory's firm that equal employment opportunity be afforded to all qualified persons without regard to race, religion, color, sex, national origin, age, or handicap.

In support of this policy, the authorized signatory's firm will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, or handicap.

The authorized signatory's firm will take affirmative action to insure that applicants are employed and that employees are treated during employment without regard to race, color, sex, national origin, age, or handicap. Such action will include, but not be limited to:

Recruitment, advertising, or solicitation for employment, hiring, placement, upgrading, transfer or demotion, selection for training including apprenticeship rates of pay or other forms of compensation, layoffs or termination.

The authorized signatory's company states that they are of current applicable requirement pertaining to

Fair Labor Standards and Non-Discriminatory Practices of Federal, State, and Local Governments.

The authorized signatory further acknowledges that if the contract is awarded to the undersigned, the undersigned will comply with all Fair Labor Standard Practice.

☐ Please confirm

*Response required

9.5. Non-Collusion Statement*

By confirming, the authorized signatory affirms that they are making the foregoing proposal, that such proposal is genuine and not collusive or sham; that said proposer has not colluded, conspired, connived, or agreed, directly or indirectly, with any proposer or person, to put in a sham proposal, or that such other person shall refrain from proposing, and has not in any manner, directly or indirectly sought by agreement or collusion, or communication or conference, with any person, to fix the proposal price of affiant or any other proposer, to fix any overhead, profit or cost element of said proposal price, or of that of any proposer, or to secure any advantage against the Board of Education of the Cleveland

Metropolitan School District, or any person or persons interested in the proposal; and that all statements contained in said proposal are true; and further that such proposer has not, directly or indirectly, submitted this proposal, or the contents thereof, or divulged information or data relative thereto to any Association or to any member or agent thereof.

☐ Please confirm

*Response required

9.6. Conflict of Interest Form

Cleveland Metropolitan School District (CMSD) adheres to Ohio Ethics Law and strictly follows the opinion of the Ohio Ethics Commission. As such, each vendor is requested to submit this statement declaring any potential conflicts of interest in doing business with the District. Please answer the following two questions providing all requested information.

9.6.1. Are any current Cleveland Metropolitan School District (CMSD) employees, Cleveland Board of Education members, or any of their immediate family members, also members of the vendor’s board of directors, hold any officer position with the vendor, or own any shares of any stock issued by the vendor?*

☐ Yes

☐ No

*Response required

9.6.2. If Yes, and if the CMSD employee, CMSD board member, or immediately family member is a member of the vendor’s board of directors or holds an office with the vendor, please state the person’s name and position with the vendor.

9.6.3. If Yes, and if the CMSD employee, CMSD board member, or immediate family member owns share of any stock in the vendor organization or company, state the percentage of all outstanding company shares owned by the CMSD employee or board member.

9.6.4. Are any current CMSD employees, CMSD board members, or any immediate family members also employees of the vendor? *

☐ Yes

☐ No

*Response required

9.6.5. If Yes, please state the person’s name and provide a description of their job duties for the provider:

9.6.6. If Yes, please describe the contact that the vendor will have with the CMSD employee or CMSD board member in the course of providing services to the District:

9.6.7. CERTIFICATION*

By confirming, the authorized signatory certifies that the foregoing statements are true and accurate and that my signature below attests to the authenticity of my identity as the person actually signing this form. This document is not a contract. In order for a binding Agreement to exist, a signed Agreement will be required prior to any legally binding commitment by the District.

☐ Please confirm

9.7. Proposer Qualifications Form

9.7.1. Taxpayer Identification Number*

*Response required

9.7.2. How many years has your organization been in business?* *Response required

9.7.3. How many years has your organization been in business under its current name?*

*Response required

9.7.4. List any other aliases your organization has utilized in the last two years and the form of Business*

Respond N/A if not applicable.

*Response required

9.7.5. State the principal place of doing business.*

*Response required

9.7.6. If you are currently a corporation, state the date of incorporation.* *Response required

9.7.7. If you are currently a corporation, list the following:*

• President’s name

• Secretary’s name

• Treasurer’s name

• Statutory agent’s name

• Name of shareholders, if less than 10

*Response required

9.7.8. If you are currently in a partnership, state the name and address of all general and limited partners.*

*Response required

9.7.9. If you are currently in a partnership, list the original name and date of organization’s inception.*

*Response required

9.7.10. If you are neither a corporation nor a partnership, please describe your organization and list principals.*

9.7.11. Are you legally qualified to do business in the State of Ohio?* ☐ Yes

☐ No

*Response required

9.7.12. Are you legally qualified to do business in Cuyahoga County and licensed by the City of Cleveland?*

☐ Yes

☐ No

*Response required

9.7.13. Has your organization ever been (i) declared by a customer to be in default under a contractor and/or (ii) sued by a customer for failure to completely a contract or properly perform services in a timely manner? If yes, please state where, when, and why.*

*Response required

9.7.14. Has your organization ever been cited by a local, county, state, or federal authority for violation of a regulation or statute or failing to timely complete a contract in accordance with specifications? If yes, please state date, agency, and final disposition. *

*Response required

9.7.15. Has your organization ever filed for bankruptcy? If yes, please state where, when and why?*

*Response required

9.7.16. Upload a list of the major customers for whom your organization has provided this type of equipment or service in the past five years. Include owner’s name and type of work performed. *

*Response required

9.7.17. Has your organization ever been sued by a supplier for failure to timely pay for materials or equipment provided? If yes, please provide details. *

*Response required

9.7.18. What is the dollar limit of your firm’s General (CLS) Liability Insurance?* Please list the following information as well:

• Name of insuring company

• Policy Number

9.7.19. What is the dollar limit of your firm’s Automotive Liability Insurance?* Please list the following information as well:

• Owned vehicles

• Non-Owned vehicles

• Name of insuring company

• Policy number

*Response required

9.7.20. List the name and address of every person having an interest in this solicitation.*

*Response required

9.7.21. Has any federal, state or local government entity ever cited or taken any action against your organization or any of its principals for failure to pay or remit any taxes including but not limited to income, withholding, sales, franchise, or personal property taxes? If yes, please give name of agency, date and amount of taxes overdue and resolution of the issue. *

*Response required

9.7.22. Is your organization and its’ principals current in payment of personal property taxes?*

☐ Yes

☐ No

*Response required

9.7.23. By confirming, the prospective lower tier participant certifies, by submission of this solicitation, that neither it nor its principals is presently debarred, suspended, proposed, for debarment or suspension, declared ineligible, or voluntarily excluded from participation in this transaction by any State and/or Federal Department or Agency.

☐ Please confirm

9.7.24. If the prospective lower tier participant is unable to certify to any of the statements in this certification, such prospective participants shall upload an explanation to this solicition.

9.8. Instructions for Certification Regarding Debarment, Suspension, and Other Responsibility Matters Primary Covered Transactions

This certification is required by the regulations implementing Executive Order 12549, Debarment and

Suspension, 13 CFR

Part 145. The regulations were published as Part VII of the May 26, 1988 Federal Register (pages 19160-

19211). Copies of the regulations are available from local offices of the U.S. Small Business Administration.

INSTRUCTIONS FOR CERTIFICATION

1. By affirming and submitting this proposal, the prospective primary participant is providing the certification set out below.

2. The inability of a person to provide the certification required below will not necessarily result in denial of participation in this covered transaction. The prospective participant shall submit an explanation of why it cannot provide the certification set out below. The certification or explanation will be considered in connection with the department or agency's determination whether to enter into this transaction.

However, failure of the prospective primary participant to furnish a certification or an explanation shall disqualify such person from participation in this transaction.

3. The certification in this clause is a material representation of fact upon which reliance was placed when the department or agency determined to enter into this transaction. If is is later determined that the prospective primary participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the department or agency may terminate this transaction for cause or default.

4. The prospective primary participant shall provide immediate written notice to the department or agency to which this proposal is submitted if at any time the prospective primary participant learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances.

5. The terms "covered transaction," "debarred," "suspended," "ineligible," "lower tier covered transaction," "participant," "person," "primary covered transaction," "principal," "proposal," and

"voluntarily excluded," as used in this clause, have the meanings set out in the Definitions and Coverage sections of the rules implementing Executive Order 12549. You may contact the department or agency to which this proposal is submitted for assistance in obtaining a copy of those regulations (13 CFR Part

145).

6. The prospective primary participant agrees by submitting this proposal that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier…