RFP 002_2025 Pest Control.pdf

REQUEST FOR PROPOSAL (RFP)

PEST CONTROL

For Pest Control Services

RFP NO. 002-2025

Cirrus Academy Charter School Address: 1870 Pio Nono Avenue

Macon, Georgia Zip: 31204

REQUEST FOR PROPOSAL TIMELINE

Proposal Issue Date Friday, April 11, 2025

Mandatory Pre-Proposal Meeting Thursday, April 24, 2025, 1:30 pm 1870 Pio Nono Avenue, Macon, GA

31204 Final Date for Written Questions Thursday, May 1, 2025

Proposal Due Date and Time Thursday, May 15, 2025, 4:00 pm

Proposal Due Location 1870 Pio Nono Avenue Macon, GA 31204

Proposal Opening Date and Time Tuesday, May 20, 2025 @ 11:00 am EST

Proposal Opening Location 1870 Pio Nono Avenue Macon, GA 31204

Award Date (per award letter) Friday, May 23, 2025

Start Date and End Date July 1, 2025 – June 30, 2026

Name of Awardee (completed after contract is awarded)

RFP 002-2025

Pest Control Services

To: All Proposers Cirrus Academy Charter School (CACS) would like you to supply us with a Proposal for Pest Control Services. Pricing shall remain firm for one year after award. Cirrus Academy Charter School System is tax exempt.

The RFP Closing is: # 002-2025 May 15, 2025, 4:00 PM

(RFP #) (DATE) (TIME)

Mandatory Pre-Proposal: There will be a mandatory Pre-Proposal meeting at 1:30 P.M. on April 24, 2025, at 1870 Pio Nono Avenue, Macon GA 31204. Please note CACS will allow a fifteen-minute grace period for attendance at this meeting. Any attendee that is not present at the meeting by 1:45 PM. will forfeit their opportunity to participate in this proposal. Please keep in mind traffic, onsite parking and vendor sign in when planning your attendance at this meeting.

Responses to this Request for Proposal must be in a sealed envelope and must be marked with your company name and RFP number. Please allow ample time for delivery.

Proposals received late will not be considered. For mailing purposes, please address to:

CIRRUS ACADEMY CHARTER SCHOOL

Wendy Brinson Grimes, Director of Operations

RFP # 002-2025

1870 PIO NONO AVENUE

MACON, GA 31204

RFP will close on the date and time specified above; only a listing of participating vendors will be available at that time.

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GENERAL TERMS AND CONDITIONS

1.0 PREPARATION OF PROPOSALS

1.1 Proposals must be on Forms furnished with this Request for Proposal. They must be submitted in a sealed envelope marked with your company name and “RFP: 002-2025”, Pest Control” clearly marked on the outside of the envelope.

1.2 Vendors are instructed to carefully read all terms, conditions and specifications as set forth in the

Request for Proposal. Proposal forms must be completed in their entirety. Responses must be either typed or written in ink. Any correction made on the proposal form (white out or strike through) must be initialed by an authorized representative of the company submitting the RFP or the proposal may be rejected by CACS. Each vendor is required to furnish all information requested in the Request for Proposal.

1.3 Each vendor is responsible for having knowledge and understanding of any applicable State of

Georgia Code and CACS regulations or policies pertaining to CACS procurement.

1.4 CACS Regulations are hereby acknowledged understood, and agreed to by the both parties and are hereby fully incorporated into the RFP and Proposal Contract.

1.5 Conditional RFP’s- Proposals that in any way qualify or vary the terms and conditions and specifications of this RFP may be considered non-responsive and disqualified from consideration of award.

2.0 COMMUNICATIONS WITH CACS STAFF

2.1 All communications concerning this RFP must be submitted in writing to the Director of Operations. Email to wendy.brinson@cirrusacademy.org is the preferred method of communication. Only written questions submitted via email will be accepted. No response other than written, distributed by the Director of Operations will be binding upon CACS. User departments may be called upon for clarification in their area of expertise at the discretion of the Director of Operations. Questions must be received by 5:00 P.M. May 1, 2025. All Q&A will be posted on website for all vendors to see.

2.2 From the issue date of this Proposal until the completion of the selection process and the award notification is announced, vendors are not allowed to communicate with school system employees and/or contracted agents related to this RFP for any reason except as authorized by Director of Operations. Violation of this provision may result in rejection of the vendor’s response.

2.3 It is the vendor’s responsibility to check CACS Current Solicitations website for any addendums, responses to vendor questions, or other communications, which may be necessary during the solicitation period.

3.0 SUBMISSION OF PROPOSALS

3.1 The Original and Four Copies of the RFP must be received at Cirrus Academy Charter School, Attention: Wendy Brinson Grimes, 1870 Pio Nono Avenue, Macon, GA 31204 no later than the date and time (determined by the date/time stamp of CACS) set forth in the Request for Proposal.

3.2 Responses are due by mail or hand delivery no later than the date and time (determined by the date/time stamp of CACS) set forth in this Request for Proposal.

3.3 Any proposal received after the designated time will be deemed late and will not be considered by CACS. Telephone or fax quotations in lieu of RFP Form will not be accepted.

CACS cannot be responsible for lateness of receipt due to delivery delays.

mailto:wendy.brinson@cirrusacademy.org

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3.4 Verify your quotation before submission as it cannot be withdrawn, corrected, or altered after submission. A responsible officer or employee must sign and all obligations assumed by such signature must be fulfilled.

4.0 SPECIFICATIONS

4.1 Any deviation from the specifications must be clearly identified in a letter accompanying the RFP. The furnishing of cuts, catalogs or printed descriptions will not relieve the vendor of this requirement. CACS shall determine in its sole discretion whether substitutions or modifications of the requested specifications are comparable to those contained within the Request for Proposal. If CACS determines that the modifications or deviations from the specifications are not in compliance, the offer may be rejected.

4.2 A vendor’s failure to deliver any items/services according to specifications set forth in their RFP may result in cancellation of the purchase and permanent removal from the vendor’s list. If any items do not meet these specifications, the items will be picked up at vendor’s expense and removed from CACS property at the sole cost of the vendor.

4.3 For Goods: Unless specified otherwise, manufacturers listed, in the Invitation to Bid is to establish the general quality required. Items of other manufacturers of equal or better specifications may be considered. CACS will be the sole determiner as to whether the substituted item is approved as an alternative

4.4 If an awarded brand/model is discontinued during the award period, the awarded vendor may offer a replacement item. The replacement brand/model must meet or exceed minimum specifications listed in RFP document as well as current industry standards. Replacement units must be made available to CACS for review and approved prior to the end of life of the awarded model. CACS reserves the right to accept or reject the replacement item.

4.5 All products and materials furnished must comply with all applicable federal, state, and local laws, codes and regulations.

5.0 PRICES QUOTED

5.1 Unless specified otherwise, prices must remain firm for a period of one year from the award date unless specified otherwise in the Special Terms and Conditions. Cirrus Academy Charter School System reserves the option to renew the RFP annually if agreeable to both the successful vendor and Cirrus Academy Charter School System. RFP may be renewed up to four times annually.

5.2 Quantities/amounts shown on the Request for Proposal are estimates. Vendors are advised that the actual number purchased/required may vary from those on the proposal, depending upon the needs of Cirrus Academy Charter School and the availability of funds.

5.3 Proposals that contain minimum order amounts will not be accepted unless called for in the

Special Terms and Conditions.

5.4 Pricing must be submitted on Proposal Form as requested without conditions unless called for in Special Terms & Conditions.

5.5 For Goods: RFP’s must include all delivery and/or installation charges. Delivery and/or installation requirements will be as specified in the Special Terms and Conditions.

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6.0 SAMPLES

6.1 When required, samples must be furnished at the vendor’s expense.

6.2 Samples not used or destroyed in testing will be returned to the vendor at vendor’s request and at vendor’s expense. If vendor does not arrange for pick-up of samples as defined in Special Terms & Conditions, samples will become the property of CACS.

7.0 AWARDS

7.1 CACS reserves the right to accept or reject any part of a submitted proposal (in whole or in part), to accept the entire proposal from one vendor, to accept portions of the proposal from several vendors, or to reject any and/or all proposals submitted or waive any minor irregularity.

7.2 CACS reserves the right to award by line item, to more than one vendor, and/or to award by group or any combination thereof.

7.3 Award will be made to the responsive and responsible vendor based on price, availability, past vendor experience, references, and compliance with the proposal specifications and requirements as outlined in the evaluation criteria included in this solicitation. Award of proposal will be made in the best interest of CACS.

7.4 A determination of competitive range may be made after initial submission of proposal and after any additional revisions. Offerors not in the competitive range of being selected for award shall be eliminated from further discussion.

7.5 During the evaluation phase, discussions may be conducted with offerors who submit proposals determined to be reasonably likely to be selected for award. These discussions are for the purpose of negotiations, clarification, and to assure full understanding of and responsiveness to the solicitation requirements. Offerors will be accorded fair and equal treatment with respect to an opportunity for discussion and revision of proposals. CACS may permit revisions, after submission and prior to award, for the purpose of obtaining best and final offers. In all events, CACS reserves the right to re-solicit the item(s) involved.

7.6 Purchases by Cirrus Academy Charter School are not subject to Federal Excise Tax or State and Local Sales Tax. No taxes should be included in this RFP.

8.0 CONTRACT

8.1 THE CONTRACT AGREEMENT MUST BE COMPLETED BY THE VENDOR AND

RETURNED WITH THIS PROPOSAL IN ITS ENTIRETY.

8.2 It is understood and expressly agreed that, upon proper acceptance of any or all items by Director of Operations, a contract shall hereby be created.

8.3 Failure to observe any of the general or special terms of this contract may constitute for rejection of award and removal from bidders list.

8.4 Unless otherwise stated in the Special Terms and Condition, CACS requires that all prices quoted will be firm for 12 months from award of contract.

8.5 By signing of contract, vendor confirms responsibility as an authorized agent to sell, distribute all products and services as proposed. In addition, vendor confirms ability and responsibility to provide all manufacturer warranties for the items proposed. This includes additional warranty items that may be included in the Special T&C.

8.6 Authority- Each party warrants that such party has full power and authority to enter into and perform this contract. The person signing on behalf of each party represents that person as duly authorized to enter into this contract on behalf of such party

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8.7 Choice of Law and Venue-The Laws of the State of Georgia shall govern this contract in all respects. Any lawsuit or other action based on claims arising from this contract shall be brought in a court or other forum of competent jurisdiction in Bibb County, Georgia.

8.8 Entirety of Contract- All documents submitted in response to the RFP, including any attachments and appendices are incorporated into the contract between CACS and the Vendor and contain the entire agreement between the parties and supersedes all prior oral and written agreements and understandings between the parties with respect to the subject matter hereof. If any language of the RFP Response by the Vendor conflicts with the language of the RFP, the language of the RFP shall govern and control for all purposes, unless consented and agreed to by CACS in writing.

8.9 CACS reserves the right to review and accept or deny requests for price changes due to extenuating circumstances in the economy, market place or acts of God. This option will only be exercised if it is deemed in the best interest of CACS.

9.0 SHIPPING

9.1 All prices are to include delivery to the location(s) specified in the Proposal or the Purchase Order. All delivery for goods must be FOB destination, unless specified otherwise in the Special Terms and Conditions, with delivery to the location specified by CACS.

9.2 In the event of damage, shortage, or other loss resulting from shipment to any CACS facility by common carrier, any claim for such damage, shortage, or other loss shall be a matter between vendor and the carrier.

9.3 CACS reserves the right to cancel the purchase of the bid items/services and/or any other pending purchase orders to the same vendor and/or permanently remove the vendor from the vendor list if the items/services have not been delivered/completed by the specified delivery date and no written extension of such delivery date has been granted by CACS.

10.0 INVOICING

10.1 Payment will be made by CACS after final delivery and acceptance of all items/services.

However, final acceptance will not be made until after inspection and approval by CACS authorized representative.

10.2 All accounts are paid on a current basis. Best effort will be made by CACS to take any discounts offered; however, cash discounts will not factor into price consideration for award of contract. Time will be computed from delivery (date of CACS signature) at destination or from the date a correct invoice is received, if later than the date of delivery.

10.3 Invoicing Procedure- Invoices must be original. Copies or facsimiles are not acceptable.

Invoices must not be altered in any way from the original by handwriting or by machine.

Invoices will be paid within 30 days of receipt of invoice and within 30 days of notification receipt of goods or services by receipt. Computer-produced invoices are preferred. Invoices must contain the company name, the remit to address, and CACS purchase order number.

11.0 ASSIGNMENT, DELEGATION, OR SUBCONTRACT

11.1 Except as may be specifically permitted by the RFP, Vendor shall not delegate, subcontract, assign, or otherwise permit anyone other than the Vendor personnel to perform any of the work required under this Contract, or assign any of its rights or obligations hereunder, without written consent of CACS, which consent may be withheld at its sole discretion.

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12.0 INDEMNIFICATION

12.1 The successful Vendor shall be liable for any injury, damage or loss occasioned by negligence of the successful Vendor, its agents, or any other person the successful Vendor has designated to visit CACS property and shall indemnify and hold harmless the Board, its officers, employees, agents, volunteers from any liability arising in the performance of this contract. Vendor’s obligation under this section shall not extend to any liability caused by the sole negligence of CACS, or its employees.

13.0 TERMINATION

13.1 Termination-If CACS or the successful vendor(s) wish to cancel this contract, written notice thirty (30) days in advance will be required of either party. In addition, either party may terminate the contract in the event the other party breaches any of its duties and obligations under this contract and fails to cure such breach within thirty (30) days after receiving notice specifying the breach. CACS reserves the right to terminate without warning in the event of critical and/or material breach of contract.

14.0 ADDENDUM

14.1 Addendum(s) issued in writing during the time of solicitation will be incorporated in the subsequent contract. Vendor is responsible for checking the webpage frequently during solicitation period for any potential addendums.

15.0 SPECIAL TERMS AND CONDITIONS

Should the General Terms and Conditions be in conflict with the attached Special Terms and Conditions, the Special Terms and Conditions will control.

SPECIAL TERMS AND CONDITIONS

1.0 PURPOSE AND OBJECTIVE

Cirrus Academy Charter School System (CACS) is accepting proposals for Pest Control Services per the specifications of this document, all applicable federal, state, and local laws, and in accordance with industry “best practices” for approximately 2 buildings, including Cafeteria. CACS is seeking a qualified and experienced company to perform these pest control services by providing all labor, materials, equipment and services as assigned by this contract.

2.0 BASIC RFP AND CONTRACT GUIDELINES AND REQUIREMENTS

2.1 Evaluation- Award will be made based upon the evaluation criteria published in this RFP. It is also known that CACS may use knowledge of prior experience and/or information from any corresponding meeting with specific vendors pre-proposal or during the evaluation as it relates to the published evaluation criteria.

2.2 Award Period- Awarded contract will be valid for one year from the date of award with options to renew annually up to four additional years. Renewals will be based on mutual interest from both parties and cannot materially alter the original operating agreement. The contract term will begin on or about July 1, 2025.

2.3 Price Modification-Prices must remain firm for entire contract period (12 months). Vendor can request a price modification at the beginning of each new contract period, but it must be accompanied by documentation supporting the increase (CPI). CACS reserves the right to accept, negotiate, or deny and re-solicit any request for price escalation. CACS will not accept under any circumstances the addition of surcharges such as fuel or any other related costs or fees that would alter the contract price.

2.4 Clarification- CACS may seek written clarification at any point during the evaluation process.

Vendor is responsible to provide information to the best of their ability within the format and time parameters provided by evaluation committee.

2.5 Presentation/Meetings/Demonstrations- CACS, at its sole discretion may invite finalists for a verbal presentation, meeting, and/or conference call. CACS reserves the right to use any information obtained from vendor presentations in any part of the evaluation process.

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2.6 Best and Final Offer (BAFO) - CACS may request a best and final offer from finalist if applicable.

2.7 Contractor Identification System- CACS requires the employees assigned to any CACS contract to register through our Safety-Check Contractor Identification System. Any representative of your organization, before beginning work on CACS property must be registered. The registration process requires the submission of an approved photo identification (Govt. issued), which will be run through the Sexual Offender Database. Any contractor refusing to comply with this requirement, or failing to pass the check, will not be allowed on CACS property. Contractors will be issued a badge, which they are required to wear all times on CACS property. Anyone found without a badge will be asked to leave the property immediately.

Replacement badges will be $10.00 (std badge) and $50.00 (access badge) if lost or stolen. CACS not responsible for lost badges or for delays in work due to contractors being removed from property due to no ID.

2.8 O.C.G.A 13-10-91- Contractor must comply with all relevant codes pertaining to O.C.G.A 13- 10-91 including the submission of Contractor Affidavit as included in this solicitation.

2.9 Locations- A list of all potential CACS service locations can be provided at request.

2.10 Terms and Conditions- CACS expect the terms and conditions of this RFP, and all CACS related documents, to be the prevailing contract terms. If you request separate contract documentation to be incorporated into this contract, please provide with your initial submission.

However, please know that any document that materially alters the terms and conditions of this agreement or placed undue burden on CACS may be deemed non-responsive and removed from consideration. Agreement to CACS terms and conditions may be a primary factor in award selection; thus, any contract language that you request MUST be provided with initial response, as it will not be possible to supplement contract language at a later date.

3.0 MANDATORY REQUIREMENTS

The following table specifies a list of mandatory requirements for the acceptance of your proposal.

These constitute the key application characteristics that form the minimum set of standards your solution must provide in order to be considered for award. If any solution does not meet any one of these requirements, it will be deemed non-responsive and no longer evaluated for award. Please INITIAL in appropriate box.

REQUIREMENT

VENDOR

CAN

COMPLY

VENDOR

CANNOT

COMPLY

1) Contractor must have a minimum 3 years’ experienceK-12 and/or higher education servicing a minimum of 20 locations monthly (please provide references on reference forms provided)

2) Contractor must be licensed to perform all elements of this contract in the State of Georgia

3) Contractor must not currently be suspended or debarred from any governmental contract or have been so within the past five years

4) Contractor must agree to hold all pricing firm for 12 months as specified in this document.

5) Company personnel working on-site must be uniformed, bonded, and perform all services as according to all applicable laws, ordinances, rules and regulations.

Contractor will use no subcontractors.

4.0 GENERAL CONTRACT REQUIREMENTS

4.1 Hours of Work

A. Routine Work- Work is to be done during non-school hours so as not to disrupt the educational process. If access to the building is required, arrangements must be made 48 hours in advance with the Facilities Office.

B. Emergency Work- Work will be requested to be done the same day when approved by CACS. The contractor shall provide all resources necessary to perform the work.

An emergency work order will be generated to track the request and vendor performance.

4.2 Completion Time- All work is to be completed as specified in this contract.

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4.3 Cleanup- The areas of work shall be left in a clean condition. All debris shall be removed on a daily basis.

4.4 Existing Conditions- The contractor, in undertaking the specified work, is assumed to have visited the premises and to have taken into consideration all conditions which might affect work. No consideration shall be given any claim based on lack of knowledge of existing conditions.

4.5 Damage by Contractor- Damage done to any part of CACS property shall be replaced to the satisfaction of CACS, at no cost to CACS.

4.6 Permits and Licenses- the Contractor shall be responsible for obtaining all permits and licenses and shall pay all governmental fees in connection with this work.

4.7 Workmanship- All work shall be done in a professional manner and must comply with all Federal, State, and Local pest control codes. All work requiring licensed applicators by code or regulation shall be done only by employees having met such criteria. In addition, all work shall comply with CACS specifications herein.

4.8 Inspection of Work- Under this contract, the contractor has assumed the responsibility of furnishing all services, labor, and materials for the work as specified. Any inspection of the work by CACS personnel shall in no way affect the responsibility of contractor; nor shall the failure of any of the foregoing to discover or to bring to the attention of the contractor the existence of any work not in accordance with said specifications in any way affect such obligation of the contractor.

4.9 Sub-contractor- NO sub-contract work will be allowed for any portion of this contract.

4.10 Property Protection and Clean-Up

A. All structures and plantings (shrubbery, tree, and grass) shall be protected from damage.

B. CACS property shall be cleaned and debris removed from site per visit. Use of CACS dumpsters or trash receptacles is not permitted.

4.11 Safety

A. Extreme caution shall be used by all workmen to ensure that all precautions are taken to prevent any injury to CACS children, staff, or visitors.

B. Ladders shall not be left unattended.

C. All non-contractor persons shall be kept away for the area of work while work is in progress.

D. All workmen shall be fully clothed and shall be expected to exhibit the highest levels of professional behavior. Associating with any non-CACS persons is strictly prohibited. Failure to comply with this requirement can subject personnel to being banned from campus and/or contract termination.

4.12 Insurance- Proof of insurance must be available at the request of CACS at any point of the evaluation process or during the life of the contract.

Hazards-Compliant with 12.0 of the General Terms and Conditions Workman’s Compensation- In accordance with Georgia Code Other Insurance- The contractor shall obtain and maintain at his expense, insurance with minimum limits as prescribed below and shall protect the Contractor and Owner from any claims for property damage or bodily injury, including death, which may arise from the execution of this contract. The Contractor shall furnish to CACS Facilities the Owner Certificates, policies and cancellation endorsements as shown below.

Contractor’s General Liability Insurance:

Split Limits of Liability:

Bodily Injury: Limits of $500,000 for each occurrence and $500,000 for the aggregate of operations.

Property Damage: Limits of $300,000 for each occurrence and $500,000 for the aggregate of operations Or If Combined Single Limit of Liability:

Bodily Injury and Property Damage Combined:

$500,000 each occurrence $1,000,000 aggregate

Cancellation Endorsement- These insurance coverage shall not be canceled until at lest 30-days prior to written notice has be given to the Owner

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Disposition- Certificate from insurance company confirming specified coverage must be sent to the Owner prior to commencement of work. (Two copies) Contractor’s Public and Automobile Insurance Split Limits of Liability:

Bodily Injury: Limits of $250,000 for each person and $500,000 for each occurrence Property Damage: Limits of $1,000 for each occurrence Or If Combined Single Limit of Liability:

Bodily Injury and Property Damage Combined: $500,000 each occurrence Cancellation Endorsement- These insurance coverage shall not be canceled until at lest 30-days prior to written notice has be given to the Owner Disposition- Certificate- from insurance company confirming specified coverage must be sent to the Owner prior to commencement of work. (Two copies) Acceptability of Insurance Companies- Insurance only written by a company licensed by the State Insurance Commissioner to do business in the State of Georgia at the time of the policy issuance will be acceptable.

5.0 SPECIFICATIONS AND SCOPE OF WORK

This section stipulates the elements of the RFP under evaluation. Please remember that your solution will be evaluated for content, thoroughness, and clarity of response to all criteria requested in this proposal. Respond precisely and concisely to each and all specific questions and/or topics by providing the requested information on separate pages, clearly labeled in your response (IE 5.4). CACS is not responsible for locating data included in your response that is not properly identified as instructed.

5.1 Contractor Qualifications- In addition to the information requested below, Contractor must download and submit the document entitled “Contractor Questionnaire”. Information included in this document will be evaluated and utilized in award considerations.

5.2 References- Contractor must submit three comparable references of contracts of similar scope and work. References must be filled out on the forms provided including all requested information.

5.3 All work shall be done in accordance with the Georgia Department of Agriculture Division of Regulatory Services and instruction from CACS.

5.4 Workmanship shall be of good quality and must meet or exceed the standards of the industry.

5.5 Work Order- The contractor shall submit a work schedule prior to any work being performed.

This schedule must show that the work is scheduled during non-school hours as specified. A sample copy of this schedule should be included in your submission. (Separate Page, labeled 5.5, Work Order)

5.6 Response Time- Contractor shall have qualified personnel available 24 hours a day, seven days a week in the event of any emergency to respond to any pest control issues. This service shall be provided at no additional cost. Please list the contact name, contact information and personnel available for this requirement. In addition, please list guaranteed response times for this service. (separate page, labeled)

5.7 Dedicated Technicians- CACS requires the contractor to provide dedicated service technicians for this contract. The use of revolving technicians is not permitted. Include with your response how your company will manage this process.

5.8 Integrated Pest Management (IPM) - Contractor shall provide a comprehensive IPM plan for all areas to be treated under this contract. This plan shall conform to all CACS specifications and is a process for achieving long-term, environmentally friendly sound, pest suppression through the use of a variety of technological and management practices. Control strategies in an IPM Plan should extend beyond the application of pesticides to include structural and procedural modifications that reduce the food, water, harborage, and access used by pests. The contractor is required to provide training and information to the system-wide custodial staff describing preventative measures to eliminate pest through cleaning procedures. Please include your IPM on a separate page, labeled 5.8, IPM.

5.8.1 Contractor shall furnish all supervision, labor, materials, and equipment necessary to accomplish the surveillance, trapping, and pesticide application components of the IPM

5.9 Structural Modifications and Recommendations- Contractor shall be responsible for advising the IPM coordinator about any structural, sanitary, or procedural modifications that would reduce pest food, water, harborage, or access. CACS will not hold the Contractor responsible for carrying out structural modifications as part of the pest control effort. However, minor

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applications of sealing materials by contractor to eliminate pest harborage may be approved by CACS on a case-by-case basis. Contractor shall obtain the approval CACS prior to any application of sealing material or other structural modification.

5.10 Use of Pesticides- All pesticides used by the Contractor must be registered with the U.S.

Environmental Protection Agency (EPA) and by the State of Georgia. Transport, handling, and use of all pesticides shall be in strict accordance with the manufacturers label instructions and all applicable Federal, State, and Local regulations.

5.11 The Contractor shall adhere to the following rules for pesticide selection and use:

5.11.1 Non-pesticide products and their use- Contractor shall use non-pesticide method of control whenever possible. For example: Allergen-filtering portable vacuums rather than pesticide sprays shall be used for initial clean-outs of cockroach infestations, swarming (winged) ants, termites, and spiders in webs.

5.11.2 Products- Please provide on separate page, labeled 5.11, a list of all products (pesticide and non-pesticide) to be used in the performance of this contract.

5.11.3 Application by need- Pesticide application shall be according to need and not by schedule. As a general rule, application of pesticides in any inside or outside area shall not occur unless visual inspections or monitoring devices indicate the presence of pests in that specified area. Preventative pesticide treatment of areas where surveillance indicates a potential insect or rodent infestation is acceptable on a case-by-case basis, as approved by CACS.

5.11.4 Pesticide Products and their use- When it is determined that a pesticide must be used to obtain adequate control, the Contractor shall employ the least hazardous material, most precise application technique, and minimum quantity of product necessary to achieve control. When selecting pesticide products, highest priority should be given to pesticides with a signal work of caution. Containerized and other types of crack-and-crevice applied bait formulations, rather than sprays, shall be used for cockroach control and ant control wherever appropriate. As a general rule, liquid aerosol or dust formulations shall be applied only as crack-and-crevice treatments with application devices specifically designed or modified for this purpose. “Crack-and-Crevice” is defined in this contract as an application of small amounts of insecticides into cracks and crevices in which insects hide or through which they may enter a building. Application of pesticide liquid, aerosol, or dust to exposed surfaces and pesticide space sprays (including fogs and ultra-low volume applications), shall be restricted to unique situations where no alternative measures are practical. Contractor shall obtain the approval of CACS, IPM Coordinator, prior to any application of pesticide liquid, aerosol, or dust to exposed surfaces, or any space spray treatment. The contractor shall take all necessary precautions to ensure student and staff safety and all necessary steps to ensure the containment of the pesticide to the site application.

5.11.5 Pesticide Storage/Disposal- Contractor shall not store or dispose of any pesticide product on CACS property.

5.11.6 Pesticide Sales and Distribution- Contractor shall not sell, share, or make available any pesticide products to any non-licensed CACS employee.

5.12 Rodent Control- As a general rule, rodent control inside occupied buildings shall be accomplished by trapping devices. All such devices shall be concealed out of general view and in protected areas so as not to be affected by routine cleaning and other operations. Trapping devices shall be checked on a schedule approved by IPM coordinator. Trapping shall not be performed during periods when maintenance will be delayed by holidays, weekends, etc. Contractor shall be responsible for disposal of all trapped rodents and trapping devices in an appropriate manner.

In circumstances when rodenticides are deemed essential for adequate rodent control occupied facilities, the Contractor shall obtain the approval of CACS IPM coordinator prior to making any interior rodenticide treatments. All rodenticides, regardless of packaging, shall be placed in EPA-approved, tamper resistant, bait boxes to be inaccessible to children, pets, wildlife and domestic animals. Frequency of bait box servicing shall depend upon the level of rodent infestation. All bait boxes shall be maintained in accordance with EPA regulations, and with an emphasis on the safety

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of non-target organisms. The contractor shall adhere to the following rules: All bait boxes shall be placed out of the general view, in locations not to be disturbed by routine operations The lids of all bait boxes shall be securely locked or fastened shut All bait boxes shall be securely attached or anchored to the floor, ground, wall, or other surfaces to ensure that the box cannot be moved. Bait shall always be placed in the baffle-protected feeding chamber of the box and never in the runway.

All bait boxes shall be labeled with the Contractor's business name and address, and dated at the time of installation and at each servicing.

5.13 Program Evaluation- CACS will continually evaluate the progress of this contract in terms of the effectiveness and safety, and will require such changes as necessary. The Contractor shall take prompt action to correct all identified deficiencies, to the satisfaction of CACS.

5.14 Quality Control Program- Contractor shall establish a complete quality control program to assure the requirements of the contract are provided as specified. Contractor shall submit, for evaluation, a copy of his program as part of the proposal submission (separate page, labeled accordingly). The program shall include, but not limited to the following:

5.14.1 Inspection System- Contractor shall develop a system for monitoring the effectiveness of the services provided for the purpose of detecting and correcting deficiencies before the level of performance becomes acceptable to CACS and/or the Health Department.

5.14.2 Quality Control Checklist- A Quality Control Checklist shall be used in evaluating contract performance. Checklist shall include all facilities serviced by the Contractor, as well as, every task to be performed.

5.14.3 Quality Control File- A Quality Control File shall contain a record of all inspections conducted by Contractor and any corrective actions taken. This file shall be maintained throughout the term of the contract and made available to CACS upon request.

5.15 Inspectors- the Contractor shall state the name(s) of the individual(s) responsible for performing quality control inspections, including qualifications. (Separate page, labeled)

5.16 The following pests shall be adequately controlled under the terms of this contract:

5.16.1 Indoor Populations of rodent (EG Norway and roof rats, house mice), cockroaches, all varieties of ants, spiders and any other arthropod pests. Treatment for these pests shall include a ten-foot perimeter around all building structures. A minimum of six times per school year. In addition, all dumpsters shall be baited with bait maintained during the months of August through September to suppress fly infestation. Contractor must service the thirteen fly traps at Chestatee Elementary School. This includes boards and glue boards as needed.

5.16.2 Mosquito Control- Contractor shall control mosquitoes. It will be the responsibility of the contractor to locate and mange approximately 70 CACS retention ponds. Larvicides shall be applied to the retention ponds to suppress mosquito populations. There is no set timeline for mosquito control, but shall be treated whenever present.

5.16.3 Termite Control- Swarms shall be knocked down as part of the fixed price contract as emergency work. Areas to be treated to control termites shall be measured and reviewed with CACS and treatment shall be based on unit price.

5.16.4 Once a month, the Contractor shall remove all spider webs and wasp nests from interior doors, windows, and covered walkways.

5.16.5 Every other month, the Contractor shall remove all spiders and webs from interior hallways and doorways.

5.16.6 Contractor shall maintain baiters for yellow jackets at school dumpsters. This shall be maintained during the active months for yellow jackets.

5.17 Portables- All portable classrooms shall be treated for pests prior to opening of schools.

5.18 Record Keeping- Contractor is responsible for providing records that will be maintained in a pest control log for each building or site specified in this contract. Contractor shall submit the required information for routine or emergency services along with the monthly invoice. See attached form to be used for routines services. A work order shall be issued for emergency services. Each log shall contain the following:

5.18.1 Pest Control Plan- A copy of the contractor's approved Control Plan for the facility, including labels and MSDS sheets for all pesticides used, brand names for all pest control devices, and equipment being used on CACS property, along with the

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Contractor's service schedule for each property/site.

5.18.2 Service Request Forms- Customer copies of the Contractor's Service Report Form, documenting all information on pesticide applications, pest sightings, sanitation/environmental status/ Building maintenance needs should be forwarded to CACS IPM coordinator at least once a month, with emergency work orders submitted weekly.

5.19 Public Access to Records- Contractor shall fulfill all obligations with regard to public access to pest control service records or any other element of the execution of this contract.

5.20 Times of Service- Contractor shall perform routine pest-control services only during times when students are not expected to be present for normal academic activities for at least three hours (or longer if required by product label). This contract requires flexibility and may require service times when it’s convenient for the school and working around their schedule. Contractor must maintain records for any emergency treatments documenting rationale.

5.21 Safety and Health- Contractor shall observe all safety precautions throughout the performance of this contract and assume full responsibility and liability for compliance with all applicable regulations pertaining to the health liability for compliance with all applicable regulations.

Contractor shall hold CACS harmless for any action on its part, or on the parts of its employees or representatives that results in illness, injury, or death.

5.22 Uniforms and Protective Clothing- All Contractor personnel working on CACS property shall wear distinctive uniform clothing. Contractor shall determine and provide additional personal protective equipment required for the safe performance of said work, which must at a minimum, conform to OSHA standard for the products/services being utilized in the accomplishment of this contract.

5.23 Vehicles- All Contractor vehicles must be clearly identified in accordance with State and Local regulations and shall be operated in a safe manner on CACS property.

5.24 Licensing- Throughout contract term, the Contractor shall maintain a current license issued by the Georgia Department of Agriculture Division of Regulatory Services. In addition, all Contractor personnel providing on-site services must be under the direct supervision of a person licensed to apply pesticides. Please provide with your response on a separate page and labeled, copies of all pertinent licensing.

5.25 Project Management- CACS desires single point of contact for all contract management related activities. Please provide on a separate page, labeled, the name and brief bio of the person responsible for satisfaction of this requirement.

5.26 Scope of Work- Please provide on a separate page and labeled, a detailed scope of work detailing the methodology you are proposing to meet the terms and specifications of this contract. Attention should be paid to the specified elements of this contract, but please include any other details that you are offering to ensure the most efficient and effective performance of this contract. Please note that this written SOW will be a primary element examined by the committee in the non-cost evaluation of this RFP.

5.27 Value Added- Please provide on a separate page and labeled any unique elements of your offer, not already specified or proposed that you believe will bring value to this contract. CACS is sole determinant of the validity of the value to CACS.

5.28 Billing- Invoices shall be sent monthly or at the end of each project unless prior arrangements are made for submission at shorter intervals. Partial billing can be submitted for payment on projects lasting longer than one month, but must be clearly marked “Partial Billing”. All invoices must match contract pricing exactly and must include relevant documentation

6.0 Bid Form

6.1 The corresponding Bid Form must be submitted with the RFP response. It can be emailed as a separate document entitled “Bid Form” to wendy.brinson@cirrusacademy.org

6.2 All relevant cost considerations should be noted on this Form, as CACS will not consider additional costs after award.

6.3 Portable Classrooms- NA

6.4 Optional Termite Cost- Please provide an optional termite cost as disclosed on the Bid Form to be used on an as needed basis.

6.5 Deducts- Listed on the bid form under deducts, CACS is requesting the contractor to list any

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services that may be removed at commencement or at any time during the contract where CACS may want to reduce our monthly cost. CACS may or may not request a deduction during the contract but shall be made available upon request. CACS is not requesting a specific area or service to be removed, but is requesting the contractor to offer their suggestions based on the entire scope of our current requirements as it relates to pest control management.

7.0 PROPOSAL EVALUATION

7.1 Organization and Completeness of Proposal

Proposal must provide straightforward, concise proof of offeror’s capabilities to satisfy RFP requirements. For ease of review, responses must be organized in the exact same order as the RFP or as stipulated in the RFP. Each section should be labeled and any additional documents provided by the vendor must reference the appropriate section of the RFP. All requested information must be included and all forms completed in entirety. (All spaces must be completed on all requested documentation.) Any proposals that do not include all required information may be considered non-responsive and disqualified.

7.2 Evaluation Procedures – Review of Proposals

A committee will evaluate the proposal responses based on qualifications, relevant experience, responsiveness of proposers, as well as the estimated cost of the engagement. Cost will not be the sole determining factor in the award. Each proposal will be reviewed for completeness to ensure that all mandatory requirements are addressed satisfactorily. The committee will determine any areas requiring additional clarification/information and request this information from the responding vendor. The committee will evaluate the quality and completeness of each response as it addresses each requirement of the RFP. All non-cost related areas of the response are evaluated during this phase.

Final score will be the sum of the non-cost elements as specified and cost.

Cost Evaluation Formula:

(Lowest Price/R-where “R” represents the cost of proposal currently being ranked) x Points = Score.

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THE CONTRACT AGREEMENT MUST BE COMPLETED BY THE OFFEROR AND

RETURNED WITH THE PROPOSAL PACKAGE.

RFP: 2025-001 Pest Control - CONTRACT

AGREEMENT

We have carefully examined and fully understand the General and Special Terms and Conditions and related documents in providing a Pest Control Services to Cirrus Academy Charter School System and do agree to all terms and conditions by so signing this document.

Withdrawals, cancellations, etc., will not be accepted unless the Director of Operations gives authorization. In the event vendors fail to comply, they may be removed from the vendors’ list.

Company Name Representative’s Signature (Must be signed in ink)

Address Representative’s Name (Please type or print)

City, State, and Zip Code E-Mail Address

Date Telephone Number and Extension

Terms (If payment terms are not indicated, Fax Number will be determined to be net 30 days).

PLEASE INDICATE YOUR LEAD TIME UPON RECEIPT OF PURCHASE ORDER:

PRICES MUST REMAIN FIRM FOR ONE YEAR FROM DATE OF AWARD.

Signing the Contract Agreement affirms that the original RFP document has not been altered in any way.

Upon notice of Award, this page will become the prevailing Contract Agreement between your organization and Cirrus Academy Charter School.

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REFERENCE SHEET

References will be utilized in the evaluation of this Bid. Vendor must include all information requested. Failure to do so will reflect negatively in evaluation and may result in your submission being deemed “non-responsive” and eliminated from consideration. It is not the responsibility of CACS to pursue and obtain incomplete and/or inaccurate reference information, to ensure that references respond to our reference request, or to consider references not listed on this form.

Company

Address, City, State, Zip Code

Telephone/ Fax Email

Name of Contact Person

Number of Servicing Locations

Telephone/ Email

Telephone/ Email

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Contractor Questionnaire

(Questionnaire information will be utilized in the evaluation of this RFP. Vendors must include all information requested.

Failure to do so will reflect negatively in evaluation and may result in your submission being deemed “non-responsive” and eliminated from consideration.

Company Name:

Years in Pest Control Business:

Number of Permanent Employees:

Number of Employees Assigned to CACS for this Contract:

Can your organization meet all requirements of this solicitation, including but not limited to the specifications listed in the Special Terms and Conditions? (Please Answer and Initial)

How many Comparable Contracts do you currently have in Georgia?

How many of these Contracts are: Government K-12 Education

Where is the location of your nearest service facility? Please provide location and # miles from Cumming Ga)?

Has your company ever failed to comply with any contract awarded? (Explain if yes)?

Has your company ever lost a contract to any government entity based on poor performance or breach of contract (Explain if yes)

Is your company currently suspended or debarred from any government entity? (Explain if yes)

Are there any judgments, claims, legal proceedings or lawsuits pending or outstanding against your company of any of its officers (Explain if yes)

Is your company…