RFP-25-037_final.pdf

REQUEST FOR PROPOSAL #25-037

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REQUEST FOR PROPOSALS

CITY OF ENGLEWOOD

PEST CONTROL SERVICES

FOR

THE CITY OF ENGLEWOOD, COLORADO

RFP NO: 25-037

RFP ISSUANCE DATE: July 24, 2025

PROPOSAL DUE DATE: August 21, 2025

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Statement of Purpose The City of Englewood Public Works Facilities Division seeks to establish a pest control service contract to provide comprehensive pest management services for municipal facilities, buildings, and grounds. This service is essential to maintain safe, healthy, and functional environments for city employees and residents accessing city services. The awarded contractor will be responsible for implementing integrated pest management strategies which align with municipal health and safety standards while protecting the integrity of city facilities.

Considerations This City invites qualified Contractors to submit a Proposal for Pest Control services.

Proposals will be reviewed and evaluated using a competitive, best-value selection process described below. Proposals shall be considered from Contractors who are firmly established in the appropriate business. Contractors shall be financially sound and have the resources and ability to perform the required services in a professional and safe manner in accordance with industry standards.

Proposals in response to this Solicitation must be submitted prior to 2:00 PM MDT, August 21, 2025. Sealed proposals (electronic submissions only) will be received and accepted online via the City of Englewood’s Online Procurement System (https://www.englewoodco.gov/government/city-departments/finance/solicitation-opportunities-awards).

Solicitation Process Proposals will be evaluated and scored based on the criteria provided in this RFP. The City will consider the approach to complete the scope of work, qualifications of the project team, experience in similar work, and value of the proposed fee to complete the work.

The City may conduct interviews with short-listed firms.

Negotiations may be held with the Contractor ranked the highest by the evaluation committee based on proposal, fee, and interview (if needed). The City and the top-ranked Contractor may negotiate the details of the final contract, and City Council approval of the award may be requested. Upon Council approval, the contract will be signed, a PO set up, Notice to Proceed issued and work may begin. Should the City be unable to reach an agreement with the top-ranked Contractor, negotiations may commence with the next-ranked Contractor. This process will continue until a satisfactory contract is negotiated, or the City exercises its right to reject all proposals.

Project Manager

Jeff Stoker will serve as the City Project Manager.

https://www.englewoodco.gov/government/city-departments/finance/solicitation-opportunities-awards

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City Communications

No oral communications from the Project Manager or any other individual representing or purporting to represent the City are binding. Contractors are restricted from any and all contact with City staff and any public official of these organizations, other than the Procurement Division, regarding the project during the procurement process. A violation of this provision may result in disqualification of Contractor.

Questions Questions will be accepted until Wednesday, August 6, 2025 @ 2:00pm. Once the question period expires, the addendum will be posted to the City’s Online Procurement System. All questions during the procurement period must be entered via the City’s Online Procurement System or emailed to:

Elizabeth Watts Procurement Specialist Finance Department City of Englewood 1000 Englewood Parkway, Englewood, CO 80110 303-762-2412 ewatts@englewoodco.gov

RFP Organization This RFP consists of the following:

• Section 1 – Project Overview, Background, and Goals

• Section 2 – Project Schedule and Milestones

• Section 3 – Scope of Work

• Section 4 – Proposal Submittal Requirements

• Section 5 – Proposal Evaluation and Selection

• Section 6 – Conditions for Contractors

• Attachment A – Sample Contract for Services

• Attachment B – Requested Pricing Structure

Section 1 – Project Overview, Background, and Goals

1.1 Project Background

The City of Englewood maintains a wide portfolio of municipal facilities, including administrative buildings, recreational centers, fire stations, police facilities, water park, and parks infrastructure. These public-use properties require proactive and consistent pest control services to ensure the health, safety, and comfort of staff and visitors.

Historically, pest control has been managed on a case-by-case basis or through limited service agreements.

mailto:ewatts@englewoodco.gov

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To improve service delivery and consistency, the City seeks to establish a formal contract with a qualified vendor to provide on-call pest control services for emergent needs, as well as scheduled monthly maintenance services at key facilities. The goal is to manage pest issues efficiently and prevent infestations before they occur, while ensuring full compliance with health, safety, and environmental standards.

1.2 Project Overview

The Public Works Facilities Division is responsible for maintaining the functionality, safety, and cleanliness of City-owned buildings. As part of that responsibility, the Division is soliciting proposals from qualified vendors to provide professional pest control services including both preventive maintenance and responsive treatments.

The awarded contractor will provide monthly scheduled pest control services at designated high-use facilities, as well as on-call services for emergent pest issues across the City’s broader property portfolio. Service locations include recreation centers, golf course buildings, fire stations, the Civic Center, water park, and various operational support sites.

Contractor will be expected to address a wide range of common pests, including rodents, insects, and other nuisance species, while complying with all federal, state, and local regulations. The contractor must be capable of coordinating access with various departments, adapting service schedules to facility needs, and applying Integrated Pest Management (IPM) best practices.

The City intends to centralize pest control services under one single contract to ensure consistent coverage, documentation, and performance tracking across all applicable facilities. If additional services are required, the additional services will be co-terminus and consistent with the contract dates. The City will not accept multiple contracts for services.

1.3 Project Goals

The City of Englewood aims to establish a partnership with a qualified pest control company who can deliver effective, safe, and responsive services across a variety of municipal buildings. The specific goals of this project include:

• Prevent and control pest activity at all covered facilities through monthly maintenance and timely response to emergent issues

• Ensure health and safety compliance by using EPA-approved materials and following OSHA, CDA, and other regulatory guidelines

• Promote environmentally responsible practices through the use of Integrated Pest Management (IPM) methods

• Minimize disruption to City operations by coordinating service visits around public hours and facility schedules

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• Maintain accurate service records through monthly reporting and documentation of treatments, findings, and recommendations

• Establish a reliable point of contact for urgent pest control needs, with clearly defined response times (4 hours for emergency service, 24 hours for non-emergency)

• Standardize pest control efforts City-wide under a single agreement for consistent service, cost efficiency, and improved oversight

Section 2 – Project Schedule and Milestones

2.1 Schedule

The City intends to proceed with the on-call and routine pest control services.

2.2 Project Milestones

These milestones represent the anticipated schedule for resource planning purposes and are subject to change.

Request for Proposals posted July 24, 2025 Deadline for written questions August 6, 2025 @ 2:00 pm Proposal and fee submission due date August 21, 2025 @ 2:00 pm Anticipated Intent to Award September 2025

Section 3 – Scope of Work General Requirements Contractor will provide comprehensive pest control services across a variety of City-owned and City-managed buildings. Services will include routine scheduled maintenance as well as on-call emergency response for pest issues. All work must be performed using industry best practices and in compliance with applicable federal, state, and local regulations.

The work includes, but may not be limited to:

Scope of Service Includes:

1) Monthly Preventive Maintenance

a. Scheduled inspections of interior and exterior areas for pest activity and/or conditions conducive for pests and treatments at designated facilities

b. Monitoring for activity, applying EPA-approved pesticides as needed

c. Use of Integrated Pest Management (IPM) practices

d. Maintaining service logs and submitting monthly reports to the Facilities

Division

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e. Placement and maintenance of monitoring devices and traps

2) Seasonal Preventative Maintenance

a. Seasonal treatments shall address pests that are more prevalent during specific times of the year. These include:

i. Spring: Ants, termites, wasps, and early mosquito prevention

ii. Summer: Mosquitoes, flies, bees/wasps, fleas, ticks

iii. Fall: Rodent exclusion (inspection and sealing), spiders, stink bugs

iv. Winter: Indoor pest monitoring and treatment, rodent activity inside buildings

b. Contractor shall propose a seasonal service schedule and include a detailed plan outlining expected pest threats and prevention strategies for each season.

3) On-Call / Emergency Services

a. Response to emergent pest issues within 4 hours (emergency) or 24 hours

(non-emergency)

b. Immediate treatment of infestations or high-risk pest activity

c. Documentation of each service call and outcome

d. Followup treatment as needed

4) Targeted Pest Control

a. Treatment for rodents, cockroaches, ants, spiders, wasps, bedbugs, and other common pests

b. Recommendations for preventive measures (e.g., sealing entry points, sanitation practices)

c. Humane and environmentally conscious rodent control, where applicable

5) Compliance & Safety

a. Adherence to all OSHA, EPA, and CDA requirements

b. Use of chemicals approved for use in public and occupied facilities including

Safety Data Sheets (SDS).

c. Proper storage, handling, and disposal of chemicals and pest control materials

6) Coordination with City Staff

a. Scheduling work in coordination with facility managers to minimize disruption

b. Working during off-hours as needed for sensitive or high-traffic areas

c. Ensuring all technicians are uniformed, identified, and background-checked

Facility Locations City-Owned Properties include, but are not limited to:

• Civic Center Administrative Building 1000 Englewood Parkway

• Service Center 2800 S Platte River Drive

• Englewood Recreation Center 1155 W Oxford Avenue

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• Malley Recreation Center 3380 S Lincoln Street

• Pirates Cove Water Park 1225 W Belleview Avenue, Littleton

• Broken Tee Golf Course 2101 W Oxford Avenue

• Broken Tee Maintenance Facility 4000 S Clay Street

• Englewood Police Department 3615 S Elati Street

• Jefferson Fire House 555 W Jefferson Avenue

• Acoma Fire House 4830 S Acoma Street

• Tejon Facilities Building 3075 S Tejon Street

• Fox St Annex 3629 S Fox Street

• Englewood Farm and Train 5001 S Inca Drive

The City reserves the right to add or remove service locations as needed throughout the contract term, with the same annual contract dates.

Existing Service Levels Current services levels are provided but may not represent the need moving forward.

Contractors are asked to propose any changes in these services in their proposal.

Existing services include:

• Monthly Services o Inspection of all interior areas for pest activity and/or conditions conducive for pests.

o Inspection of all exterior areas for pest activity and/or conditions conducive for pests.

o Inspection and maintenance of all interior rodent devices.

o Inspection and maintenance of all exterior rodent devices.

o Crawling insect treatment in response to pest activity in interior areas.

o Crawling insect treatment in response to pest activity in exterior areas.

o Inspection of pest activity monitor(s) for any pest activity.

o Placement of pest activity monitor(s) to gauge any present or future pest activity. Inspection of fly light(s) for fly activity and to ensure proper function.

o Replacement of glue board or light bulb in fly light(s).

o Placement of bar code sticker(s) for accurate service documentation and online reporting. Treatment of cracks and crevices that may provide harborage for invading pests.

• Current Locations and Equipment o Tejon Facilities Building

Bait Station Count: 3 Tin Cats Count: 3 o Pirates Cove Water Park Bait Station Count: 6 Tin Cats Count: 6

Page | 8 o Malley Recreation Center Bait Station Count: 7 Tin Cats Count: 9 o Englewood Farm & Train at Belleview Park Bait Station Count: 7 o Service Center Bait Station Count: 9 Tin Cats Count: 3 o Civic Center Bait Station Count: 4 Tin Cats Count: 10 o Englewood Police Department Bait Station Count: 6 Tin Cats Count: 9 Door Sweeps/Brushes: 1 o Englewood Recreation Center Bait Station Count: 11 Tin Cats Count: 11 o Broken Tee Golf Course Bait Station Count: 2 Tin Cats Count: 11 LED Fly Lights: 2 Door Sweeps/Brushes: 2

Service Requirements The selected contractor shall provide comprehensive pest control services including but not limited to:

• Monthly inspection and monitoring of all designated City facilities

• Identification and assessment of pest problems and potential infestation risks

• Development and implementation of customized treatment plans for each facility

• Application of appropriate pesticides, baits, traps, and other control measures

• Exclusion services to prevent pest entry points

• Emergency response services for urgent pest control situations

• Ongoing monitoring and follow-up treatments as necessary

• Documentation and reporting of all services performed

Target Pest Species The Contractor must be equipped to address various pest species commonly found in the Englewood area including:

• Rodents (mice, rats, squirrels)

• Insects (ants, cockroaches, spiders, beetles, wasps, bees)

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• Flying insects (flies, mosquitoes, moths)

• Occasional invaders (silverfish, centipedes, millipedes)

• Seasonal pests specific to Colorado climate conditions

Treatment Methodologies The contractor shall employ integrated pest management principles emphasizing:

• Environmentally responsible treatment approaches

• Minimal use of chemical pesticides where alternative methods are effective

• Targeted application techniques to minimize exposure risks

• Preference for low-toxicity products when chemical treatment is necessary

• Mechanical and physical control methods where appropriate

• Habitat modification recommendations to reduce pest attractants

Service Frequency and Scheduling The Contractor shall provide services based on facility-specific needs:

• Monthly routine inspections and treatments for high-priority facilities

• Quarterly service for standard municipal buildings

• Seasonal treatments for outdoor areas and grounds

• Emergency response (within 4 hours of notification for critical needs and 24 hours for non-critical)

• Flexible scheduling to accommodate City operations and public access

• Coordination with City staff for facility access

Documentation and Reporting Comprehensive documentation requirements include:

• Service reports detailing inspections, findings, and treatments performed

• Material application records including product names, quantities, and locations

• Pest activity monitoring logs and trend analysis

• Recommendations for facility improvements to prevent future infestations

• Compliance documentation for all regulatory requirements

• Monthly summary reports for City management review

Regulatory Compliance The contractor must maintain compliance with:

• Colorado Department of Agriculture pesticide application regulations

• Environmental Protection Agency guidelines for pesticide use

• Occupational Safety and Health Administration workplace safety standards

• Local ordinances and regulations specific to Englewood

• Industry best practices for integrated pest management

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Staffing and Qualifications Contractor personnel must meet the following requirements:

• Valid Colorado commercial pesticide applicator licenses

• Appropriate training in integrated pest management techniques

• Experience with municipal facility pest control services

• Knowledge of Colorado-specific pest species and control methods

• Professional appearance, meaning all Contractor staff will wear clean and identifiable uniforms, and conduct suitable for public facility work

Equipment and Materials The contractor shall provide all necessary equipment and materials including:

• Professional-grade application equipment properly calibrated and maintained

• Monitoring devices and traps appropriate for various pest species

• Personal protective equipment for all personnel

• Transportation and storage for all materials and equipment

• EPA-registered pesticides and control products suitable for municipal use

Quality Assurance and Performance Standards The contractor must demonstrate commitment to service quality through:

• Consistent reduction in pest activity levels at treated facilities

• Prompt response to service requests and emergency situations

• Professional and timely communication with City staff

• Proactive identification and resolution of potential pest issues

• Continuous improvement in service delivery methods

Safety and Environmental Considerations All services must prioritize safety and environmental protection:

• Minimal disruption to normal facility operations

• Protection of building occupants and visitors during treatment

• Safe storage and handling of all pest control materials

• Proper disposal of waste materials and empty containers

• Communication of any safety precautions to City staff

Emergency Response Capabilities The contractor must provide emergency pest control services for:

• Sudden infestations that threaten facility operations

• Health and safety concerns requiring immediate attention

• Seasonal pest emergencies specific to Colorado conditions

• After-hours situations affecting critical city services

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• Coordination with City emergency management protocols

Specific Facility Requirements Municipal Building Considerations The contractor must be prepared to work in occupied government facilities with minimal disruption to City operations. Work scheduling shall accommodate public access requirements and security protocols specific to municipal buildings.

Security Requirements

• Background checks may be required for personnel working in secure facilities

• Compliance with City of Englewood security procedures and protocols

• Coordination with facility personnel for access to restricted areas

Supplemental Services The City has, to the best of its knowledge, defined the scope and tasks to complete the work. The Contractor may propose, at its discretion, additional services beyond those listed in this RFP that it feels are necessary to complete the work or add value to the project. Those additional services shall be included in the scope and fee as a stand-alone task under “Supplemental Services.” The City Project Manager must approve Supplemental Services before performing the work.

Contract Renewal The City of Englewood reserves the right to renew the contract for four (4) additional one year periods based on vendor performance.

Section 4 – Proposal Submittal Requirements

4.1 Submittal Place and Deadline

The response must be received before the due date and time as specified in this RFP. It is the responsibility of the Contractor to ensure that electronic submittals are received prior to the closing time specified. Bids received after the date and time set for the Bid opening shall be considered non-responsive and returned un-opened to the Bidder.

Electronic submissions will only be accepted online the City of Englewood’s Online Procurement System, https://www.englewoodco.gov/government/city-departments/finance/solicitation-opportunities-awards Questions or technical difficulties should be directed to the websites’ Supplier Support Team support.ionwave@eunasolutions.com.

Submittals will be accepted until 2:00 PM on August 21, 2025.

The City of Englewood utilizes an Online Procurement System for all electronic solicitation submittals. It is the Contractor’s responsibility to ensure the submittal process

Page | 12 is started with enough time to meet the 2:00pm deadline; for example: do not start the upload and submittal process at 1:50 pm with the expectation that your submittal will be received by the City prior to the 2:00pm deadline. If the Contractor experiences any problems, has questions or technical difficulties, PLEASE contact the Supplier Support Team, support.ionwave@eunasolutions.com. If the Supplier Support Team is unable to resolve the problem, contact the procurement agent (contact information in Introduction) by 1:45pm for a submittal resolution.

Proposals may be amended or withdrawn only by written notice prior to the Proposal opening. Amendments or withdrawals received after the Proposal opening will not be effective, and the original Proposal submitted will be considered. The Contractor agrees that its Proposal will not be withdrawn within ninety (90) calendar days following opening of the Proposals, and that during such time its Proposal will remain Contractor and irrevocable. The City reserves the right to reject any or all Proposals and to waive any technical defects in Proposals.

The City reserves the right to request clarification of information submitted and to request additional information of one or more Contractor after the Proposal Submission Due Date.

4.2 Submittal Format

Proposal submittals shall be clear, accurate, comprehensive, and provide specific and succinct answers to all questions and requests for information. Indirect, imprecise, or incomplete responses can serve only to the disadvantage of the proposer. Generic marketing material is discouraged. Excessive or irrelevant material will not be favorably received.

The Proposal must not exceed 10 total pages (8½ × 11 inch with 1-inch or greater margins; up to 2 pages of the total page count may be 11 x 17-inch tri-fold format; each double-sided counts as two pages), excluding the transmittal letter, index or table of contents, front and back covers, title pages/separation tabs, draft agreement acknowledgement form, and appendices.

A font similar in size to or larger than Calibri eleven-point (11-pt) shall be used.

4.3 Submittal Content

The content requirements set forth in this RFP represent the minimum content requirements for the Proposal. Additional information may be provided at Contractor’s discretion and within the available page count.

The Contractor shall submit two separate files as part of their Proposal, as listed above.

The Technical Proposal and the Functional Requirements spreadsheet – submitted in Excel format, do NOT convert to pdf format.

The Proposal must include, at a minimum, the following information:

• Transmittal Letter

• Company Information

• Part 1 – Experience and Technical Capability

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• Part 2 – Project/Scope Understanding, Approach, and Anticipated Schedule.

• Part 3 – Draft Agreement Review

• Part 4 – Pricing Information, as requested in RFP

Transmittal Letter

Include a transmittal letter signed by an authorized representative of the Contractor who can commit the Contractor to the obligations required in the Draft Agreement. Place the transmittal letter on the Contractor’s letterhead and include the name, address, phone number, and e-mail address for the Contractor contact person. Specify who would be the Contractor’s signatory to any contract documents executed with the City. Include other information deemed relevant by the Contractor.

Proposals must be signed by an authorized corporate officer, principal, or partner (as applicable) with a signature in full. Contractors who are nonresident corporations shall furnish to the City a duly certified copy of their Articles of Incorporation from the State of Colorado Secretary of State Office along with the Proposal. Failure to promptly submit this evidence or qualification to do business in the State of Colorado may be basis for rejection of the Proposal.

The transmittal letter shall be limited to two (2) 8½ x 11-inch pages.

Part 1 – Contractor Experience and Technical Capability

Provide a description of the Contractor’s qualifications, experience, and technical capability. This shall include, at a minimum, the following elements:

• Provide an organizational chart for the Contractors project team, identifying all key personnel, the reporting hierarchy of staff and Contractor/Sub-Contractors, and the specific individuals responsible for coordination of the separate components of the work. Project team must include local personnel.

• Describe the roles, responsibilities, and availability of the key personnel who will be assigned to the Project.

• Identify all Sub-Contractors and describe their roles, and responsibilities. Identify the Sub-Contractors’ key personnel.

• Describe experience with pest control, specifically for municipal entities, including any specialized equipment or training required.

• What Colorado commercial pesticide applicator licenses do the technicians hold, and how is ongoing compliance with Colorado Department of Agriculture pesticide application regulations ensured?

Note: The identification and utilization of specific key personnel through the life of a project are important factors in the City's consideration and selection of a Contractor. Any changes in identified key personnel after the award of the Agreement must be approved by the City in writing before the change is made. Include availability of the project team to begin work as soon as possible after the selected Contract receives the Notice to Proceed.

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Contractor Experience: Provide clear and thorough descriptions of the Contractor’s related and applicable experience and performance, particularly for:

• Personnel must demonstrate pest control experience with proper licensing and certifications.

• Detail experience providing pest control services to municipal facilities in Colorado, including the number of years serving similar clients and specific examples of successful pest management programs.

• Detail knowledge and experience addressing Colorado-specific pest species including seasonal pests commonly affecting Englewood.

• Describe comprehensive safety protocols for protecting building occupants and visitors during pest control treatments at City facilities.

• Describe compliance strategy for Environmental Protection Agency guidelines and Occupational Safety and Health Administration workplace safety standards.

• Detail procedures for proper storage, handling, and disposal of pest control materials and waste containers.

• Document communication and coordination strategy to minimize disruption to normal facility operations during treatment

• Detail emergency response protocol for addressing sudden infestations that threaten City facility operations outside of normal business hours

• The contractor must show ability to pass background checks for personnel working in secure City of Englewood facilities and demonstrate understanding of municipal security protocols. Staffing plans must ensure adequate coverage for emergency response times and coordination with facility security personnel.

Provide detailed information on the three (3) most applicable projects that have been substantially completed by the Contractors’ team members. Details shall include the following:

• Project title and contract number.

• Contractor and key personnel’s role in project.

• Owner contact information including phone number.

• Period of performance (contract start and end dates).

• Contract value.

• Summary of work performed.

• Project performance (including change order history, schedule adherence, and budget adherence).

• Describe any major issues or challenges presented on the project(s) and how they were resolved.

Note: Information demonstrating how the Contractor team’s key personnel have collaborated, performed, and resolved issues together on previous projects are important factors in the City's consideration and selection of a Contractor.

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Key Personnel Experience: Describe specific relevant experience of each proposed key personnel providing similar details for projects as requested in Contractor Experience.

Reference Requirements: The City may contact the referenced individual(s) identified by the Contractors in Contractor Experience. The contact person(s) listed as a reference shall be someone who has personal knowledge of the Contractor’s performance during the referenced project. More than one person can be listed, but all must have knowledge of the project.

Part 2 – Project/Scope Understanding, Approach, and Anticipated Schedule

Provide a description of the Contractor’s approach to managing and delivering the scope of services contained in this RFP, and any additional issues and proposed strategies for meeting the City’s needs for the project based on Contractor’s understanding of the work, including:

• Define the contractor's proposed approach to delivering on-call pest control services for City of Englewood facilities. The approach must demonstrate understanding of municipal building operations and methods to minimize disruption to City services.

• Contractors must outline procedures for emergency response, routine maintenance scheduling, work order processing, and coordination with City staff.

• Contractor to define the approaches to handling specialized facility requirements including police facilities, fire stations, water park, and recreation centers.

• Define the contractor’s local presence in Colorado, dispatch capabilities, and after-hours availability for emergency situations including Contractor's plan for maintaining response time commitments while serving multiple City of Englewood facilities.

• Detail your process for work order management, including how you provide cost estimates for approval and handle emergency situations where immediate action is required.

• Detail your after-hours availability for emergency situations and how you maintain the four-hour response time commitment for critical pest situations outside normal business hours.

• Explain your dispatch system and how you prioritize and track response times for emergency, urgent, and routine service calls from City of Englewood.

• What is your process for obtaining background checks for personnel who will work in secure City of Englewood facilities, and how do you ensure compliance with municipal security protocols?

Part 3 – Draft Agreement Review

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The Contractor understands that neither this RFP nor the Proposal shall constitute a contract with the City. No contract is binding or official until Proposals are reviewed and accepted by appointed City staff; approved through the appropriate levels of authority within the City; and an official contract is duly executed by the City.

Attachment A (Draft Agreement) of this RFP contains the proposed Contract for Services Agreement for the Project. Proposers shall review this draft document and provide comments regarding any aspect of such document about which it has any concern, including terms that it considers ambiguous or which it believes should be modified. Such comments shall be submitted with the Proposal. The City will review all comments received and, if it deems appropriate, in its sole discretion, may modify such document. The Draft Agreement included in the RFP is the form upon which Contractors shall base their Proposal. The comments submitted on the draft agreement will not be counted in the total page count specified above.

Price Proposal

A font similar in size to or larger than Calibri eleven-point (11-pt) must be used for the Price Proposal.

• Provide recommended monthly, quarterly, seasonal services and associated pricing.

• Provide a rate sheet to include current emergency pest control services requiring response within four hours for critical situations at City of Englewood facilities, and how does this rate differ from your standard business hours pricing?

• What is your material markup percentage for pesticides, traps, or other equipment/consumables?

Pricing shall be submitted in the City’s online solicitation platform based on Attachment B. Contractor must submit pricing per line items identified. Additional details on any fees, hourly rates, or volume discounts may be included in the Proposal document but must not replace the required line-item format. If pricing is entered electronically via the line items on the City’s online solicitation platform, the excel spreadsheet does not need to be submitted as an attachment. Any additional information not captured in line items should be detailed in the Proposal document.

Appendix A – Key Personnel Resumes

Provide key personnel resumes for project team. Appendix A does not count toward overall page count but is limited to resumes only.

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Section 5 – Proposal Evaluation and Selection

5.1 General

The Proposals will be reviewed and evaluated by the City’s Selection Committee according to the requirements and criteria outlined herein. During the Proposal evaluation process, written questions or requests for clarification may be submitted to one or more Contractors regarding its Proposal or related matters.

In addition, the City may require all or a limited number of Contractors to participate in virtual or in-person interviews.

5.2 Selection Process Overview

For the purpose of selecting the most qualified Contractor, the City will use a competitive selection process as set forth in pertinent City and State procurement requirements. The procedure will involve the following steps:

a. The City will advertise the RFP Invitations on the City’s strategic sourcing platform.

b. Responsiveness and minimum qualifications will be checked.

c. The City’s Selection Committee will review, rank, and may short-list Proposals which meet responsiveness and minimum qualification requirements.

d. Interviews with each of the shortlisted Contractors to clarify their Proposals may be conducted. This decision is at the sole discretion of the City. Interviews will provide short-listed Contractors the opportunity to present their project team and approach to City staff and will include a question-and-answer session.

e. The City’s Selection Committee will then rank each Proposal, Price Proposal, and Interview (if applicable) to prepare a recommendation for approval. Upon authorization, the Project Manager shall negotiate a contract with the selected Contractor. Should the Project Manager be unable to negotiate a satisfactory contract with the Contractor considered to be most qualified, the Project Manager, or designee, shall terminate such negotiations with that Contractor and begin negotiations with the next most qualified Contractor and so on until negotiations are successful.

f. The City reserves the right to modify or reject any contract for the acquisition of goods and/or services submitted to it for consideration.

5.3 Responsiveness

Each Proposal will be reviewed to determine whether it is responsive to the RFP. Failure to comply with the requirements of this RFP may result in a Proposal being rejected as non-responsive. At its sole discretion, however, the City may waive any such failure to meet a requirement of this RFP and may request clarification or additional information to remedy a deficiency.

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5.4 Evaluation Criteria

The Selection Committee will evaluate and rank the Proposals that satisfy the minimum qualification requirements identified in this section by applying scores to each Proposal part, as set forth in the table below.

Table 2: Proposal Evaluation Scoring

Proposal Part Scoring

Project Understanding and Management Approach

• Does Proposal address all elements of RFP?

• Does Proposal demonstrate understanding of the project objectives, methodology to be used, desired results/outcomes of the project?

• Is the proposed timeline reasonable?

• Approach to progress reporting and addressing potential challenges

• Team structure and resource allocation

• Strategies for ensuring on-time delivery of on-call services

Project Team Experience and Technical Capability

• Demonstrated experience on-call services in government facilities similar to the City of Englewood

• Qualifications of technicians who will perform pest control

• Demonstrate pest control experience with proper licensing and certifications

• Staffing plans ensure adequate coverage for emergency response times

Price Proposal

• Does Proposal include cost-breakdown of labor rates for routine services, emergency and urgent

• Defined material markup percentage

• Has Contractor demonstrated value in the cost and scope proposed?

Total possible points 100

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Section 6 – Conditions for Contractors

6.1 Standard Contract

Contractors shall identify any issues they have with the Contract for Services Agreement standard contract within this RFP. Contractors shall note that from time to time the City will be updating and changing the contracts, and the standard contract attached to a future solicitation will be the basis for that project, not the one contained within this RFP.

The identification of willingness to enter into the standard contract is for general purposes at this time but is part of the evaluation process and must be included. There may be negotiations on a project-by-project basis which provides further clarification. Please note the RFP asks the Contractors to provide comments on the standard contract and indicate their willingness to use the standard contract. The City is not suggesting entering into an agreement with any Contractor using this contract at the time of RFP submittal, and the City will not provide a response to the Contractors comments provided.

All changes to the contract must be submitted at this time. Any changes after the City award of the contract are grounds for rescinding said award. The Contractor shall identify any issues they have with the standard contract within the RFP. Contractor shall note that from time to time the County will be updating and changing the contracts.

The following are some general clarifications that may be applied when negotiations with a selected Contractor occurs on a future project:

A. Definition of Terms: There may be further clarification as needed on a specific project, for specific contract terms.

B. Time of Completion: Each project will have a specific completion date, and some projects may be more flexible than others. The completion date will be identified by the City and will be negotiated on a project-by-project basis and included in the exhibit portion of the contract.

C. Use of sub-Contractors: The City fully expects that many project categories will require a prime Contractor and sub-Contractors as members of the project team.

The City may consider a modification to contract language that affects sub- Contractor use.

D. Public property: All project information and materials are public information and may be used at public meetings, or by the public when and if requested.

E. Insurance: Minimum values listed are statutory. The City requires being listed on the general liability policy as an additional insured. Copies of insurance certificates are not needed as part of the RFP.

F. Purchase of other items not listed on this solicitation based on percentage discounts: While the City has listed all major items on the solicitation which are utilized by the City and/or departments in conjunction with their operations, there may be ancillary items that must be purchased by the City during the term of this contract. For this reason, Contractors are requested to quote a percentage discount from the Contractor's price list that will be offered to the City for items

Page | 20 which do not appear in this solicitation. The City reserves the right to award these ancillary items to the successful Contractor or another Contractor based on the lowest actual price offered.

6.2 Conflict of Interest

The Contractor must disclose with the Proposal, the name of any officer, director, partner, associate, or agent, who is also an officer or employee of the City.

6.3 Rights of the City

In connection with this procurement process, including the receipt and evaluation of Proposals and award of the Agreement, City reserves to itself (at its sole discretion) all rights available to it under applicable law, including without limitation, with or without cause and with or without notice, the right to:

• Cancel, withdraw, postpone, or extend this RFP, in whole or in part, at any time prior to the execution of the Agreement, without incurring any obligations or liabilities.

• Modify the procurement schedule.

• Waive deficiencies, informalities and irregularities in a Proposal and accept and review a non-conforming Proposal.

• Suspend and terminate the procurement process or terminate evaluations of

Proposals received.

• Permit corrections to data submitted with any Proposal.

• Hold meetings and interviews, and conduct discussions and correspondence, with one or more of the Contractors to seek an improved understanding of any information contained in a submitted Proposal.

• Seek or obtain, from any source, data that has the potential to improve the understanding and evaluation of the Proposals.

• Seek clarification from any Contractor to fully understand information provided in the Proposal and to help evaluate and rank the Contractors.

• Accept or reject any or all Proposals that it may in its sole discretion deem non-responsive, to waive technicalities, or to accept the Proposal that, in its sole judgment, is most advantageous and best serves the over-all interest of the City.

• Reject a Proposal containing exceptions, additions, qualifications, or conditions not called for in the RFP or otherwise not acceptable to the City.

• Conduct an independent investigation of any information, including prior experience, included in a Proposal by contacting project references, accessing public information, contacting independent parties, or any other means.

• Request additional information from a Contractor during the evaluation of its Proposal.

6.4 Obligation to Keep Project Team Intact

Contractors are advised that all key personnel identified in their Proposals remain on the team for the duration of the procurement process and execution of the Project. If

Page | 21 extraordinary circumstances require a change, it must be submitted in writing to the City, who shall have sole discretion to determine whether to authorize a change, recognizing that certain circumstances may occur that are beyond the Contractor’s control.

Unauthorized changes to the Project team at any time during the procurement process may result in penalties or termination.

6.5 Additional Conditions

Non-Collusion By submitting a Proposal in response to the RFP, the Contractor represents that, should the Proposal be accepted, the resulting contract(s) would not violate any provisions of federal law or regulations, or any ordinances or regulations established by the City.

Anti-Discrimination During the performance of the Contract, the Contractor agrees as follows:

• Comply with federal anti-discrimination laws.

• Notices, advertisements, and solicitations placed in accordance with federal law, rule, or regulation shall be deemed sufficient for the purpose of meeting the requirement of this section.

Proposal Preparation Costs By submittal of a Proposal, the Contractor agrees that all costs associated with the preparation of his/her Proposal and interview preparation/materials (if applicable) will be the sole responsibility of the Contractor. The Contractor also agrees that the City bears no responsibility for any costs associated with the preparation of the Proposal and/or any administrative or judicial proceedings resulting from the solicitation process.

Drug Free Workplace The selected Contractor must provide a Drug Free Workplace in accordance with Colorado State law.

Occupational Safety and Health Act (OSHA) In instances where such is applicable due to the nature of the matter with which this Proposal is concerned, all material, equipment, etc., as proposed and offered by Contractors must meet and conform to all OSHA requirements; the Contractor's signature upon the Proposal being by this reference considered a certification of such fact.

Patent Infringement, Etc.:

By submission of a Proposal the Contractor certifies that the services to be furnished will not infringe any valid patent, copyright, or trademark and the successful Contractor shall, at his/her own expense, defend any and all actions or suits charging such infringement and hold the City harmless in case of any such infringements.

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6.6 Addenda

If any revisions or clarifications to the RFP or procurement process become necessary or desirable (at the City’s sole discretion), the City may issue written addenda.

6.6 Addenda