City of South Fulton – RFP NO. 26-30 Citywide Pest Control Maintenance Services

City of South Fulton, Georgia

General Services

REQUEST FOR PROPOSAL

FOR

RFP NUMBER: 26-30

Citywide Pest Control Maintenance Services

ISSUED, July 7, 2026

Proposals due no later than 3:00 PM Eastern Time, August 4, 2026

City of South Fulton Procurement Department

4715 Frederick Drive SW

South Fulton, GA 30336

THIS PROPOSAL SOLICITATION FORM

MUST BE SIGNED AND SUBMITTED WITH PROPOSAL

COMPANY NAME: DATE:

The City of South Fulton, Georgia, Procurement Department

Attn: Stacy Ann Roberts Treasure

4715 Frederick Drive SW, South Fulton, GA 30336

Phone: 470-809-7667

Website: Procurement Department | South Fulton, GA

REQUEST FOR PROPOSAL

RFP # 26-30

CITYWIDE PEST CONTROL MAINTENANCE SERVICES

SCHEDULE OF EVENTS DATE

Proposal Release Date: July 7, 2026

Non-Mandatory Pre-Proposal Conference:

The City will conduct a non-mandatory pre-Proposal conference virtually.

To attend the Pre-Proposal Conference, please refer to Information and Instructions to Proposers for details.

July 14, 2026, 11:00 AM

Eastern Time

Deadline for questions:

Questions must be submitted online at https://www.bidnetdirect.com/georgia/cityofsouthfulton

July 21, 2026, 3:00 PM

Eastern Time

Answers shall be issued by a written Addendum and posted at:

https://www.bidnetdirect.com/georgia/cityofsouthfulton July 28, 2026

All responses to this RFP must be submitted online at:

https://www.bidnetdirect.com/georgia/cityofsouthfulton. Proposers are required to submit responses electronically. If you need any assistance registering or using the platform, please call BidNet Direct Support Team at 800-835-4603 ext. 2 for assistance.

August 4, 2026, 3:00 PM

Eastern Time https://www.cityofsouthfultonga.gov/2462/Procurement-Department https://www.bidnetdirect.com/georgia/cityofsouthfulton https://www.bidnetdirect.com/georgia/cityofsouthfulton

MAILING ADDRESS: PHONE:

CITY: FAX:

STATE: ZIP: SSN OR FEDERAL TAX ID#:

EMAIL: TITLE OF AUTHORIZED REPRESENTATIVE:

PRINTED NAME: AUTHORIZED SIGNATURE:

IF AWARDED THE PROJECT FOR THIS SOLICITATION, THE CITY SHALL

TRANSMIT THE CONTRACT TO THE SELECTED AWARDEE FOR FULL

REVIEW AND SIGNATURE.

TABLE OF CONTENTS

INFORMATION AND INSTRUCTIONS

INTRODUCTION

EVALUATION PROCESS

EVALUATION CRITERIA…………………………………………………………………..….27

ATTACHMENT

ATTACHMENT A – Scope of Services

ATTACHMENT B – Price Proposal …………………………………………………………….36

APPENDICES

APPENDIX A- Required Form Submittals

APPENDIX B – Insurance Requirements

EXHIBIT

EXHIBIT A – Draft Contract……………………………………………………………………63

INFORMATION AND INSTRUCTIONS TO PROPOSERS

1. Request for Proposal: The City of South Fulton (“City”), Georgia, through its Procurement Department, is issuing this Request for Proposals (“RFP” or “Solicitation”) to solicit electronic Proposals from qualified and experienced firms, entities, or other persons legally authorized to do business in the State of Georgia, each referred to herein as a “Proposer,” to provide Citywide Pest Control Maintenance Services in accordance with Attachment A, Scope of Services.

This Solicitation is issued pursuant to the City’s procurement authority and applicable law.

Submission of a Proposal constitutes the Proposer’s agreement to comply with all requirements of this Solicitation and all applicable federal, state, and local laws.

2. Solicitation Authority and Incorporation by Reference: This solicitation is issued under and governed by the City Code of Ordinances, applicable procurement policies, and all other applicable federal, state, and local laws, ordinances, rules, and regulations, all of which are incorporated herein by reference. By submitting a Proposal, the Proposer acknowledges that it has reviewed and will comply with all applicable legal requirements.

Any protest concerning this Solicitation shall be governed exclusively by the City’s applicable procurement ordinance, policy, and procedures. Failure to comply strictly with the applicable protest requirements, including deadlines and required content, shall constitute a waiver of the protest.

3. Minimum Qualifications: Each Proposer and all team members shall meet the minimum experience requirements set forth in this RFP.

4. Certificate of Authority to Transact Business in Georgia: Each Proposer that is required by Georgia law to register with the Georgia Secretary of State shall submit evidence of active registration or a valid Certificate of Authority to transact business in Georgia. This requirement applies to each joint venture member and to any subcontractor or subconsultant required by law to hold such authority. The City reserves the right to require updated proof of authority before award or contract execution.

5. Business License: The Proposer shall submit a copy of a current, valid business license, certifications, and permits with their Proposal. If the Proposer is a Georgia corporation, it must submit a current and valid city or local business license. If the Proposer is a Joint Venture, each member must provide a valid business license. For non-Georgia corporations, they must submit a Certificate of Authority to Transact Business in Georgia, along with a copy of their current, valid business license from their home jurisdiction.

6. No Offer by City and Firm Offer by Proposer: This Solicitation is a Request for Proposals only and does not constitute an offer by the City. Proposals shall remain firm for ninety (90) calendar days following the Proposal Submission Deadline.

7. Order of Precedence: In the event of any conflict, ambiguity, or inconsistency among the Solicitation documents, Proposal documents, or resulting Contract documents, the following order of precedence shall apply, highest to lowest, unless the City expressly states otherwise in writing:

7.1. Executed Contract, including negotiated terms, written amendments signed by the

City.

7.2. Addenda issued by the City.

7.3. This RFP and all Attachments, Appendices, and Exhibits.

7.4. Written clarifications accepted by the City.

7.5. The Proposer’s Technical Proposal, but only to the extent accepted by the City and not inconsistent with higher ranking documents.

7.6. The Proposer’s Price Proposal, but only to the extent accepted by the City and not inconsistent with higher ranking documents.

7.7. Any other proposer supplied document, except that no proposer term, condition, limitation, assumption, exception, invoice term, online term, or unsigned attachment shall bind the City unless expressly accepted by the City in writing.

8. Contract Type:

8.1. The resulting contract shall be a maintenance and service-based contract for citywide

Pest Control Maintenance Services. The City intends to award contracts to multiple qualified vendors to provide services at City-owned and leased facilities and other designated locations. No minimum quantity of work is guaranteed unless expressly stated in a written contract executed by the City. Services shall be authorized only by a written purchase order or other written authorization issued by the City's authorized representative.

8.2. Pest Control Maintenance Services shall be performed only upon request and authorization by the City's authorized representative through a purchase order or other written authorization.

8.3. Any services performed without proper authorization from the City shall be considered unauthorized and shall not be compensated. No oral instruction, field direction, course of dealing, prior practice, or communication from any City department other than the City’s designated authorized representative shall modify this requirement or obligate the City to pay for unauthorized work.

8.4. Each purchase order will identify the scope of services, service location, estimated cost, and required turnaround time.

8.5. The contract shall establish a pricing sheet for location, emergency service, and specialty.

9. Interpretation, Ambiguities: If an ambiguity remains after applying this order of precedence, the ambiguity shall be resolved in accordance with applicable Georgia law and the City’s procurement authority.

10. Addenda Control: Only a written Addendum issued by the City modifies this Solicitation.

The Proposer is responsible for acknowledging receipt of all Addenda and incorporating requirements into its Proposal.

11. Electronic Signature and Electronic Notices: Electronic signatures and electronic notices have the same legal effect as wet signatures and hard copy notices, consistent with applicable State and Federal law. The Proposer is responsible for monitoring the designated email and platform.

12. Proposal Submission Deadline: Responses to this RFP shall be accepted online through the City’s designated electronic procurement platform until August 4, 2026, by 3:00 PM, Eastern Time: https://www.bidnetdirect.com/georgia/cityofsouthfulton

Proposals received after 3:00 PM on the stated deadline shall not be accepted.

13. Proposal Modification and Withdrawal: A Proposer may modify or withdraw its Proposal before the Proposal Submission Deadline only through BidNet. After the Proposal Submission Deadline, the Proposals shall remain firm and may not be withdrawn for ninety

(90) calendar days. Unauthorized withdrawal or modification after submission shall result in disqualification and may impact future eligibility.

14. Non-Mandatory Pre-Proposal Conference: A Non-Mandatory Pre-Proposal Conference has been scheduled for July 14, 2026, at 11:00 AM Eastern Time, and shall be hosted virtually by the City. To attend the Pre-Proposal Conference, please access Microsoft Teams via the app or on the web by utilizing the information below:

Meeting ID: 223 072 373 288 341

Passcode: rh7ye7y4

Download Teams | Join on the web

Or call in (audio only)

+1 929-583-6155, 947847748 # United States, New York

Phone Conference ID: 947 847 748#

Find a local number | Reset PIN

15. Attendance at the Pre-Proposal Conference is non-mandatory. During the conference, the City will review the general requirements of the Project. Statements made at the conference are not binding unless issued by a written Addendum.

16. Solicitation Questions/Prohibited Contacts: Any questions and communications regarding this RFP shall be submitted in writing by logging into https://www.bidnetdirect.com/georgia/cityofsouthfulton on or before July 21, 2026, by 3:00 PM, Eastern Time. Questions received after the designated period shall not be considered. Any response made by the City shall be posted online at https://www.bidnetdirect.com/georgia/cityofsouthfulton by Addendum. No Proposer shall rely on any verbal response to any question submitted concerning this RFP.

17. Exclusive Means of Clarification and Modification: This Solicitation may be modified only by a written Addendum issued by the City. No interpretation, clarification, explanation, oral statement, site discussion, conference statement, or other communication from any person shall change the Solicitation unless expressly incorporated in a written Addendum. Proposers rely upon the Solicitation documents and written Addenda at their own risk and shall not rely upon any oral representation or unofficial communication.

https://www.microsoft.com/en-us/microsoft-teams/download-app https://www.microsoft.com/microsoft-teams/join-a-meeting tel:+19295836155,,947847748 https://dialin.teams.microsoft.com/ba83620b-2648-4bd3-9555-378ecf04647b?id=989159654 https://dialin.teams.microsoft.com/usp/pstnconferencing

18. Procurement Integrity, No Contact: From issuance of this RFP through final award by City Council, the Proposer and its representatives shall not communicate regarding this Solicitation with any City elected official, employee, evaluator, or agent other than the Procurement Department contact identified in this RFP, unless the City authorizes such contact in writing. Any attempt to influence the procurement process shall result in disqualification, at the City’s sole discretion, and placement on the ineligible source list.

The Proposer shall report any unauthorized contact to the Procurement Department within 24 hours.

19. Ownership of Proposal: Each Proposal submitted to the City shall become the property of the City without compensation to a Proposer, for the City’s use in its discretion. The City shall not be liable for any Proposal preparation costs incurred by the Proposer.

20. Georgia Open Records Act: Information provided to the City is subject to disclosure under the Georgia Open Records Act, O.C.G.A. § 50-18-70 et seq. Pursuant to O.C.G.A. § 50-18-72 (a) (34), an entity submitting records containing trade secrets that wishes to keep such records confidential under this paragraph shall submit and attach to the records an Affidavit affirmatively declaring that specific information in the records constitutes trade secrets pursuant to Georgia Code O.C.G.A. § 10-1-760 et seq.

21. Confidential Submittals: All materials submitted are subject to disclosure under the

Georgia Open Records Act. If Proposer contends any portion is exempt as a trade secret, Proposer must submit, at the time of Proposal submission, a specific trade secret affidavit and clearly mark each page claimed confidential. The City makes no guarantee of confidentiality and will comply with applicable law.

22. Confidentiality and Data Security: The Proposer shall protect all City data, records, law enforcement sensitive information, personally identifiable information, and other nonpublic information using administrative, technical, and physical safeguards consistent with applicable law and commercially reasonable security practices. The Proposer shall restrict access to authorized personnel with a need to know, shall promptly notify the City of any actual or suspected unauthorized access, use, disclosure, or security incident affecting City information, and shall return or securely destroy City information upon request or upon contract completion, subject to applicable records retention requirements.

23. Iran Divestment Certification: The Proposer certifies that they are not included on the Iran Divestment List created under O.C.G.A. § 50-5-85.1 and do not participate in investment activities in Iran’s energy sector.

24. Certification Regarding Boycotts of Israel: To the extent required by O.C.G.A. § 50-5- 85, Proposer shall certify that it is not currently engaged in and agrees for the duration of the Contract not to engage in, a boycott of Israel. This certification shall apply only when required by applicable law based on the Contract value, the Proposer’s status as a company, and the nature of the goods or services being procured.

25. Debarment and Suspension Certification: The Proposer affirms that neither it nor any of its principals is currently debarred, suspended, proposed for debarment, or declared ineligible for contracts by any federal or state agency.

26. Records Retention: The Proposer must maintain all records, books, and documents pertinent to this Solicitation and any resulting Contract for at least five (5) years after completing the Services and must make them available for inspection upon reasonable request by the City or its auditors.

Records shall be made available upon reasonable request to:

Procurement Department, 4715 Frederick Drive SW, South Fulton, GA 30336.

27. Cost-Plus Prohibition: Cost-plus-a-percentage-of-cost pricing is prohibited and shall be deemed non-responsive.

28. Non-Discrimination: The Proposer agrees not to discriminate against any person based on race, color, religion, national origin, sex, age, disability, veteran status, sexual orientation, or gender identity in performing this Agreement.

29. Insurance Requirements: The Insurance requirements for any Contract awarded pursuant to this RFP are set forth in Appendix B: Insurance Requirements. Proposer must provide a copy of their current Certificate of Insurance, evidencing any existing Commercial General Liability policies issued for them, if any. For purposes of this section, “Proposer” shall mean an individual, corporation, or other Corporate Entity submitting a Proposal in connection with this Solicitation, including each Joint Venture partner if the Proposers are a Joint Venture.

30. Subcontractors and Subconsultants: The Proposer shall identify all proposed

Subcontractors or Subconsultants, including name, address, and scope of services. The City reserves the right to request additional information regarding qualifications and to approve or reject any Subcontractor or Subconsultant based on the City’s determination of capability, experience, or best interest. The City reserves the right to reject any proposed Subcontractor or Subconsultant whose qualifications, experience, or resources are determined to be insufficient.

30.1. The Proposer shall remain fully responsible for the acts, omissions, performance, pricing, compliance, insurance, safety, and conduct of all Sub-Contractors, suppliers, and sublet vendors. No subcontracting arrangement shall relieve the Proposer of any obligation under the Solicitation or resulting contract.

31. Examination of Proposal Documents:

31.1. Each Proposer is responsible for examining with appropriate care the complete RFP and all Addenda, and for informing itself with respect to all conditions which might in any way affect the cost or the performance of any Services. Failure to do so shall be at the sole risk of the Proposer, who is deemed to have included all costs for performance of the Services in their Proposal.

31.2. Each Proposer shall promptly notify the City in writing should they find discrepancies, errors, ambiguities, or omissions in the Proposal documents, or should their intent or meaning appear unclear or ambiguous, or should any other questions arise relative to the RFP. Replies to such notices shall be made in the form of an Addendum to the RFP, which shall be issued simultaneously to all potential Proposers. No oral responses are binding on the City.

31.3. The City may issue Addenda in accordance with applicable law to clarify, revise, add, delete, or otherwise modify this RFP at any time prior to the Proposal due date and time.

31.4. Each Proposer must acknowledge receipt of all Addenda by completing and submitting the Addendum Acknowledgement Form included with each Addendum.

31.5. The City reserves the right to waive minor informalities and technicalities that do not materially affect competition, price, or the City’s interest.

31.6. A Proposal may be rejected as non-responsive, and a Proposer may be disqualified where permitted by law, for reasons including, with limitation:

31.6.1. Failure to submit the Proposal by the stated deadline.

31.6.2. Failure to submit all material required forms, affidavits, certifications, acknowledgements, or pricing schedules.

31.6.3. Failure to acknowledge Addenda as required.

31.6.4. Inclusion of pricing in the Technical Proposal.

31.6.5. Failure to satisfy mandatory minimum qualifications.

31.6.6. Submission of materially false, misleading, incomplete, or inconsistent information.

31.6.7. Failure to hold pricing firm for the required period.

31.6.8. Failure to provide required bonds or insurance when expressly required as a condition of award.

31.6.9. Submission by a Proposer determined to be non-responsible.

31.6.10. Failure to hold firm pricing, failure to meet delivery, operational, or performance requirements.

31.6.11. Any material deviation, qualification, expectation, or condition that is prejudicial to the City or inconsistent with the Solicitation requirements.

32. Award and Execution of Contract: A Notice of Intent to Award, recommendation of award, or Council action authorizing award does not constitute a binding contract and does not authorize performance.

32.1. No contract shall exist unless and until the contract is fully executed by all required parties and, where applicable, all required bonds if required, insurance certificates, endorsements, affidavits, and other post-award documents have been received and accepted by the City.

32.2. In the event the City awards a contract pursuant to this Proposal, the City shall prepare and transmit to the Proposer an unsigned contract for execution. The City reserves the right to modify the contract to incorporate the Proposer’s Proposals, Scope of Services, and Cost Forms.

32.3. Upon City Council approval of the award, the City shall provide the Proposer with an unsigned contract through Adobe Sign or another City-approved electronic signature platform. The Proposer must execute and return the contract, along with all required Insurance Certificates and any additional documentation specified in this RFP (see Appendix A, ‘Post Notice of Intent to Award Submittals’) or requested by the City, within ten (10) calendar days of receipt. Failure to comply may result in withdrawal of the award, forfeiture of Proposal security if applicable, and award to the next highest ranked responsive and responsible Proposer, or to another Proposer determined by the City to provide the best overall value, in the City’s sole discretion and consistent with this Solicitation.

33. Illegal Immigration Reform and Enforcement Act: This RFP is subject to the Illegal

Immigration Reform and Enforcement Act of 2011 (the “Act”), formerly known as the Georgia Security and Immigration Compliance Act. In accordance with the Act, each Proposer must provide proof of registration in, and continued participation with, the E-Verify Program administered by the U.S. Department of Homeland Security.

The completed Contractor and Sub-Contractor Affidavit Forms, included in Appendix A:

Required Form Submittals, must be submitted with the Proposal at the time of submission.

The completed Contractor Affidavit, and any Subcontractor Affidavit required based on the Proposer’s proposed use of subcontractors, shall be submitted as required by O.C.G.A.

§ 13,10,91 and Appendix A. If no subcontractor is proposed at the time of Proposal submission, the Proposer shall certify that no subcontractor affidavit is currently applicable and shall submit any required subcontractor affidavit before the subcontractor performs work.

If the Proposer is required to obtain an Employer Identification Number (EIN):

The Proposer must complete the Contractor Affidavit on its own behalf and provide the Federal Work Authorization User ID Number issued to the Proposer.

If the Proposer is not required to obtain an EIN: Each entity comprising the Proposer’s business structure shall submit a separate Contractor Affidavit. This notice does not provide detailed legal advice on the Act. Each Proposer is solely responsible for ensuring compliance with the Act and for determining how it applies to their participation in this Solicitation. For more information or to enroll in the E-Verify Program, visit:

https://e-verify.uscis.gov/enroll.

34. Joint Ventures: Each party to a Joint Venture is required to fully complete and submit the Required Submittal Forms unless otherwise indicated in this RFP.

https://e-verify.uscis.gov/enroll

35. Conflict of Interest: Proposers are advised to read and familiarize themselves with the conflict-of-interest provisions of this RFP. The City reserves the right to issue RFPs for specific projects that are independent of RFP# 26-30, CITYWIDE PEST CONTROL MAINTENANCE SERVICES; except as stated in this RFP, these Instructions, and the Notice to Proposer concerning Conflicts of Interest. A successful Proposer under this RFP is not precluded from responding to such Solicitations.

36. Tax Exemption Status: The City is exempt from Federal Excise Tax or Georgia Sales Tax with regard to Goods and Services purchased directly by the City of South Fulton.

Exemption certificates furnished upon request.

37. Codes, Permits, Fees, Licenses, and Laws: The successful Proposer shall be solely responsible for obtaining and maintaining all licenses, certifications, permits, registrations, inspections, and associated fees required to perform Citywide Pest Control Maintenance Services. All services, materials, equipment, pesticides, and operations shall comply with all applicable Federal, State, and local laws, ordinances, regulations, and industry standards, including but not limited to regulations governing the handling, application, storage, transportation, and disposal of pesticides and other pest control products. Such requirements are deemed incorporated into and shall form a part of the resulting contract.

38. Payment Terms: The City will provide payment within thirty (30) calendar days of receipt of an undisputed invoice. Milestone or phased billing may be permitted when deliverables are clearly defined and accepted by the City.

39. Equivalent Experience: The Proposer shall demonstrate equivalent experience by providing evidence of services that are substantially similar in scope to citywide Pest Control Maintenance Services. Such experience may include commercial, municipal, institutional, or multi-site pest management services involving preventive pest control, inspections, monitoring, corrective treatments, and emergency response services. The Proposer must clearly demonstrate how the referenced experience is relevant to the scope and complexity of the services required under this solicitation.

40. Reservation of City Rights: The City reserves the right to reject any or all Proposals, waive informalities or minor irregularities, request clarification of Proposals, negotiate with one or more Proposers, and cancel this solicitation at any time.

40.1. The City may incorporate accepted innovation commitments into the final contract and may hold the Contractor accountable for the implementation of representations made in its Proposal.

41. Electronic Signature Acknowledgement: All communication pertaining to this solicitation and any resulting contract, including but not limited to Addenda, Notice of Award, contract amendments, and other official correspondence, shall be transmitted electronically by the City of South Fulton. The Proposer agrees to the following terms:

41.1. Official Delivery: Communications sent by the City shall be considered officially delivered on the date and time transmitted, unless the City encounters an error message indicating unsuccessful transmission.

41.2. Responsibility to Monitor: Proposers are responsible for actively monitoring the email address and/or electronic platform designated in their Proposal submission for communications from the City. Failure to receive or review electronic communications shall not exempt the Proposer from any obligations under this RFP or any resulting contract.

41.3. Legal Effect: Electronic communications issued in accordance with this section shall carry the same legal force and effect as if provided in hard copy.

41.4. Record Retention: The City’s electronic records of such communication shall constitute the official record for all Procurement and contract administration purposes.

41.5. The City shall have the right, upon reasonable notice and during normal business hours, to audit, inspect, and copy books, records, invoices, estimates, service reports, pesticide application records, work orders, staffing records, subcontractor records, insurance records, and other documentation reasonably related to pricing, performance, compliance, and contract administration. Contractor shall cooperate fully with any audit or review and shall retain such records for not less than five (5) years after final payment, Contract expiration, or final resolution of any audit, claim, or dispute, whichever is later.

42. Technical Proposal: The Technical Proposal shall demonstrate the Proposer’s understanding of the City’s objectives, the required scope of services, and the ability to successfully deliver all requested Services. The Technical Proposal must be complete, well-organized, and free of cost information. Inclusion of pricing within the Technical Proposal shall result in disqualification.

Any exception, qualification, deviation, assumption, limitation, or condition affecting the Proposer’s obligations, pricing, legal terms, insurance, schedule, service levels, or scope must be expressly identified in the Exceptions Form. Any statement elsewhere in the Proposal that purports to modify the Solicitation or resulting contract may be disregarded by the City unless expressly accepted by the City in writing. The City reserves the right to reject any Proposal containing material exceptions or conditions. The Technical Proposal shall include, at a minimum, the following:

42.1. Executive Summary: A brief overview summarizing the Proposer’s qualifications, understanding of the project, and unique approach to providing citywide Pest Control Maintenance Services of similar operational complexity. The summary shall demonstrate the Proposer’s ability to deliver effective preventive pest management, inspections, monitoring, corrective treatments, and emergency response services for City-owned and leased facilities.

42.2. Company Profile and Qualifications: A description of the Proposer’s organization, including years in business, ownership structure, and relevant experience in providing commercial, municipal, and institutional Pest Control Maintenance Services. The Proposer shall also highlight any specialized certifications, expertise, and past performance on similar citywide pest control service projects.

42.3. Project Approach and Methodology: A detailed narrative explaining how the Proposer intends to perform the required Services, manage operations, and ensure timelines are met.

42.4. Staffing Plan and Key Personnel: Identify the key personnel assigned to provide citywide Pest Control Maintenance Services under this contract, including their roles, qualifications, certifications, and relevant experience.

42.5. Past Performance and References: The Proposer shall provide a minimum of three

(3) references for projects involving commercial, municipal, institutional, or facility-wide Pest Control Maintenance Services of similar size, scope, and complexity.

References should demonstrate the Proposer's experience in providing routine preventive pest management, inspections, corrective treatments, emergency response services, and related Pest Control Maintenance Services.

42.6. Implementation Schedule: The Proposer shall provide a detailed implementation schedule outlining all major milestones for contract mobilization, staffing, inspections, routine Pest Control Maintenance Services, emergency response services, and ongoing service delivery. The schedule shall clearly demonstrate the

Proposer’s readiness and capacity to commence services upon contract award and maintain consistent service availability throughout the contract term.

42.7. Required Forms, Permits, Licenses, and Certifications: The Proposer shall submit all completed and signed forms required by this RFP, along with any applicable licenses, permits, and insurance certificates necessary to provide Pest Control Maintenance Services.

42.8. Submission Requirements: Separation of Technical and Price Proposal

The Technical Proposal shall not contain any pricing information. Any pricing found within the Technical Proposal shall result in disqualification.

42.9. Technical Proposals may reference commercial assumptions only at a high level, but must not include any numbers, unit rates, totals, or cost schedules; all pricing must be confined to Appendix B and any separately designated cost submission.

File Labeled Requirements:

• Technical Proposal – [Firm Name]

• Price Proposal [Firm Name]

42.9.1 Innovation and Continuous Improvement Plan: Each Proposer shall submit a detailed Innovation and Continuous Improvement Plan describing the specific methods, technologies, controls, and management practices that will be implemented to improve service delivery, enhance pest prevention and treatment effectiveness, strengthen response times, improve reporting and communication, promote environmentally responsible pest management practices, and improve overall value to the City.

42.9.2. At a minimum, the Innovation and Continuous Improvement Plan shall address the following:

42.9.2.1. Methods to improve service response times, inspection scheduling, and overall service delivery efficiency.

42.9.2.2. Strategies to reduce recurring pest infestations and improve the effectiveness of preventive pest management measures.

42.9.2.3. Preventive pest control enhancements that reduce future treatment requirements and associated costs.

42.9.2.4. Data reporting, tracking, or dashboard capabilities that improve contract oversight, service monitoring, and performance measurement.

42.9.2.5. Environmentally responsible pest management practices, including integrated pest management (IPM) techniques, reduced pesticide usage, and sustainable treatment methods.

42.9.2.6. Emergency response capabilities, mobile service technologies, or field support enhancements that improve responsiveness and service quality.

42.10 Pricing Restrictions and Non-Responsive Pricing: Cost-plus a percentage of cost pricing is prohibited and will be deemed non-responsive. Pricing must be submitted only in the Price Proposal file. Any pricing included in the Technical Proposal is grounds for disqualification.

43. Responsibility Determination Clause: The City reserves the right to determine the responsibility of the apparent successful Proposer prior to contract award, including verification of financial capacity, licensing, insurance coverage, and past performance.

44. Operational Data: All service records, inspection reports, treatment records, pest activity logs, monitoring data, and other operational data generated in connection with the performance of this Contract shall remain the property of the City. The City shall retain full access to all reports, records, tracking systems, and performance data utilized to monitor service delivery, contract compliance, and pest control activities throughout the term of the Contract.

45. Preserve City Discretion: The City shall retain sole discretion in assigning, reallocating, suspending, increasing, reducing, or terminating work assignments among awarded Contractors. No Contractor is guaranteed any minimum volume, percentage, rotation priority, or exclusivity unless expressly stated in a written contract executed by the City.

46. Removal and Suspension Rights: The City reserves the right to suspend a Contractor from receiving new service requests, remove a Contractor from the pool of qualified vendors, restrict a Contractor's ability to perform certain services, or terminate the Contract for cause in accordance with the contract terms if the Contractor fails to meet required performance standards, response times, service levels, licensing requirements, or other contractual obligations.

47. Performance Review and Contractor Scorecard: The City may evaluate Contractor performance periodically using a scorecard or similar performance management tool.

Performance factors may include response times, service quality, effectiveness of pest treatment and prevention measures, compliance with service schedules, inspection and reporting accuracy, emergency response performance, customer service, communication, regulatory compliance, and overall contract performance. Such evaluations may be used for purposes of work assignment, corrective action, contract renewal, or contract termination.

48. Corrective Action: If the City determines that a Contractor's performance is deficient, the City may require a written corrective action plan, increased reporting, management review, temporary suspension from new service requests, or other remedial measures.

Failure to cure deficiencies within the timeframe established by the City may result in further contractual action, including suspension, removal from the qualified vendor pool, or termination of the Contract.

49. Facility Additions, Closures, and Service Location Changes: The City reserves the right to add, remove, relocate, consolidate, close, lease, acquire, construct, renovate, or otherwise modify any facility, property, building, park, or service location during the term of the Contract. The Contractor shall provide services at newly added locations under the same terms, conditions, and pricing structure set forth in the Contract, unless otherwise agreed to in writing by the parties.

The City may discontinue services at any location upon written notice to the Contractor without penalty. The addition or removal of service locations shall not be construed as a change in the scope of the Contract requiring a formal amendment unless the City determines that a modification to pricing or services is warranted. The City makes no guarantee regarding the number, size, type, or continued use of facilities to be serviced during the Contract term.

50. Wildlife Removal and Exclusion Services: The Contractor shall provide wildlife removal and exclusion services as requested by the City, including the humane removal of nuisance wildlife and the identification and sealing of entry points to prevent reentry.

The Contractor shall maintain all required licenses, permits, and certifications and perform all services in accordance with applicable Federal, State, and local laws, regulations, and industry standards.

51. Service Credits, Emergency Response. Failure to meet the required emergency response time shall result in a service credit in the amount of Five Hundred Dollars ($500.00) per occurrence, unless the failure is excused in writing by the City. Emergency response time shall begin when the City issues the service request through the designated City contact, work order system, email, telephone call confirmed in writing, or other authorized communication method. Response time shall end when Contractor’s qualified technician arrives at the service location and is ready to perform the required service. Contractor shall document the time received, time dispatched, time arrived, time completed, technician assigned, and corrective action taken. Repeated failures may constitute grounds for corrective action, suspension of new assignments, removal from the contractor pool, termination for cause, or other remedies available to the City.

52. Integrated Pest Management (IPM) Certificate/Experience: The Contractor shall maintain and demonstrate certification or documented training in Integrated Pest Management (IPM) practices. Proposers must provide evidence of prior experience implementing IPM programs in commercial, municipal, institutional, or governmental facilities.

53. Licensing, Certification, and Regulatory Compliance: Contractor shall maintain all licenses, certifications, permits, registrations, inspections, and approvals required to perform the Services and shall comply with all applicable federal, state, and local laws and regulations governing pesticide handling, application, storage, transportation, and disposal. The Contractor shall provide proof of active Georgia Department of Agriculture structural pest control company licensing, certified operator credentials, registered employee credentials, pesticide applicator credentials, and, if applicable, nuisance wildlife control authorization with its Proposal, upon renewal of any credential, and upon the City's request. The Contractor shall not assign any personnel who are unlicensed, uncertified, suspended, expired, or otherwise unauthorized to perform regulated services.

Failure to maintain the required licenses, certifications, or regulatory compliance shall constitute a material breach of the Contract.

54. Annual Performance Review / Renewal Contingency: Contract renewal shall be contingent upon satisfactory performance as determined through an annual performance review conducted by the City. Performance will be evaluated based on KPI results, responsiveness, service quality, and compliance with contract requirements. The City reserves the right not to renew the contract if performance standards are not met.

55. Key Performance Indicators (KPI): The Contractor’s performance shall be evaluated based on, at a minimum, the following KPIs:

• Emergency response compliance rate (%)

• Recurring infestation rate

• Customer complaint rate

• Inspection completion rate (%)

• Service report submission timeliness

The City reserves the right to establish performance benchmarks and require corrective action plans for non-compliance.

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INTRODUCTION

The General Services Department seeks multiple qualified, experienced, and properly certified Proposers to provide citywide Pest Control Maintenance Services for City-owned and leased facilities on an as-needed basis. The solicitation is organized into facility categories as identified in the Facility Inventory and Location Listing. Proposers may submit Proposals for one, multiple, or all categories; however, Proposers must clearly identify in their Proposal and Cost Proposal Form the specific category or categories for which they are submitting a Proposal.

The selected Proposer(s) shall provide timely, effective, and professional Pest Control Maintenance Services, including preventive pest management, inspections, monitoring, corrective treatments, and emergency response services, to maintain safe, healthy, and pest-free environments in accordance with all applicable federal, state, and local regulations. The City reserves the right to make multiple awards by category to the Proposer(s) determined to be most advantageous to the City.

1. INTENT TO AWARD

The City intends to award one (1) or more contracts to the Proposer(s) whose Proposals are determined to provide the best overall value to the City, considering both qualitative and quantitative factors. Such factors include, but are not limited to, experience, qualifications, certifications, staffing, service approach, responsiveness, past performance, and pricing structure in response to RFP 26-30, Citywide Pest Control Maintenance Services.

Awarded Proposers will be assigned service locations and work based on the category or categories for which they are awarded, as identified in the Scope of Services. In determining work assignments, the City may consider factors including, but not limited to, facility type, geographic service area, specialty services required, contractor capacity, workload, performance history, response times, and operational needs.

The City shall retain sole discretion in the assignment and distribution of work among awarded Contractors. The City reserves the right to assign, reassign, increase, decrease, add, remove, or modify service locations, work assignments, and service requirements throughout the contract term based on operational needs, facility requirements, contractor performance, response capabilities, and the best interests of the City.

Work assignments shall not constitute a guarantee of any minimum quantity, frequency, facility assignment, or dollar amount of services to any awarded Contractor. The City may redistribute work among awarded Contractors to maintain adequate service coverage, ensure service quality, and support efficient contract administration.

The selected Proposer(s) shall be capable of providing comprehensive pest control maintenance services for City-owned and leased facilities in a reliable, effective, professional, and timely manner.

1.1. Responsibility: The determination of the Proposer’s responsibility shall be made by the City based on whether the Proposer meets the following minimum standard requirements:

1.1.1. Demonstrates relevant technical experience in commercial, municipal, institutional, or facility-wide Pest Control Maintenance Services, including inspections, preventive pest management, monitoring, corrective treatments, and emergency response services.

1.1.2. Possesses adequate personnel, equipment, resources, and operational capacity to perform Pest Control Maintenance Services efficiently, safely, and effectively across multiple City facilities.

1.1.3. Maintains a satisfactory record of performance on contracts of similar size, scope, and complexity for governmental, commercial, institutional, or other large-scale clients.

1.1.4. Holds all licenses, permits, certifications, and registrations required by federal, state, and local laws to perform Pest Control Maintenance Services, including any applicable pesticide applicator certifications.

1.1.5. Has adequate financial resources and organizational capacity to fulfill the obligations of the resulting contract.

1.2. Responsiveness: The City will determine responsiveness based on whether the

Proposal is complete, materially compliant with all requirements of this RFP, and free from material irregularities, exclusions, conditions, or exceptions. Alternate Proposals shall not be considered unless expressly requested or permitted in this RFP.

2. Confidentiality/Data Security: The Proposer agrees to maintain the confidentiality of all documents, data, records, reports, and other information developed, received, or obtained in connection with this Agreement related to Citywide Pest Control Maintenance Services.

The Proposer shall implement commercially reasonable administrative, technical, and physical safeguards to protect City information and shall not disclose any City data or information to any third party without the prior written authorization of the City, except as required by law.

3. Contract Termination for Non-Performance: The Proposer shall perform all Pest Control Maintenance Services in accordance with the response times, service schedules, and performance standards established by the City. Failure to meet required performance standards shall constitute a material breach of the Contract and may result in corrective action, suspension of service requests, removal from the qualified vendor pool, termination for default, or other remedies available to the City under the Contract.

4. Termination for Convenience: The City reserves the right to terminate any contract awarded under this solicitation, in whole or in part, and for any facility category, at any time and for any reason upon thirty (30) days' written notice to the Contractor. In the event of such termination, the Contractor shall be compensated only for pest control services satisfactorily performed and accepted by the City through the effective date of termination.

The Contractor shall not be entitled to compensation for lost profits or unperformed services.

5. Term of Contract: The City may renew the contract for up to three (3) additional one (1) year terms, at the City’s sole discretion, subject to satisfactory performance and availability of funds.

6. Annual Pricing Adjustments: Pricing submitted in response to this solicitation shall remain firm for the initial contract term. Any requested adjustment thereafter shall be supported by documentation demonstrating the basis for the increase and shall not exceed the percentage increase in the Consumer Price Index (CPI-U), All Urban Consumers, U.S.

City Average, for the preceding twelve (12) months. Any price adjustment shall be subject to the City's review and written approval and shall not become effective unless approved by the City.

7. Reprocurement or Backcharge Rights: In the event of Contractor failure, the City reserves the right to procure services from alternate sources and charge the Contractor for any cost differential.

8. Cooperative Procurement Use: The City may, at its sole discretion and to the extent permitted by applicable law, authorize other governmental entities, public agencies, authorities, and eligible cooperative purchasing participants (“Participating Entities”) to utilize any contract resulting from this Solicitation under the same terms, conditions, scope, and pricing structure.

8.1. Participation by any Participating Entity is strictly voluntary and shall not:

8.1.1. Modify or amend the terms of the contract.

8.1.2. Increase or expand the scope of services or obligations of the Contractor beyond those expressly stated in the contract; or

8.1.3. Create any contractual relationship, obligation, or duty between the City and any participating Entity.

8.2. The City shall have no liability, obligation, or responsibility of any kind for any procurement, order, payment, performance, non-performance, or dispute arising out of or related to a Participating Entity’s use of the contract. As a condition precedent to any use of the contract by a Participating Entity, the Contractor shall enter into a separate written agreement or accept a separate purchase order issued directly by the Participating Entity.

8.3. Such agreement or purchase order must expressly acknowledge that:

8.3.1. The City is not a party thereto; and

8.3.2. The City bears no liability or responsibility for any obligations arising thereunder.

8.3.3. The City reserves the unilateral right to limit, cap, suspend, or terminate cooperative use of the contract at any time, in whole or in part, including but not limited to limitations based on aggregate contract value, term, geographic scope, or service capacity. The Contractor shall have no claim against the City arising from the City’s exercise of such rights.

EVALUATION PROCESS AND SELECTION CRITERIA

Evaluation Process: The City will evaluate Proposals in accordance with the stated evaluation criteria and applicable City procurement authority. The City may conduct discussions, request clarifications, invite presentations, establish a competitive range, and request final offers, including best and final offers, as permitted by law. The City may award without discussion.

The City intends to select the Proposer or Proposers that are most qualified to meet the City’s needs.

The award shall be based on, but not limited to, the following factors:

Price Scoring Formula: Price Score = (Lowest Overall Cost

Proposer’s Price ) × 20

Price Points Awarded equals Lowest Total Evaluated Price divided by Proposer’s Total Evaluated Price, multiplied by the Maximum Price Points. Total Evaluated Price means the sum of all line items in Attachment B, Price Proposal, as completed by the Proposer and evaluated by the City.

Best Value Evaluation Standard.

Award shall be made to the responsive and responsible Proposer or Proposers whose…