S000000158 Pest Control Services IFB.pdf

STATE OF ARKANSAS

DEPARTMENT OF TRANSFORMATION AND SHARED SERVICES

OFFICE OF STATE PROCUREMENT

501 Woodlane St., Ste. 220 Little Rock, Arkansas 72201-1023

INVITATION FOR BID

SOLICITATION DOCUMENT

SOLICITATION INFORMATION

Solicitation Number: S000000158 Solicitation Issued: August 5, 2022

Description: Pest Control Services

Department: Division of Correction

SUBMISSION DEADLINE AND DELIVERY OF RESPONSE DOCUMENTS

Bid Opening Date: August 24, 2022 Bid Opening Time: 2:00 p.m., Central Time

Bid responses for this Invitation for Bid must be submitted through ARBuy, the State’s eProcurement system.

It can be accessed at https://arbuy.arkansas.gov. Bids received after the submission deadline may be rejected as untimely. See section 1.2 for information regarding Live Bid Openings.

TSS OFFICE OF STATE PROCUREMENT CONTACT INFORMATION

TSS OSP Buyer: Julie M. Robnolt Buyer’s Direct Phone Number: 501-371-6070

Email Address: julie.robnolt@arkansas.gov TSS OSP’s Main Number: 501-324-9316

TSS OSP

Website:

https://www.transform.ar.gov/procurement/ https://arbuy.arkansas.gov/ mailto:julie.robnolt@arkansas.gov https://www.transform.ar.gov/procurement/

SECTION 1 – REQUIREMENTS

• Do not provide responses to items in this section unless specifically and expressly required.

1.1 INTRODUCTION

This Invitation for Bid (IFB) is issued by the TSS Office of State Procurement (TSS OSP) for the Division of Correction (DOC) to obtain pricing and contract(s) for Pest Control Services for the DOC locations in Arkansas. Direct all questions, comments, or concerns you may have regarding this solicitation to the TSS Office of State Procurement, not the DOC.

Contracts will be awarded to the lowest bidding, responsible Prospective Contractor per the DOC job number. The Contractor shall provide Pest Control Services for their awarded DOC job number which consists collectively of 19 job locations, 536 DOC buildings/complexes, covering approximately 5,262,318 square feet, in 14 cities in Arkansas as summarized below. Prospective Contractors may reference Attachment A: Pest Control Services by DOC Job Number for additional details about the Jobs listed below.

DOC Job #’s City Total # of Buildings

Total Square Feet

Name(s) of DOC Job Site(s)

Job 1 Pine Bluff 69 576,507 Pine Bluff Complex

Job 2 Benton 6 101,209 Benton

Job 3 Grady 148 785,519 Cummins Unit

Job 4 Dermott 19 178,820 Delta Region

Job 5 Brickeys 35 487,871 East AR Regional Unit

Job 6 Tucker 24 223,047 Maximum Security Unit

Job 7 Luxora 8 42,910 Mississippi County Work

Release Center

Job 8 Calico Rock 16 228,674 North Central Unit

Job 9 Tucker 57 337,515 Tucker Unit

Job 10 Tucker 4 14,730 Tucker Boot Camp

Job 11 England and Tucker 9 49,391 Training Academy

Job 12 Grady 25 526,715 Varner Unit

Job 13 Wrightsville 50 349,971 Wrightsville Unit

Job 14 Little Rock 2 20,000 Industry Unit Warehouse

Job15 Newport 23 335,129 Grimes Unit

Job 16 Newport 7 267,382 McPherson Unit

Job 17 Malvern 30 718,137 Ouachita River Unit

Job 18 Pine Bluff 2 8,523 AR Correctional Industries

Job 19 Springdale 2 10,268 Northwest AR Work

Release

19 Job Numbers

14 Cities 536 Bldgs.

5,262,318

Square Feet 19 Job Sites

1.2 LIVE BID OPENING

Use the information below to view the bid opening online.

Zoom Meeting Link:

https://arkansas-gov.zoom.us/j/89996670391?pwd=QTNqYkFmdnpYUW5uRkZHNzN3YUNlQT09

Meeting ID: 899 9667 0391 Meeting Password: 989126 Dial-In Information: 877 853 5257 US Toll-free 888 475 4499 US Toll-free

1.3 CLARIFICATION OF SOLICITATION

A. Submit any questions requesting clarification of information contained in this Solicitation via the solicitation posting in ARBuy by midnight, Central Time on or before August 11, 2022.

1. For each question submitted, Prospective Contractor should reference the specific solicitation item number to which the question refers.

2. Prospective Contractors’ written questions will be consolidated and answered by the State as deemed appropriate. The State’s consolidated written response is anticipated to be posted to the solicitation posting in ARBuy by the close of business on August 16, 2022. If Prospective Contractor questions are unclear or non-substantive in nature, the State may request clarification of a question(s) or decline to answer.

B. The Prospective Contractor should notify the TSS OSP buyer of any term, condition, etc., that precludes the Prospective Contractor from submitting a compliant, Responsive Bid. Prospective Contractors should note that it is the responsibility of the Prospective Contractor to seek resolution of all such issues, including those relating to the terms and conditions of the contract, prior to the submission of a bid.

C. Prospective Contractors may contact the TSS OSP buyer with non-substantive questions at any time prior to the bid opening.

D. An oral statement by TSS OSP will not be part of any contract resulting from this solicitation and may not reasonably be relied on by any Prospective Contractor as an aid to interpretation unless it is reduced to writing and expressly adopted by TSS OSP.

1.4 DEFINITION OF TERMS

A. Unless otherwise defined herein, all terms defined in Arkansas Procurement Law have the same meaning herein.

B. “Annual Pest Control Service” means inspecting, treating with insecticides or other chemicals to exterminate pests, and providing recommendations and supplies to the DOC to deter pests and prevent re-infestation. Annual Pest Control Services occur each year of the contract terms with the first Annual Pest Control Service beginning approximately 365 Calendar Days after the completion of the Initial Clean Out Treatment.

C. “Bid Submission Requirement” means a task a Prospective Contractor must complete when submitting a bid response. These requirements will be distinguished by using the term “shall” or “must” in the requirement.

D. “Business Days” means Monday through Friday, 8:00 a.m. to 4:30 p.m. Central Time, excluding State

Holidays.

E. “Calendar Day” means every day on the calendar, including weekends and holidays.

https://arkansas-gov.zoom.us/j/89996670391?pwd=QTNqYkFmdnpYUW5uRkZHNzN3YUNlQT09 https://www.sos.arkansas.gov/calendar/ https://www.sos.arkansas.gov/calendar/

F. “Follow-Up Treatment” means the pest control service performed whereby the Contractor returns to a DOC facility ten (10) to fourteen (14) Calendar Days after the Initial Clean Out Treatment to inspect and confirm the Initial Clean Out Treatment has been effective for the facility and applies additional treatment and provides recommendations as necessary to exterminate any pests remaining after the Initial Clean Out Treatment.

G. “Initial Clean Out Treatment” means the first inspection, insecticidal or other chemical treatment, and recommendations the Contractor provides to a DOC facility.

H. The terms “Invitation For Bid,” “IFB,” and “Solicitation” are used synonymously in this document.

I. “Monthly Pest Control Service” means inspecting and treating with insecticides or other chemicals approximately every thirty (30) Calendar Days as specified in this IFB and providing recommendations, traps, and other necessary supplies to keep rodents or pests away and prevent reinfestation.

J. “Prospective Contractor” means a responsible bidder who submits a Responsive Bid in response to this solicitation.

K. “Requirement” means a specification that a Contractor’s commodity must and/or service shall meet or exceed in the performance of its contractual duties under any contract awarded as a result of this IFB. These specifications will be distinguished by using the terms “shall” and “must” in the requirement.

L. “Responsive Bid” means a bid submitted in response to this solicitation that conforms in all material respects to this IFB.

M. “Shall” and “Must” mean the imperative and are used to identify requirements.

N. “Specification” means any technical or purchase description or other description of the physical or functional characteristics, or of the nature, of a commodity or service. “Specification” may include a description of any requirement for inspecting, testing, or preparing a commodity or service for delivery.

O. “State” means the State of Arkansas. When the term “State” is used herein to reference any obligation of the State under a contract that results from this solicitation, that obligation is limited to the Department using such a contract.

P. “Unsatisfactory Service” means failing to fulfill the Requirements of this IFB including but not limited to failing to treat an awarded DOC facility or an area within the facility as required and/or failing to respond to DOC requests for service.

1.5 VOLUNTARY SITE VISITS

A. Prospective Contractors may schedule a site visit by contacting the facility(s) in which the Prospective Contractor wishes to bid. See Attachment B: DOC Contact Information for Site Visits.

1. A site visit is not mandatory to be able to submit a bid response.

2. Contact information is being provided to the Prospective Contractors as a courtesy to be able to inspect a site. Prospective Contractor shall contact DOC to set up a site visit only. The TSS OSP buyer listed in ARBuy remains the sole contact for the solicitation other than for the purpose of setting up a voluntary site visit.

3. No oral statement or any information presented by DOC during the site visit will become part of the resulting contract unless it is reduced to writing and expressly adopted by TSS OSP.

4. Information presented should be evaluated at the Prospective Contractor’s own risk.

1.6 GENERAL REQUIREMENTS

A. The Contractor shall provide pest control services as specified within this IFB. Pest control services includes but not limited to:

1. Initial Clean Out Treatments

2. Follow-Up Treatments

3. Monthly Pest Control Services

4. Annual Pest Control Services

5. Responding to the DOC service requests and performing insecticidal and other chemical treatments, providing traps, supplies, and recommendations to the DOC facilities as requested by the DOC during the contract terms.

B. The Contractor shall inspect for and apply insecticides or other chemical treatments to exterminate household pests, including but not limited to rats, mice, ants, spiders, lice, silverfish, weevils, roaches, fleas, mites, wasps, bedbugs, mosquitoes, and ticks.

C. Contractor shall provide all materials, equipment, insecticides and other chemicals, personnel, and supervision needed to accurately and effectively perform the services in this IFB.

1. Insecticides and other chemicals must be approved for use by the United States Public Health

Service and/or the United States Bureau of Entomology and Plant Board.

D. Contractor shall adhere to applicable Administrative Rules and regulations of the DOC, including but not limited to AR0401 Searches for and Control of Contraband and AR0224 Tobacco. A complete list of the DOC’s Administrative Rules may be found here.

E. The DOC reserves the right to add additional or remove structures, buildings, and areas at each DOC facility to receive pest control services as the DOC determines necessary during the contract terms.

Should the DOC determine necessary, the Contractor shall add the additional structures, buildings, and areas to the schedule to receive services. This is expected to be a rare occurrence.

F. Contractor shall service the DOC properties on a schedule as determined by the Contractor and the

DOC.

G. Due to the security at each location, Contractor shall have additional technicians available to service the DOC properties in the event of a technician illness or other commitment.

1.7 MATERIALS AND METHODS

A. Contractor shall only use materials and methods recommended and/or suggested by the United States Public Health Service and/or the United States Bureau of Entomology and Plant Board.

B. Contractor shall use the most current and effective insecticides and other chemicals known to the industry and shall perform application using the most up-to-date equipment.

C. While applying chemicals and insecticides, the Contractor shall take all safety precautions necessary to ensure the pest control services and treatments provided do not become hazardous to the health of the DOC occupants or interfere with DOC operations.

https://doc.arkansas.gov/wp-content/uploads/2020/09/AR_0212_Searches_of_Employees_Living_on_State_Property.pdf https://doc.arkansas.gov/wp-content/uploads/2020/09/AR_0224_Tobacco.pdf https://doc.arkansas.gov/correction/publications/policies-and-procedures/administrative-rules/

D. In food processing/kitchen areas, the Contractor shall only use chemicals and insecticides that comply with applicable Arkansas Department of Health (ADH) rules and regulations and that are approved by the United States Department of Agriculture (USDA) for such application.

1.8 SCHEDULE

A. Within seven (7) Business Days after award of a resulting contract or within an alternate timeframe approved by the DOC, the Contractor shall begin performing the Initial Clean Out Treatment.

B. After the Initial Clean Out Treatment is performed, Contractor shall return to the DOC location within ten (10) to fourteen (14) Calendar Days to perform the Follow-Up Treatment.

1. At the time of the Follow-Up Treatment, the Contractor shall re-treat a DOC facility should the

Contractor find the Initial Clean Out Treatment has been ineffective or as otherwise requested by the DOC.

2. In cases of infestations and/or live pests found to be present at the Follow-Up Treatment, then in addition to the Follow-Up Treatment, the Contractor shall re-treat the DOC facility as many times thereafter as is necessary to completely eradicate the pests.

C. Unless an alternate timeframe is approved by the DOC, the Contractor shall begin providing Monthly Pest Control Service to the kitchen areas and administrative/office areas within approximately thirty (30) Calendar Days after the completion of Follow-up Treatment.

1. The Contractor will then proceed to treat all kitchen areas and administrative/office areas monthly and all remaining areas, at a minimum, annually or upon request.

2. Within approximately 365 Calendar Days after the completion of the Initial Clean Out Treatment, the Contractor shall provide Annual Pest Control Services to all areas at the awarded DOC job site as directed by the DOC and upon request from the DOC during the contract terms, including but not limited to:

i. Staff housing

ii. Storerooms

iii. Food service carts

iv. Kitchen areas

v. Living quarters

vi. Office spaces

vii. Sheds

viii. Guard towers

ix. Crawl spaces

x. Work areas

D. There may be instances throughout the contract terms whereby the DOC will need pest control services performed that will be in addition to the Monthly Pest Control Services and Annual Pest Control Services stated herein. As such, the Contractor shall respond onsite to the requesting DOC facility within twenty-four (24) hours of receipt of request from the DOC to perform treatment at no additional cost to the State.

1. The request is typically made by the person at the unit that escorts the technician for pest control services.

2. Requests may also be made via email or phone by Flora Johnson, the contract administrator.

E. Contractor shall provide the pest control services required by this IFB on Business Days between the hours of 8:00 a.m. and 4:30 p.m., Central Time.

F. Contractor shall coordinate service with the DOC personnel at least seven (7) Calendar Days prior to providing pest control services in food service/kitchen and medical areas and in areas from which personnel or inmates need to be removed from the treatment area (such as barracks). The DOC contact information will be provided after award of the resulting contract(s).

1. If requested by the DOC, the Contractor shall coordinate all services with the DOC regardless of which DOC job site area the pest control services will be performed. The DOC reserves the right to have final approval of the pest control services schedule.

G. Before leaving the DOC job site, the Contractor shall inform the DOC of the next service date and the location of the treatment so that the DOC will have time to make special arrangements to relocate personnel and inmates who may be sensitive to chemicals or for other reasons as determined necessary by the DOC.

1.9 INSURANCE

A. Prior to award and upon request from TSS OSP, the anticipated successful Prospective Contractor shall furnish a Certificate of Insurance and must keep the insurance current throughout the aggregate term of the contract.

B. Certificates of Insurance must contain a provision whereby coverage afforded under the insurance policies will not be cancelled or modified unless prior written notification is provided to the State at least fifteen (15) Calendar Days prior to the cancellation or modifications becoming effective.

C. Contractor shall carry Worker’s Compensation and Employee Fidelity Coverage at the Standard limits as outlined by the Contractor’s insurance carrier.

1. Worker’s Compensation and Employee Liability Policy

a. Worker’s Compensation Statutory Limits

b. Employer’s Liability $100,000 each accident

2. Comprehensive General Liability Policy

a. Bodily Injury $500,000 each person $500,000 each occurrence

b. Property Damage $1,000,000 each occurrence

$1,000,000 aggregate

c. Automobile Liability $100,000 each occurrence

i. Automobile liability to include non-owned and hired vehicles.

3. Premises and Operation Liability

4. Personal Injury Liability

1.10 PERFORMANCE STANDARDS

A. State law requires that contracts for services include Performance Standards for measuring the overall quality of services that a Contractor shall provide.

B. The State may be open to negotiations of Performance Standards prior to contract award, prior to the commencement of services, or at times throughout the contract duration. Table A: Performance Standards identifies expected deliverables, performance measures, or outcomes; and defines the acceptable standards.

C. Performance Standards shall not be amended unless they are agreed to in writing and signed by the parties.

D. Failure to meet the minimum Performance Standards as specified will result in the assessment of damages.

E. In the event a Performance Standard is not met, the Contractor will have the opportunity to defend or respond to the insufficiency. The State has the right to waive damages if it determines there were extenuating factors beyond the control of the Contractor that hindered the performance of services.

In these instances, the State has final determination of the performance acceptability.

F. Should any compensation be owed to the Department due to the assessment of damages, Contractor shall follow the direction of the Department regarding the required compensation process.

Table A: Performance Standards

Criteria Acceptable Performance Damages

Materials and Methods

Contractor uses materials and methods recommended by the U.S. Public Health Service or the U.S. Bureau of Entomology and Plant Board.

• $100 credit to monthly invoice for each instance whereby the Contractor fails to comply with U.S. Public Health Service or U.S. Bureau of Entomology and Plant Board materials and methods.

• Repeated violations may result in cancellation of the contract in accordance with the Termination and Cancellation Clauses stated in the Standard Services Contract.

Contractor uses chemicals in the food processing areas that comply with the AR Department of Health (ADH) rules and regulations and are approved by the U.S.

Department of Agriculture (USDA)

• $100 credit to monthly invoice for each instance whereby the contractor fails to use chemicals in food processing areas that comply with ADH rules and regulations and are approved by the USDA for such application.

accordance with the Termination and

Service Schedule

Contractor provides an Initial Clean Out Treatment and provides Follow-Up Treatments in ten (10) to fourteen (14) days.

5% deducted from invoice for each Initial Clean Out Treatment and Follow-Up Treatment not performed as required by the IFB.

Contractor provides Monthly Pest Control Services as stated in the IFB.

5% deducted from monthly invoice for each missed scheduled pest control service.

Contractor responds to requests by the DOC for additional treatment(s) within twenty-four (24) hours of receipt of request.

5% deducted from monthly invoice for each instance whereby the Contractor fails to respond on-site to the DOC location per DOC request.

Insurance Contractor maintains insurance as per this IFB throughout the terms of the contract.

• $100 credit to monthly invoice for each instance whereby the Contractor fails to comply with insurance requirements.

accordance with the Termination and

SECTION 2 – GENERAL INSTRUCTIONS AND INFORMATION

• Do not provide responses to items in this section unless specifically and expressly required.

2.1 TYPE OF CONTRACT

A. As a result of this IFB, TSS OSP intends to award contracts to a single Contractor per each DOC job number.

B. The anticipated starting date for any resulting contract is November 1, 2022, except that the actual contract start date may be adjusted unilaterally by the State for up to three (3) calendar months. By submitting a signed bid in response to the IFB, the Prospective Contractor represents and warrants that it will honor its bid as being held open as irrevocable for this period.

C. The initial term of a resulting contract will be for one (1) year. Upon mutual agreement by the

Contractor and Division, the contract may be renewed by TSS OSP for up to six (6) additional one-year terms or portions thereof, not to exceed a total aggregate contract term of seven (7) consecutive years.

2.2 CONTRACTOR SELECTION

A. Award will be made to the lowest-bidding, responsible Prospective Contractor on a per DOC Job

Number basis (per line-item basis).

B. Prospective Contractors may bid on a single DOC job number, multiple DOC job numbers, or on all

DOC job numbers. Prospective Contractors should note there are three (3) line items per DOC job number on the Official Bid Price Sheet. Whichever DOC job number(s) the Prospective Contractor intends to bid, the Prospective Contractor shall bid on all three (3) line items applicable to a DOC job number.

2.3 RESPONSE DOCUMENTS

A. All bid responses must be submitted through ARBuy, the State’s eProcurement system. The system can be accessed at https://arbuy.arkansas.gov.

B. Bid Response Packet

1. The following are bid submission requirements and must be submitted as part of a Prospective

Contractor’s bid response.

a. Signed Bid Signature Page. Signature may be ink or digital. (See Bid Response Packet.)

b. Completed Bid Response Packet, which must be in the English language.

c. Completed Pricing Response. The Official Bid Price Sheet is provided as a separate electronic file posted with this Bid Solicitation. Pricing must be proposed in U.S. dollars and cents.

d. Proposed Subcontractors Form. The utilization of any proposed subcontractor is subject to approval by the Department.

e. Exceptions Form.

2. The following items, which must be submitted prior to a contract award to the Prospective Contractor, may also be included with the Prospective Contractor’s bid response:

a. EO 98-04 Contract & Grant Disclosure Form.

https://arbuy.arkansas.gov/

b. Copy of Prospective Contractor’s Equal Opportunity Policy.

c. Voluntary Product Accessibility Template (VPAT), if applicable.

d. Certificates of Insurance

3. DO NOT include any other documents or ancillary information, such as a cover letter or promotional/marketing information.

2.4 PRICING

A. The price of the services herein described shall be provided as follows.

1. A price to perform the Initial Clean Out Treatment in all areas applicable to the job number being bid. Pricing for this service applies to the initial term of the resulting contract only. Pricing for the Initial Clean Out Treatment must be provided in the Official Bid Price Sheet for each DOC job site on which the Prospective Contractor is bidding.

2. A price to perform the Follow-Up Treatment in all areas applicable for the job number being bid.

Pricing for this service applies to the initial term of the resulting contract only. Pricing for the Follow-Up Treatment must be provided in the Official Bid Price Sheet for each DOC job site on which the Prospective Contractor is bidding.

3. A price to perform Monthly Pest Control Services applicable only to the administration/office areas and the kitchen/food service areas for the job number being bid. Pricing for Monthly Pest Control Services must be provided in the Official Bid Price Sheet for each DOC job site on which the Prospective Contractor is bidding.

a. And on an annual basis the Prospective Contractor shall provide services for staff housing, living quarters, outbuilding, as detailed in 1.8-C-2.

B. There are three (3) line items for each of the 19 DOC job numbers. Prospective Contractors shall price all three (3) line items for the DOC job number to which their bid applies.

2.5 INVOICING

A. Payment will be made each month upon presentation of a monthly invoice. Payments will not be made unless every building and all areas of each building have been inspected and treated within the monthly period as required by this IFB.

B. Contractor shall request and receive from the facility(s) personnel providing the services, a printed name and signature on each ticket of each location of service.

1. A copy of the signed tickets must be submitted with invoices in order to receive payment from the DOC.

2.6 ACCEPTANCE OF REQUIREMENTS

A. Unless a Prospective Contractor expressly and conspicuously identifies any exception or exceptions to any of the Requirements in the Requirements Section(s) of this IFB by listing them on the Exceptions Form (See Bid Response Packet), Prospective Contractor understands and agrees its submission of a bid to represent that its bid meets all such Requirements.

B. A Prospective Contractor’s bid may be rejected if the Prospective Contractor takes exception to any Requirements in the Requirements Section(s) of this IFB.

2.7 ADDITIONAL TERMS AND CONDITIONS

A. This IFB incorporates all of the Solicitation Terms and Conditions located on the TSS OSP website here (Agencies – Forms and Reporting – Solicitation Templates):

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/.

B. Any special terms and conditions included in this Solicitation shall override the Solicitation Terms and Conditions.

C. Unless a Prospective Contractor expressly and conspicuously identifies any exception or exceptions to any of the terms in the Services Contract (SRV-1) Fillable Form by listing them on the Exceptions Form (See Bid Response Packet), Prospective Contractor agrees and shall adhere to all terms if selected as the successful Contractor. Items identified as non-negotiable may only be modified if the legal requirement is satisfied and approved by the State. The Services Contract (SRV-1) Fillable Form can be viewed on the TSS OSP website here (Agencies – Services – Forms):

https://www.transform.ar.gov/procurement/agencies/services/.

D. A Prospective Contractor’s bid may be rejected if a Prospective Contractor takes exception to any terms or conditions in the documents listed in 2.7.A and 2.7.C.

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/ https://www.transform.ar.gov/procurement/agencies/services/