Sacramento_County_Department_of_Airport_Rodent_Management_Services_-_RFP.pdf

REQUEST FOR PROPOSALS

RODENT MANAGEMENT SERVICES

FOR SACRAMENTO COUNTY

DEPARTMENT OF AIRPORTS

Proposals Due:

Tuesday, February 17, 2026 12 P.M. Pacific Time

Request for Proposals Table of Contents Rodent Management Services for Sacramento County Department of Airports

TABLE OF CONTENTS

I. SUMMARY AND BACKGROUND

II. DEADLINE AND PROPOSAL SUBMISSION

III. PURPOSE AND OBJECTIVES

IV. ANTICIPATED SCOPE OF SERVICES

V. TERM AND EFFECTIVE DATE OF THE AGREEMENT

VI. HOW TO OBTAIN A COPY OF THIS RFP

VII. MANDATORY VIRTUAL PRE-PROPOSAL CONFERENCE

VIII. FORMAT OF PROPOSAL

IX. MINIMUM QUALIFICATIONS

X. STATEMENT OF QUALIFICATIONS

XI. FEE STRUCTURE, PROPOSAL COST, AND SCOPE

XII. REFERENCES

XIII. RFP TIMELINE

XIV. EVALUATION OF PROPOSALS

XV. QUESTIONS

XVI. BACKGROUND CHECKS

XVII. CONDITIONS

XVIII. NEGOTIATION OF AGREEMENT

Attachments:

1. Sample Agreement for Rodent Management Services for Sacramento

County Department of Airports

2. FAA General Contract Provisions for Solicitations

3. County of Sacramento Contractor Certification of Compliance Form

4. Contractor Identification Form

Request for Proposals Page 1 of 13 Rodent Management Services for Sacramento Department of Airports

December 23, 2025

TO: Prospective Service Providers

FROM: Aubrie Hollars

Administrative Services Officer II Sacramento County Department of Airports

SUBJECT: Rodent Management Services for Sacramento County Department of Airports

I. SUMMARY AND BACKGROUND

The County of Sacramento (County) owns and/or operates Sacramento International Airport (SMF) and three additional general aviation airports through the Department of Airports (SCDA or Department). The Department is issuing this Request for Proposals (RFP) to solicit proposals from prospective service providers (Proposers) for Rodent Management services at SMF.

II. DEADLINE AND PROPOSAL SUBMISSION

Submittals shall be compromised of one (1) digital PDF copy of the Proposal (in a format compatible with Adobe Acrobat) and one (1) digital copy of the Proposal compatible with Microsoft Word in DOC or DOCX format.

• Proposals are due no later than 12:00 P.M. Pacific Time (PT) on February 17, 2026.

• All late responses will be rejected.

• Proposals must be submitted via OpenGov.

III. PURPOSE AND OBJECTIVES

The Department is seeking a service provider qualified to provide rodent management services using a Carbon Monoxide Gassing System (CMGS) or a Pressurized Exhaust Rodent Controller (PERC) to treat open burrow rodents such as gophers and ground squirrels.

IV. ANTICIPATED SCOPE OF SERVICES

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The selected Proposer is expected (“Contractor” for purposes of this Section IV) to provide rodent management services at SMF, which shall include:

1. Pre-service inspections performed by Contractor with Department staff.

2. Use of a Pressurized Exhaust Rodent Controller (PERC) trailer to inject active burrows and tunnels on approximately 120 acres of landscape area at SMF including all colored areas as depicted below:

3. Use of a Burrow Blocker trailer to pump a slurry of sand and water into burrows.

A. Contractor to provide, to the Department’s Park

Maintenance Superintendent, photographs each week with each inspection and electronic reporting.

B. Contractor will treat the infected area as necessary to produce two (2) weeks of rodent inactivity. Any excess treatment after the initial three (3) applications will be made at Contractor’s expense.

C. Contractor will inspect and treat infected areas weekly as directed by Department staff.

D. Treatment will be permitted Monday – Friday between the hours of 6:30 am and 4:00 pm.

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E. Contractor’s vehicles may not drive on any unpaved area.

If a vehicle is parked on the side of the road, it is required to have cones placed for safety purposes. One (1) cone must be placed at the front of the vehicle. One (1) cone must be placed at the rear of the vehicle. One (1) cone must be placed five (5) to six (6) feet behind the vehicle.

Any person(s) walking outside the vehicle is required to wear a class three (3) safety vest.

F. If Contractor causes any damage to County’s property, Contractor is responsible for the cost of repairs or replacement of such damaged property.

V. TERM AND EFFECTIVE DATE OF THE AGREEMENT

The Department intends to award an agreement in June 2026. The anticipated term of this agreement will be three (3) years, ending on June 30, 2029, with two (2) additional one-year options to extend the term, for a possible total term of five (5) years.

VI. HOW TO OBTAIN A COPY OF THIS RFP

A copy of this RFP and any addenda to it can be found on the following websites:

Sacramento County Department of Airports Website:

http://www.sacramento.aero/scas/opportunities/bids_and_requests

OpenGov Website:

Procurement Portal

VII. MANDATORY VIRTUAL PRE-PROPOSAL CONFERENCE

A Mandatory Virtual Pre-Proposal Conference is scheduled for January 13, 2026, from 10:00 A.M. to 11:00 A.M. PT. The purpose of the conference will be to discuss the requirements and objectives of this RFP. Department representatives will be available to answer questions from interested companies.

Please email Aubrie Hollars at HollarsA@Saccounty.gov to attend the Pre-Proposal Conference. Attendance requests will be accepted for the Mandatory Virtual Pre-Proposal Conference until 12:00 P.M. on January 12, 2026.

http://www.sacramento.aero/scas/opportunities/bids_and_requests https://procurement.opengov.com/portal/saccounty mailto:HollarsA@Saccounty.gov

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Your e-mail should include your company’s name and the names, phone numbers, and email addresses of those who will be attending the conference. Only two (2) representatives from any one (1) prospective proposer will be allowed. Attendance will be verified using this information. Once an attendance request is received, Department staff will send calendar invites to the listed attendees with the necessary log-on information. Failure to attend the Mandatory Pre- Proposal Conference will result in disqualification from further participation in this RFP and consideration for contract award.

VIII. FORMAT OF PROPOSAL

Proposals submitted in response to this solicitation must be prepared in the following format and must address the contents in this Section VIII and Sections IX, X, XI, and XII listed below. The proposal must be signed by an authorized employee or officer to receive consideration.

A. COVER LETTER FOR PROPOSALS

A cover letter must be included with the proposal and must be signed by an individual who is authorized to contractually bind the Proposer. The cover letter must be submitted on business letterhead and contain the following information:

1. Name and address of Proposer;

2. Name, telephone number, and e-mail address of a designated contact person;

3. Name, title, address, telephone number, and e-mail address of the individual(s) with authority to execute a binding agreement on behalf of the Proposer;

4. Demonstrated understanding of the work to be performed, the commitment to perform the work, and why the Proposer believes it is the best qualified to perform the work;

5. Acknowledgement of any Addenda that may be issued;

6. Acknowledgement that Proposer has reviewed the proposed sample agreement, attached hereto and

Request for Proposals Page 5 of 13 incorporate herein as Attachment 1, and the Scope of Services contained therein;

7. A statement that the Proposer agrees to the sample agreement format, its content and all requirements as presented, including insurance coverage and limits; and

8. State other general information which the Proposer desires to include regarding the Proposer’s business organization.

B. EXECUTIVE SUMMARY

The executive summary will list important features of the proposal and must include a statement certifying that the proposer meets or exceeds the minimum requirements of this

RFP.

C. REQUIRED DOCUMENTATION AND FORMS

In addition to the Cover Letter, the following documentation and forms must be completed and attached to the proposal:

1. County of Sacramento Contractor Certification of

Compliance Form provided as Attachment 3 to this RFP;

and

2. Contractor Identification Form provided as Attachment 4 to this RFP.

D. PAGE LIMITS

Proposals must be typed or printed in a font no smaller than eleven

(11) point, on 8.5” by 11” sized pages. The proposal should be concise and must not exceed forty (40) pages, including any marketing materials.

The following items are not included in the page limit count:

1. Cover page;

2. Cover letter;

3. Staff resumes;

Request for Proposals Page 6 of 13

4. Contractor team organization chart;

5. County of Sacramento Contractor Certification of Compliance Form; and

6. Contractor Identification Form.

IX. MINIMUM QUALIFICATIONS

This section describes the minimum required qualifications a Proposer must demonstrate to be eligible to submit a proposal under this RFP.

Proposals that do not meet these minimum qualifications will not be further evaluated or considered.

It is the Proposer’s responsibility to incorporate all pertinent information to effectively present a proposal and to communicate its qualifications. All Proposers are required to thoroughly review all Attachments detailing services required, specifications, and required reports.

A. Successful proposers will have worked in the rodent management services industry and have experience using a CMGS or PERC machine for a minimum of five (5) years.

B. Successful proposers must have prior experience with similar projects.

C. Proposer must be California Department of Pesticide Regulation approved.

D. The Contractor shall maintain insurance and workers' compensation coverage that complies with or exceeds the minimum requirements established by the County.

E. The Contractor must be registered with the California Secretary of State and permitted to conduct business in the State of California.

X. STATEMENT OF QUALIFICATIONS

The selected Proposer must successfully demonstrate the capability to assess the current level of rodent activity and develop an acceptable plan for eradication. Proposals to this RFP should contain sufficient information to demonstrate qualifications and experience, cite previous

Request for Proposals Page 7 of 13 examples of success and must respond to the following questions to include the following information:

1. Provide a complete list of at least five (5) clients for which the Proposer is currently providing rodent management services and briefly identify the specific services provided to each. Further indicate the expiration/termination date of the underlying services agreement(s).

2. Provide a minimum of two (2) examples of successful rodent management service eradication plans.

3. Provide a summary of your firm’s experience and qualifications and an explanation of what differentiates your firm from your competitors.

4. Provide a detailed action plan describing your firm’s approach to providing the Rodent Management services described in this RFP.

5. Provide a detailed staffing plan for how your firm will identify, acquire and manage the staff to meet the needs of Rodent Management services described in this RFP.

XI. FEE STRUCTURE, PROPOSAL COST, AND SCOPE

Please include the hourly rates for the services described in this RFP with a detailed breakdown of costs. Clearly identify any overhead multipliers or other fees not covered by the stated hourly rates, if applicable. Include anticipated hours for all employees proposed and justification of hours to complete the Scope of Work.

Include the following additional information:

1. Proposed gopher and ground squirrel eradication method.

2. Understanding of Site treatment areas.

a. Confirmation of understanding that rodent control services shall cover all areas depicted in color on the attached site map.

b. Identification of any assumptions related to access, operational constraints, or site conditions.

c. Description of proposed treatment methods for different site areas.

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3. Proposed pricing

Proposer shall include a proposed Fee Schedule for the initial three (3) year agreement and the two (1)-year term extensions. The terms of the resulting agreement will be subject to negotiation between the Department and the successful Proposer. The agreement will be executed using the Department’s standard agreement, in the form attached as Attachment 1.

XII. REFERENCES

Provide the following information for at least five (5) clients with direct experience with your company, within the last five (5) years that can be contacted to provide a reference. Please include:

A. Company name;

B. Contact name;

C. Contact title;

D. Address;

E. E-mail address;

F. Telephone number; and

G. Services performed.

Note that the Department reserves the right to contact past or current clients not provided by the Proposer and may evaluate those clients with the same consideration as those provided by the Proposer.

XIII. RFP TIMELINE

The table below describes the estimated timeline for the RFP process through award of agreement:

Dates Event December 31, 2025 Issuance of RFP January 12, 2026

12 P.M. PT

Deadline to RSVP for Mandatory Virtual Pre-Proposal Conference

January 13, 2026 Mandatory Virtual Pre-Proposal Conference January 27, 2026

12 P.M. PT Deadline for submitting questions

Request for Proposals Page 9 of 13

February 10, 2026 Addenda issued if necessary, including Department’s responses to questions

February 17, 2026 12 P.M. PT Proposals Due

March 10, 2026 Interview with the highest-ranked Proposers

May or June, 2026 Anticipated effective date of agreement with selected Proposer

The Department reserves the right to modify, at its sole and absolute discretion, this schedule and any specific deadlines, including the selected Proposer’s service start date.

XIV. EVALUATION OF PROPOSALS

The RFP evaluation process will include a specific focused review of each proposal by a panel of evaluators. Each proposal will be evaluated against other proposals received. Proposals must be formatted and headlined in the order of Sections IX – XIII, indicated above, and must clearly answer / describe and or demonstrate all the required information requested herein.

Proposals will be evaluated based on the following criteria in the table below:

Category Points Towards Overall Score

Attendance at Mandatory Virtual Pre-Proposal Conference Pass/Fail

Completeness of Response Pass/Fail Minimum Qualifications Pass/Fail

References Pass/Fail Experience and Qualifications 30

Approach to Rodent Management 30 Proposed Staffing Plan 20

Cost Proposal 20 Total 100

Proposals will receive a final score based on the average of scores from the evaluation panel. The highest-ranked Proposers may be required to attend a virtual interview, which will serve as the basis for the panel’s final decision for award.

XV. QUESTIONS

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All inquiries regarding this RFP and any request for clarification of the contents of this RFP must be directed in writing, via e-mail to Aubrie Hollars at HollarsA@saccounty.gov no later than January 27, 2026, at 12:00 P.M. Pacific Time.

Interested parties are hereby notified of the following:

A. Telephone inquiries will not receive a response.

B. Proposers are not to rely on oral instructions or clarifications to this RFP.

C. If modifications to this RFP are necessary, the Department will respond in writing via addendum, which will be posted to the following websites:

Sacramento County Department of Airports Website:

http://www.sacramento.aero/scas/opportunities/bids_and_reque sts

OpenGov Website:

Procurement Portal

D. Interested parties are encouraged to regularly check OpenGov for possible updates to this RFP.

E. Contact with or lobbying of any County representative other than

Aubrie Hollars regarding this solicitation prior to the notice that the Proposer is or is not recommended for award is cause for disqualification.

XVI. BACKGROUND CHECKS

The selected Proposer’s staff that will be working on-site unescorted or who require access to SMF must:

• Pass the Departments background check; and

• Obtain an Airports access badge to conduct work in secured areas.

XVII. CONDITIONS

A. FAA GENERAL CONTRACT PROVISIONS FOR SOLICITATIONS

mailto:HollarsA@saccounty.gov http://www.sacramento.aero/scas/opportunities/bids_and_requests http://www.sacramento.aero/scas/opportunities/bids_and_requests https://procurement.opengov.com/portal/saccounty

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The contractor shall, at all times during the term of the agreement, comply with the provisions of the “Federal Aviation Administration (FAA) General Contract Provisions for Solicitations” (FAA Solicitation Provisions) and any subsequent revisions, updates, or amendments thereto. The most current version of the FAA Solicitation Provisions is included as Attachment 2 of this RFP.

B. DISADVANTAGED BUSINESS ENTERPRISE (DBE)

The County encourages all business, including those owned and controlled by one (1) or more socially and economically disadvantaged individuals that can provide the desired services, to submit their proposals. If you are currently certified as a DBE, please include a copy of your DBE certification letter along with your proposal. This information will be used for DBE utilization tracking purposes only. If you are a business owned and controlled by one or more socially and economically disadvantaged individuals and you are not currently certified as a DBE firm, but wish to receive information on how to become certified, please contact the State of California, Department of Transportation, Civil Rights Program at the following website:

https://dot.ca.gov/programs/civil-rights/dbe

C. DEPARTMENT’S RIGHT TO NEGOTIATE AGREEMENTS

The Department reserves the right to negotiate agreements with companies outside of the RFP process, even if such companies did not participate in the RFP process. The Department also reserves the right to not execute an agreement with any Proposer. The Department accepts no liability for any costs incurred by Proposers to prepare and submit responses to this request.

D. PUBLIC DISCLOSURE OF RFP DOCUMENTS

The County will treat all information submitted in a proposal as available for public inspection once negotiations with the selected party have been completed. If copies of proposals are included with Board materials, the County will make such https://dot.ca.gov/programs/civil-rights/dbe

Request for Proposals Page 12 of 13 documents available for public inspection once staff has made a recommendation for award.

If a Proposer believes protected data is included in its proposal, the Proposer shall clearly identify the data and provide the legal basis in support of the asserted classification. Proposer must present such information separately as part of its proposal OR type in bold red letters the term “CONFIDENTIAL” on that specific part or page of the proposal which Proposer believes to be confidential. Classification of data as trade secret data will be determined pursuant to applicable law, and, accordingly, merely labeling data as “trade secret” does not necessarily make the data protected as such under any applicable law.

In order for the County to assert the confidentiality of any such information in the event a Public Record Act request is received, the Proposer must request, execute and submit a County-prepared written agreement to defend and indemnify the County for any liability, costs and expenses incurred in asserting such confidentiality.

The final determination of whether the County will assert a Proposer’s claim of confidentiality shall be at the sole discretion of the County. Any information determined to be non-confidential shall be considered a public record. If the County determines that your information does not meet the criteria for confidentiality, you will be notified of the County’s intent to release the public record pursuant to any Public Records Act request.

The Proposer agrees, as a condition of submitting its proposal, that the County will not, as between the parties, be liable or accountable for any loss or damage, which may result from a breach of confidentiality related to the proposal. The Proposer agrees to indemnify and hold the County, its officials, agents, and employees harmless from all claims arising out of, resulting from, or in any manner attributable to any violation of any provision of the California Public Records Act, including legal fees and disbursements paid or incurred to enforce this provision.

E. TAXATION

Contractor shall cooperate with the County in all matters relating to taxation and the collection of taxes. It is the policy of the

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County to self-accrue use tax associated with its contracts. The use tax which is self-accrued will be remitted to the California State Board of Equalization designating the County as the place of business for the purpose of allocating local sales and use taxes.

F. NO CONFIDENTIAL OR PROPRIETARY INFORMATION

All information given to the Department or the evaluation panel in any correspondence, discussion, meeting or other communication before, with or after submission of a proposal, either orally or in writing, will not be deemed to have been, given in confidence and may be used or disclosed to others for any purpose at any time without obligation or compensation and without liability by the Department of any kind whatsoever.

Evaluation scoring forms used by the evaluation panel are likewise considered public information subject to the California Public Records Act and will be available upon request after execution of an Agreement for services pursuant to this RFP.

XVIII. NEGOTIATION OF AGREEMENT

The selected Proposer shall execute an agreement with the County of Sacramento, using the standard agreement promulgated by the Office of the County Counsel. Any requested revisions, deletions, or additions, to the language in the attached sample agreement shall be clearly set forth in the Proposal for the Department’s consideration.

The agreement must be reviewed and approved by County Counsel prior to execution. The final agreement will be executed with electronic signatures via Docusign.

XVIII. NEGOTIATION OF AGREEMENT