Specifications for Pest Control Service.docx

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Specifications for Pest Control Service Purpose The Alabama Bureau of Pardons and Paroles (ABPP) intends to obtain pest control services from a qualified and responsible supplier through a multi-year service agreement.

The cumulative value of the agreement shall not exceed Twenty-Five Thousand Dollars ($25,000.00) over the maximum authorized service term. The contract term shall not exceed five (5) years.

The agreement shall be subject to the availability of funds and all applicable State of Alabama procurement requirements.

Facility Information

· Approximate Facility Size: 3,000 square feet

· Service Frequency: Once per month

· Service Commencement Date: October 1, 2026

· Billing Frequency: Monthly

· Payment Terms: Payment in arrears after services have been rendered Mandatory Site Visit A mandatory site visit will be required for all suppliers intending to submit a bid for this request for Bid (RFB).

· Supplier must sign in during the site visit.

· Only suppliers who attend and sign in will be eligible to submit a bid.

· Failure to attend the mandatory site visit or failure to sign in will result in automatic rejection of the bid.

Vendors should come prepared to ask questions related to the requested services, specifications, and requirements during the site visit.

Questions related to the requested services, specifications, and requirements must be asked during the mandatory site visit. Only procedural questions will be accepted outside of the site visit.

Service Requirements All pest control services shall be performed once a month in accordance with the approved service schedule.

Delivery of services must occur during work hours of 8:00am-5:00pm Monday - Friday.

During the first scheduled service, the supplier shall conduct a comprehensive inspection of the facility to identify existing pest activity, conducive conditions, entry points, harborage areas, sanitation concerns, moisture issues, and other conditions contributing to pest activity. The supplier shall provide recommendations for corrective action to the ABPP designated representative.

Following each service visit, the supplier shall provide a written service report documenting the date and time of service, areas serviced, pests observed, treatment methods used, products applied, locations treated, pest activity identified, corrective recommendations, and any follow-up required. The report shall be provided to the ABPP designated representative within 48 hours of service.

The supplier shall provide emergency pest-control service when requested by the ABPP designated representative for significant pest activity, stinging insect activity, rodent activity, or other conditions presenting an immediate health, safety, or operational concern. Please notate on the second line the cost of emergency service calls.

Scope of Services Service is to include proper control measures for pests including, but not limited to, roaches, silver fish, ants, wasps, rats, mice, fleas, ticks, spiders etc. Bids should clearly state excluded pests.

Services shall include inspection for evidence of rodent activity, identification of entry points and conducive conditions, placement and monitoring of appropriate traps/baits or other control devices, and recommendations for exclusion. If needed rodent control devices shall be placed in locations that minimize access by employees, visitors, and unauthorized persons. The supplier must monitor the stations monthly if used.

The supplier shall respond to pest-control complaints or service requests between regularly scheduled monthly services at no additional cost.

The supplier shall remove and properly dispose of accessible dead rodents, insects, nests, and other pest-related debris resulting from treatment, when reasonably necessary.

Bidder is to include all fees in total monthly cost Equipment and Materials The supplier shall furnish all chemicals, equipment, tools, and materials necessary to perform the monthly services specified herein.

The supplier shall be responsible for ensuring that all products and equipment are suitable for their intended use and are used in accordance with applicable manufacturer’s instructions and safety requirements.

Insurance and License The supplier shall provide proof of liability insurance and license upon request and prior to commencement of services.

The supplier must be an AL Licensed Pesticide Applicator Subcontracting The supplier shall not subcontract any portion of the services covered by this agreement.

The awarded supplier shall remain fully responsible for the satisfactory performance of all services and for compliance with all requirements contained in these specifications and the resulting purchase order or agreement.

Supplier Responsibility The supplier shall be responsible for providing sufficient qualified personnel, supervision, equipment, and supplies to complete all required services.

Failure to perform the required services in accordance with these specifications may result in the supplier being required to correct the deficiency at no additional cost to ABPP and may result in other remedies available under the applicable purchase order, agreement, or State procurement requirements.

If a scheduled service is missed or inadequately performed, the vendor must correct it within a defined period at no additional cost.

Service Schedule and Approval The supplier shall coordinate the first service date and recurring service schedule with the Officer in Charge or designated representative at the office location.

The service schedule must be approved before services begin.

The supplier shall not begin work until the purchase order has been received and the service schedule has been approved.

Any changes to the established service schedule shall be coordinated with and approved by the designated ABPP representative.

Invoicing The supplier shall submit invoices monthly and in arrears, after the services for the applicable billing period have been completed.

Invoices shall be emailed to:invoices.payables@paroles.alabama.gov Invoices should clearly identify the applicable purchase order number, service location, billing period, and amount due.

Payment shall be made in arrears and shall be subject to satisfactory performance of the services.

Invoices submitted prior to completion of services will not be accepted.

Payment terms shall be Net 30, paid in arrears after completion of services.

Budget and Contract Limitations ABPP will consider available budgetary funding when processing an award for these services.

The agency must remain within its authorized budget when issuing a purchase order or awarding services.