GENERAL PROGRAM DESCRIPTION:
It is the intent of this contract to provide a comprehensive Integrated Pest Management (IPM) program for the school premises listed herein.

IPM is a relatively new concept for schools. Traditional structural pest control, as contracted by the ISD in the past, was largely reactive to pest infestations and based much of its response on the routine, scheduled spraying of pesticides. This spraying was often done in locations remote from the centers of pest populations, with limited effectiveness in providing adequate control.

Conversely IPM is a process, or planned program, for long term pest suppression. The process is based on surveillance and the interpretation of data to estimate the pest population in a given area. This monitoring allows accurate decisions to be made on when control measures are needed, the type of control measure(s) selected, and the method of application of pesticides to predominantly include structural and procedural modifications which establish physical barriers to pests, and reduce the food, water, and harborage available to them.

The Contractor shall furnish all labor, materials, and equipment to implement the surveillance, trapping, and pesticide application aspects of the IPM program. The Contractor shall also make detailed, site specific recommendations for structural and procedural modifications which establish physical barriers to pests, and reduce the food, water, and harborage available to them.

INTRODUCTION:

The purpose of this bid is to provide the Independent School District with a source to provide pest management services at the prices offered herein, for the term of the agreement and any renewal periods. It is the policy of the ISD to use Integrated Pest Management (IPM) as the strategy for control of pests in and around school facilities. The following description details the District’s understanding of the scope and type of IPM services to be rendered.

Bidders should read the entire set of specifications carefully, as these will form the basis of the contractual agreement with the District. Failure to comply with the specifications may provide grounds for termination of the contract agreement. Bids should reflect not only the expected costs to the contractor of providing basic pest control services, but also the costs of providing supplementary services such as reporting, emergency treatments, and quality control activities.

This contract will be effective from , 199_, through , 199_, with and options for two (2) additional years, subject to one year intervals.

Any contract associated with this service must be governed by the laws of the State of Texas and must be included as a part of the bid response. Award of this bid is subject to ISD acceptance of the contract provided, if any.

PRICING: Prices are maximum, and the District shall be protected against any increase in price during the term of the contract. If there is a reduction in the price, the price to the District shall be reduced in the same amount and manner as the greatest reduction in price granted to any political subdivision or segment of the trade.

OPTION CLAUSE: It is agreed that the District shall have the options to extend the contract for two (2) additional years subject to one year intervals. Notice shall be served approximately 60 days prior to contract termination, at which time the successful contractor shall agree or disagree to the extension, in writing, within 30 day thereafter.

ESCALATION CLAUSE: Should market conditions prevail which dictate an increase, the successful contractor may submit documentation requesting permission to increase pricing no later than 30 days before such extension becomes effective. Escalation may only occur at the time of renewal and only upon securing the approval of the Purchasing Department in writing.

Bidders shall be expected to show, on this bid, their anticipated percent of escalation if/when the option to extend is exercised. The percent quoted will be a maximum. In addition, the percentage bid will be a factor in determining the lowest and best bid. It is the average price over the period of the contract that will be the price factor considered in the evaluation of this bid. Please forecast this percentage as accurately as possible. Bids in which negative or no escalation is shown will be considered as 0% escalation.

PRICE INCREASES UPON EXTENSION: ISD cannot exercise the Option to Extend with any price increases unless the bidder completes the section of the bid requesting anticipated percentage of annual escalation. The percent quoted will be a maximum percentage calculated against the prior year’s pricing. For example, if the successful contractor request and increase for any renewal period that is higher than the percentage bid, a re-bid of the contract will be necessary, If the request for increase is equal to or less than the percentage bid, a re-bid of the contract will be necessary. If the request for increase is equal to or less than the percentage bid, final approval of the increase will be based on successful bidder’s documentation to support this request at the time of renewal. Omission of this information shall be interpreted as zero percent (0%) escalation by ISD Purchasing and shall prohibit approval of a request for escalation for the escalation for escalation for the extension period, if any.

CANCELLATION: ISD reserves the right to cancel this contract upon 30 days written notice to the contractor. The contractor must request and secure in writing the approval of the Purchasing Department to be released from this contract or any portion thereof should conditions unforeseeable occur.

The district does not guarantee to purchase any minimum or maximum quantity but does contemplate purchasing exclusively during the term of the contract form the successful bidder(s), reserving the right to buy various other services considered different in nature elsewhere.

PURCHASE ORDER: A purchase order(s) shall be generated by the ISD Purchasing Office to the successful bidder.

PAYMENTS: Successful bidder shall be responsible for referencing the purchase order number(s) resulting from this Invitation to Bid on any packing list(s), invoice(s), correspondences, etc. Invoicing must coincide with prices quoted, either on a unit, hourly, weekly, monthly, quarterly, annual, lot, etc., basis. Invoicing for all scheduled services shall be at the end of each quarter of the contract. Any services requested by the District beyond the basic services, outlined in this Invitation for Bids, shall be invoiced monthly. All invoices must be approved by authorized District personnel.

NONASSIGNABLE CONTRACT: This contract shall be between the ISD and the selected contractor. The service provided in this agreement shall not be further assigned to another agency, except by express permission from ISD.

This contract shall be, in all things, performable and enforceable in , County, Texas. In the event of any breach of this agreement by the contractor, ISD shall be entitled to recover from the contractor all damages together with seasonable attorney’s fee and court costs.

PROPERTY CHANGES: All facilities within the ISD shall be provided with pest control services in accordance with these specifications. During the period of the contract derived from this bid, if additional buildings or facilities are built or acquired, the District may request pest control services on these buildings/facilities. The contract price may be increased in proportion to the original contract after mutual agreement between the contractor and the Purchasing Department. Them same procedure shall be followed for decreasing the contract price if pest control services need to be discontinued for certain buildings or facilities.

INSURANCE: The contractor shall procure, pay for, and maintain during the contract period, resultant from this bid, the insurance set forth below with insurance carriers.

Workman’ compensation, Statutory as required by law.

Comprehensive General Liability Insurance, fully insuring Contractor’s liability for injury to, or death of, owner’s employees and third parties, with the following limits for each occurrence:

Bodily injury or death     $1,000,000 each occurrence
Property damage           $1,000,000 each occurrence
                                     $3,000,000 aggregate

 Comprehensive Automobile and Truck liability Insurance, covering owning, fired, and non-owned vehicles:

Bodily injury or death $300,000 each person
                                  $500,000 each occurrence
Property damage $300,000 each occurrence

D. Certificates indicating coverage to be enforced shall be submitted with the bid. The successful bidder will also be required to submit current certificates indicating required coverage at the time of any extension/renewal. Approval, disapproval, or failure to act by ____ ISD regarding any insurance supplied by the Contractor shall not relieve the contractor of full responsibility for damages and accidents as set forth herein. Neither shall bankruptcy, insolvency, or denial of liability by the insurance company exonerate the Contractor from liability.

BONDS:

Bid Security: Each bid shall be accompanied by bid security in the amount of 5% of the largest possible total of the bid submitted. The bid security shall be a bid bond or certified check made payable to ____ Independent School District. The bid bond shall be executed by the bidder as principal. The bid bond firm and security company are subject to approval by the District. The bid bond must identify compliance with the provisions of Article 5160 of the Revised Civil Statutes of Texas and state that all liabilities of the bond shall be determined in accordance with the provision of said Article. The surety must be authorized to do business under a Certificate of Authority issued by the State of Texas and hold Certificates of Authority as an accepted surety on the current Department of Treasury listing as found in the Federal Register.

CONTRACTOR INTERACTION WITH ____ ISD:

INSERVICE TRAINING - Contractor shall conduct an annual inservice meeting/training session for personnel designated buy the ____ ISD. The contractor’s service manager and primary technician shall be present to meet with District Personnel to explain the service and to answer questions.

ON-CALL SERVICE - The contractor shall provide on-call service to complaint calls. On-call services shall be classified as regular and emergency visits. Emergency visits shall be requested for health-threatening situations or problems which render all or part of a building unusable (i.e., presence of venomous insects, massive cricket infestations, etc.) Emergency calls shall be responded to within 24 hours. Regular and emergency on-call service will be considered part of the service, as detailed in the itemized bid, and will be provided at no extra charge.

TELEPHONE SERVICE - The contractor must provide an active and answered direct telephone number and an after-hours number.

ORIENTATION OF PERSONNEL - ____ ISD will assist in the initial orientation of the successful contractor’s personnel being assigned to perform this service. After such orientation, the successful bidder shall become responsible to full brief any new personnel assigned to furnish this service as to location of buildings, District procedures, and any other performance requirements under this contract.

SUBMITTALS TO BE FURNISHED WITH BID: Bidders shall provide a copy of the following, all of which are specified elsewhere, with their bid. Failure to provide this information will result in rejection of the bid.

1. Certificate of Insurance
2. Bid bond or cashier’s check
3. Statement of experience and qualifications
4. Statement of Entomologist availability
5. References
6. Site Inspection Verification forms for all facilities

EVALUATION OF BIDS: Awards will be based on the lowest and best bids most advantageous to the District as determined by consideration of prices offered, quality, general reputation and performance of bidders, services as related to past performance, and substantial conformity to specifications, terms, and conditions of this Invitation to Bid.

BID SUBMITTAL REQUIREMENTS: Floor plans and site maps are available and will be supplied by ____ ISD upon request.

SITE VISITS: Bidder is required to inspect all premises to be covered in the contract and render a bid detailing specific charges for each of the listed sites/facilities. Bidders may examine the facilities Monday through Friday between the hours of 9:00 a.m. and 3:00 p.m. by calling ______, Operations Manager, at ___/___-____. Bidders should submit completed Site Inspection Verification forms (bidders may copy forms, as needed.) Bids will not be accepted from prospective Contractors who have not conducted site visits prior to submitting their bids.

QUALIFICATION OF BIDDERS:
Bids shall be considered only from Bidders who, in the judgement of the District, are regularly established in business, financially responsible, able to show evidence of satisfactory past performance, and ready, willing, and able to render prompt and satisfactory services.

Each Contractor shall furnish, with his bid, documentation specifically stating: (1) that his company has been in business for at least (5) years; and (2) that he has available under his direct employment and supervision the necessary personnel organization and facilities to properly fulfill all the service and conditions required under these specifications.

Each Contractor shall complete the References section of this bid and list customers who have contracts for service similar to that specified.

The District may request other information sufficient to determine bidder’s ability to meet the minimum standards listed above. Request for information contained in this section also may occur at any other time during the effective period of this contract or any extension/renewal thereof.

REFERENCES: The references section must be filled out completely (form attached). Failure to do so, or references giving unsatisfactory recommendations, may be reason to disqualify the bid. If the references given are not, in the opinion of the District, applicable to a contract of this magnitude, the District may contact other firms with whom the Bidder has or is currently providing services as a means of validating compliance or providing noncompliance with the references requirement.

BOARD CERTIFIED ENTOMOLOGIST: The successful bidder must have a Board Certified Entomologist on staff or access to one as a consultant. Include information on the attached form.

QUESTIONS: If there are any questions regarding this bid, or should a conflict of terminology on this bid arise, please contact ____________, Director of Purchasing, at ___/___-____ for clarification or issuance of an official addendum to resolve any conflicts. Specifications not listed in this bid or not included in official addenda are not applicable to this bid.

Scope of Work

DESCRIPTION OF SERVICES: The Contractor shall provide a comprehensive IPM plan for all buildings at each site, and surrounding outside area (including dumpsters and the area between kitchen door and dumpsters). This plan shall be in accordance with the District’s IPM Policy. IPM is a process for achieving long-term, environmentally sound pest suppression through the use of a variety of technological and management practices. Control practices in an IPM plan must extend beyond the application of pesticides to predominantly include structural and procedural modifications that establish physical barriers to pests, and reduce the food, water and harborage available to them.

The contractor shall furnish all supervision, labor, materials, and equipment necessary to accomplish the surveillance, trapping, and pesticide application components of the IPM Plan. The Contractor shall also provide detailed, site-specified recommendations for structural and procedural modifications necessary to achieve pest prevention.

PESTS INCLUDED AND EXCLUDED:

The Contractor shall adequately suppress the following pests:
Indoor populations of commensal rodents (i.e., Norway and roof rats, house mice), cockroaches, ants (including, but not limited to, fire ants and pharaoh ants), flies, spiders, and any other anthropoid pests not specifically excluded from the contract.
Populations of the above pests that are located outside of the specified buildings, but within areas immediately adjacent to buildings.
Winged termite swarms emerging indoors.
 

Populations of the following pests are excluded from this contract:
Termites, carpenter ants, and other wood-destroying organisms
Mosquitoes
Birds, bats, snakes, and other vertebrates other than commensal rodents
Pests that primarily feed on outdoor vegetation

General Contractor Responsibilities

INITIAL INSPECTIONS OF FACILITIES:

The Contractor shall conduct a thorough initial inspection of each building or site within ten (10) days of the initiation date of the contract. The purpose of the initial inspections is for the contractor to evaluate the pest control needs of all premises, the effectiveness of previous control efforts, and to identify problem areas and any equipment, structural features or management practices that are contributing to pest infestation. Access to building space shall be coordinated with the IPM Coordinator. The IPM Coordinator will inform the Contractor of any restrictions or areas requiring special scheduling.

PEST CONTROL PLAN:

Before rendering service, within ten (10) days after the initial inspections, the Contractor shall submit to the IPM Coordinator a Pest Control Plan for each building or site. Within five (5) working days of receiving the Pest Control Plan, the IPM Coordinator will decide if the Plan is acceptable. If aspects of the Pest Control Plan are incomplete or disapproved, the Contractor shall have two (2) working days to submit revisions. The Contractor should be on site to initiate service within five (5) working days following notice of approval.

The pest Control Plan shall consist of seven parts as follows:’Proposed Methods and Equipment for Service: The Contractor shall provide a summary of proposed control methods (caulking, reduced access to food and harborage sites) and equipment (example: crevice vacuum cleaner, pressurized air for flushing insects, etc.). The Contractor shall also provide current labels, and MSDS of all pesticides to be used, brand names of pesticide application equipment, rodent bait boxes, insect and rodent trapping devices, pest monitoring devices, pest surveillance and detection equipment, and any other pest control devices or equipment that may be used to provide service and rationale for their use.

Proposed Methods for Monitoring and Surveillance: The Contractor shall describe methods and procedures to be used for identifying sites of pest harborage and access and for making objective assessments of pest populations levels throughout the term of the contract. In addition, the Contractor will work with the IPM Coordinator to establish population levels that constitute unacceptable levels that include planned frequency of contractor visits and approximate duration of each visit.

Description of any Structural or Operational change that would facilitate the pest control effort: The Contractor shall provide a prioritized list describing site-specific solutions for observed sources of pest food, water, harborage, and access. Structural modifications for pest suppression shall not be the responsibility of the Contractor with the exception of minor caulking which shall be the responsibility of the Contractor.

Commercial Applicator or Technician Licenses: The Contractor shall provide a current list of names along with photocopies of the commercial applicator or technician’s licenses for every Contractor employee who will be performing on-site services under this contract.

Identification of infested zones on a diagram of the building floor plan, and a specific plan for solving the problem that caused and or allows each of the infestations to persist.

Proposed methods of evaluation of the effectiveness of actions and amendments to the Pest Control Plan as needed to assure pest control needs are met.

RECORD KEEPING:

The Contractor shall be responsible for maintaining a pest control logbook or file for each building or site specified in this contract. These records shall be kept on school district property and maintained on each site by the Contractor. Each logbook shall contain the following items:

Pest Control Plan: A copy of the Contractor’s approved Pest Control Plan for theat facility, including labels and MSDS sheets (including antidotes) for all pesticides used in the building, brand names of all pest control devices and equipment used in the building, and the contractor’s service schedule for the building.

Pest Surveillance data sheets recording the location (on a building diagram) and levels of pest infestation revealed by the contractors monitoring program, including evaluation of effectiveness of control measures taken at sites of infestation previously identified as well as location of traps, trapping devices, and bait stations.

Service and Complaint Logs: logbooks for recording service visit activities, complaints from staff concerning pest citings or pesticide application. Forms should show times in and out and should be signed by the Contractor at each visit.

Service Report Forms: Customer copies of the Contractor’s Service Report Form, documenting all information on pesticide applications, pest sightings, sanitation/environmental status, and building maintenance needs.

In addition, copies of the above mentioned Service Report Forms shall be forwarded by the Contractor to the IPM Coordinator at least once a month.

Posting: The Contractor shall fulfill all obligations with regard to posting, as required by the Texas Structural Control Board. The District will be responsible to post, in a prominent location, pest control signs provided by the Contractor in fulfillment of obligations under Texas lows and regulations. In the event of emergency applications, the District will display the pest control sign in a prominent location at the time of treatment.

Times of Service: The Contractor shall apply pesticides only during times when students and staff are not expected to be present for at least 12 hours after the application, except for non volatizing baits (containing no organophosphates, carbamates, solvents or other potentially harmful substances approved for the green list by the Texas Structural Pest Control Board. In the event of a possible need for an emergency treatment, the Contractor shall work with the IPM Coordinator to determine whether an emergency situation exists before applying any pesticides. In such cases, pesticides may be applied only to the local area of infestation if students are present or if less than 12 hours will elapse before students are expected to be present. In the event of such an emergency treatment, the Contractor will maintain records of the reasons for such treatments for the period prescribed by law.

SAFETY AND HEALTH:

The contractor shall observe all safety precautions throughout the performance of this contract and shall assume full responsibility and liability for compliance with all applicable regulations pertaining to the health and safety of personnel during the execution of the work and shall hold the District harmless for any action on the contractor’s part or that of its employees that results in illness, injury, or death.

UNIFORMS AND PROTECTIVE CLOTHING:

All Contractor personnel working in or around buildings designated under this contract shall wear distinctive uniform clothing. The Contractor shall determine and provide additional personal protective equipment required for the safe performance of the work. Protective clothing, equipment, and devices shall, as a minimum, conform to Occupational Safety and Health Administration (OSHA) standards for the products being used.

VEHICLES:

Vehicles used by the Contractor shall be identified in accordance with state and local regulations and shall be operated in a safe manner on District property. Vehicles must meet Texas Department of Transportation requirements.

LICENSING:

Throughout the term of this contract, the Contractor shall maintain a current business license issued by the Structural Pest Control Board. In addition, all Contractor personnel providing on-site control service must maintain licensing (in categories appropriate to the work being performed) as commercial applicators or licensed technicians. Unlicensed applicators will not be permitted to provide service to the District under this contract.

COMPLAINTS:

Should at any time the District become dissatisfied with pest control service, the successful Contractor shall be notified in writing by the IPM Coordinator regarding problems that occurred. The notice will detail the problems and site(s) which is experiencing the problems. The Contractor will be required to contact the IPM Coordinator to discuss possible solutions and the Contractor will be given a date by which a written response with the proposed solutions and the Contractor will be given a date by which a written response with the proposed solutions must be submitted.

Pest Control Responsibilities

Structural Modifications and Recommendations

The Contractor shall be responsible for advising the IPM Coordinator about any structural, sanitary, or procedural modifications that would reduce pest food, water, harborage, or access. The District will not hold the Contractor responsible for carrying out structural modifications as part of the pest control effort. However, minor applications of caulk and other sealing materials by the contractor to eliminate pest harborage or access, such as spot caulking points of entry is encouraged upon approval of caulking and sealing material by the IPM Coordinator.

Use of Pesticides

Since this is an IPM Contract, chemical controls shall be used primarily as a LAST resort, and ONLY after approval by the IPM Coordinator on a case-by-case basis.

The Contractor shall be responsible for applications of pesticides according to the label. All pesticides used by the Contractor must be registered with the U.S. Environmental Protection Agency (EPA) and by the State of Texas. Transport, handling, and use of all pesticides shall be in strict accordance with the manufacturer’s label instructions and all applicable Federal, state, and local laws and regulations.

The Contractor shall adhere to the following rules for pesticide selection and use:

Rodent Control

As a general rule, rodent control inside occupied buildings shall be accomplished with trapping devices. All such devices shall be concealed out of the general view and in protected areas so as not to be affected by routine cleaning and other operations. Trapping devices shall be checked on a schedule approved by the IPM Coordinator. Trapping shall not be performed during periods when maintenance will be delayed by holidays, weekends, etc. The Contractor shall be responsible for disposing of all trapped rodents and all rodent carcasses in an appropriate and timely manner.

In circumstances when rodenticide are deemed essential for adequate rodent control inside occupied buildings, the Contractor shall obtain the approval of the IPM Coordinator prior to making any interior rodenticide treatment. All rodenticide, regardless of packaging, shall be placed either in locations inaccessible to children, pets, wildlife, and domestic animals, or in EPA-approved, tamper-resistant bait boxes. As a general rule, rodenticide application outside buildings shall emphasize the direct treatment of rodent burrow, wherever feasible.

Frequency of bait box servicing shall depend upon the level of rodent infestation. All bait boxes shall be maintained in accordance with EPA regulations, with an emphasis on the safety of non-target organisms. The Contractor shall adhere to the following rules:

- All bait boxes shall be placed out of the general view, in locations where they will not be disturbed by routine operations.

- The lids of all bait boxes shall be securely attached or anchored to the floor, ground, wall, or other surface, so that the box cannot be picked up or moved.

- Bait shall always be placed in the baffle-protected feeding chamber of the box and never in the runway of the box.

- All bait boxes shall be labeled with the Contractor’s business name and address and dated by the Contractor’s technician at the time of installation and at each servicing.

Program Evaluation

The District will continually evaluate the progress of this contract in terms of effectiveness and safety and will require such changes as are necessary. The Contractor shall take prompt action to correct all identified deficiencies.

Quality Control Program

The Contractor shall establish a complete quality control program to assure the requirements of the contract are provided as specified. Within five (5) days prior to the starting date of the contract, the Contractor shall submit a copy of his program to the District. The program shall include the following items: