Pest Control Services

CITY OF MADISON
REQUEST FOR PROPOSALS
RFP #: 15040-0-2026-BG
Title: Pest Control Servcies
City Agency: Community Development Authority
Due Date: Tuesday, June 16th, 2026
2:00 PM Central Time
Our Madison - Inclusive, Innovative, & Thriving

REQUEST FOR PROPOSALS RFP 15040-0-2026-BG
1 OPPORTUNITY AND WELCOME
Thank you for your interest in bidding on a City of Madison contract opportunity. The City's mission is to
provide the highest quality service for the common good of our residents and visitors.
The Community Development Authority of the City of Madison (CDA) is soliciting proposals from qualified
and licensed pest control contractors to provide comprehensive pest management services utilizing
Integrated Pest Management (IPM) practices. Pest control services shall include consultation, inspection,
monitoring, resident/staff education and actual performance of effective insect and rodent control.
CDA owns and manages approximately 875 dwelling units across multiple housing properties, including
family, senior, and accessible units, as well as administrative offices, maintenance areas, and community
spaces, within the City of Madison.
CDA's housing portfolio is split into three (3) separate site locations: East, West, and Triangle. Each site
office manages its own group of properties and has its own dedicated property management team.
Property addresses and additional information can be found in the Property Information Sheet (attached).
Recent inspections and maintenance reports indicate recurring pest activity at certain properties,
including:
* Cockroach infestations in some kitchen and bathroom areas,
* Rodent activity in some units, basements/maintenance areas, trash enclosures, and storage
areas,
* Bed bug activity reported in some dwelling units,
CDA seeks a contractor capable of addressing current conditions and preventing future infestations
through ongoing IPM strategies.
Thank you for considering this opportunity to work with the City and further our mission!
2 IMPORTANT INFORMATION
DEADLINE FOR PROPOSALS: Tuesday, June 16th, 2026 at 2:00 PM Central Time.
The City will not accept late proposals. Any changes to the deadlines will be posted as an addendum on
the bid distribution websites listed below. See Section 3.1 for instructions for using these websites.
RFP NAME: Pest Control Servcies
DEADLINE FOR The deadline for questions is Thursday, May 28th, 2026 at 2:00 PM
QUESTIONS: Central Time. Questions and/or inquiries must be submitted by email.
The City's answers to your questions will be posted as an addendum by
CITY'S ANSWERS
Wednesday, June 3rd, 2026. You must check the bid distribution websites
POSTED BY:
for any addendums.
DUE DATE FOR Tuesday, June 16th, 2026
PROPOSALS: 2:00 PM Central Time
BID DISTRIBUTION https://vendornet.wi.gov/Bids.aspx
WEBSITES: https://www.demandstar.com/
Brittany Garcia
Purchasing Services
210 Martin Luther King, Jr. Blvd. Room 407 City-County Building
CONTACT
Madison, WI 53703-3346
INFORMATION:
Phone: (608) 608-243-0529
Email: bids@cityofmadison.com
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REQUEST FOR PROPOSALS RFP 15040-0-2026-BG
Table of Contents
1 OPPORTUNITY AND WELCOME .................................................................................................... i
2 IMPORTANT INFORMATION ........................................................................................................... i
3 HOW TO FIND RFP DOCUMENTS AND CONTACT THE CITY OF MADISON ............................ 1
Official Bid Distribution Websites - IMPORTANT ............................................................... 1
Contact Information ............................................................................................................. 1
4 OUR PURCHASING VALUES ......................................................................................................... 2
Local Preference Purchasing Policy ................................................................................... 2
Equity in Contracting ........................................................................................................... 2
Equitable Hiring & Affirmative Action Plan .......................................................................... 2
Limitations on Nuclear Weapons Producers ....................................................................... 2
Sweatfree Purchasing ......................................................................................................... 2
5 SCOPE OF WORK AND REQUIRED INFORMATION ................................................................... 3
Scope of Work ..................................................................................................................... 3
Notes and Special Instructions ........................................................................................... 5
Quality Control and Performance Monitoring ...................................................................... 5
Contract Term ..................................................................................................................... 5
Contractor Qualifications ..................................................................................................... 6
Required Information and Content of Proposals ................................................................. 6
Basis for Selection .............................................................................................................. 6
6 HOW TO SUBMIT YOUR PROPOSAL ........................................................................................... 8
Proposal Checklist .............................................................................................................. 8
Submit your Proposal by the Deadline................................................................................ 8
Format ................................................................................................................................. 9
Questions ............................................................................................................................ 9
Addendum (Changes or Clarifications to this RFP) ............................................................ 9
Multiple Proposals ............................................................................................................... 9
Changing or Withdrawing your Proposal ............................................................................ 9
Correcting Errors in your Proposal after the Due Date ....................................................... 9
No Exceptions from Bidders ............................................................................................. 10
You are Responsible for all of your Costs in Making a Proposal ...................................... 10
Public Records and Trade Secrets ................................................................................... 10
7 RULES FOR THE SELECTION PROCESS .................................................................................. 11
8 LEGAL CONTRACT REQUIREMENTS ........................................................................................ 12
Sample Contract ............................................................................................................... 12
Affirmative Action Requirements for Contractors .............................................................. 12
Insurance .......................................................................................................................... 12
Sample Contract
Attachment A: General Conditions for Non-Construction Contracts
Attachment B: HUD Procurement Handbook
Attachment C: Property Information Sheet
Attachment D: Certifications and Representations of Offerors
Form A: Price Proposal and Signature Affidavit
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REQUEST FOR PROPOSALS RFP 15040-0-2026-BG
Form B: References
Form C: Vendor Profile
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REQUEST FOR PROPOSALS RFP 15040-0-2026-BG
3 HOW TO FIND RFP DOCUMENTS AND CONTACT THE CITY OF MADISON
Official Bid Distribution Websites - IMPORTANT
The City of Madison posts all requests for proposals (RFPs), addendums, updates, awards, and
announcements on two websites: VendorNet and DemandStar. Both sites are free to register for City of
Madison bids.
These two websites are the only places to get the official RFP and updates to the RFP.
Updates and addendums will only be posted on these websites. It is your responsibility to check the
websites for updates and "addendums." An addendum is a document that answers questions from
bidders. It could make important changes to the RFP. If the addendum requires a response, and you
fail to respond to it, you could be disqualified.
State of Wisconsin State of Wisconsin and local government bid network. Registration is
VendorNet System free. Search for City of Madison in the Agency search field.
VendorNet link https://vendornet.wi.gov/Bids.aspx
DemandStar by Onvia National bid network. Free subscription is available. Sign up for the
free "Basic Plan" and select Wisconsin Association for Public
Procurement (WAPP) as the agency to access City of Madison RFPs.
DemandStar link https://www.demandstar.com/app/agencies/wisconsin/city-of-madison-
purchasing-services/procurement-opportunities/573ff565-ce2b-4c75-
86ec-401cd5abf736/
Register on DemandStar www.demandstar.com/app/registration
Contact Information
City of Madison Purchasing Brittany Garcia
Contact (Buyer) Purchasing Services
210 Martin Luther King, Jr. Blvd. Room 407 City-County Building
Madison, WI 53703-3346
PH: (608) 608-243-0529
bids@cityofmadison.com
Questions about Affirmative Contract Compliance, Department of Civil Rights
Action Plans 210 Martin Luther King, Jr. Blvd. Room 523 City-County Building
Madison, WI 53703
PH: (608) 266-4910
dcr@cityofmadison.com
Email note Some email to the City gets lost in "spam."
If you send the City an email and you do not hear back within 3 days,
please call the Buyer at (608) 608-243-0529.
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REQUEST FOR PROPOSALS RFP 15040-0-2026-BG
4 OUR PURCHASING VALUES
Local Preference Purchasing Policy
The City of Madison gives preference to local vendors and suppliers. You must be registered with the City
as a local vendor by the RFP due date to get preference points. Learn more and register at the City of
Madison website: www.cityofmadison.com/finance/purchasing/local-businesses/register-business/
If you are a local vendor, be sure to complete the Local Vendor section on Form C.
Equity in Contracting
The mission of the City of Madison is to provide the highest quality service for the common good of our
residents and visitors. The City's values include
* Equity - fairness, justice and equal outcomes for all, and
* Shared prosperity - where all are able to achieve economic success and social mobility.
It is our goal to spend money equitably, including among businesses owned by women, people of color,
and small businesses. Our contractors should reflect shared dedication to equity in their work and
employment practices, and we invite you to become part of this mission!
Equitable Hiring & Affirmative Action Plan
Affirmative Action Plan The City of Madison values diversity in hiring and contracting. We expect our
contractors to do the same. Contractors with 15 or more employees and more than $50,000 in annual
contracts with the City (each calendar year) must submit an Affirmative Action Plan.
Information about the Affirmative Action Plan and how to comply is found here:
https://www.cityofmadison.com/civil-rights/contract-compliance/affirmative-action-plan/vendors-suppliers
Or call the Affirmative Action Division at (608) 266-4910.
See Section 13. B. of the Sample Contract for Affirmative Action Plan requirements.
Job Openings in Dane County You must notify the City of openings for jobs in Dane County, Wisconsin
if you have 15 or more employees. You must agree to interview candidates that we refer to you through
our Referrals and Interviews for Sustainable Employment (RaISE) program. Information is here:
http://www.cityofmadison.com/civil-rights/programs/referrals-and-interviews-for-sustainable-employment-
raise-program
The job posting requirement is found in Section 13 A. of the Sample Contract.
Limitations on Nuclear Weapons Producers
It is the City's policy not to make purchases from companies that produce nuclear weapons, or their
subsidiaries. See Common Council Resolution 79719 for more information.
Sweatfree Purchasing
It is the City's policy not to purchase apparel (clothes made from textiles, shoes, footwear) from vendors
who source their materials from sweatshops, where labor practices are inconsistent with international
standards of human rights. See Madison General Ordinances Section 4.25
(https://library.municode.com/wi/madison/codes/code_of_ordinances?nodeId=COORMAWIVOICH1--
10_CH4FI_4.25PRITAP) for more information.
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REQUEST FOR PROPOSALS RFP 15040-0-2026-BG
5 SCOPE OF WORK AND REQUIRED INFORMATION
Scope of Work
The Contractor shall provide all labor, materials, equipment, documentation, tools, and transportation
required to perform effective pest control and prevention utilizing Integrated Pest Management (IPM)
practices across all CDA-owned and managed properties as specified in this RFP. Services shall include,
but are not limited to:
A. Initial Inspection
Within thirty (30) days of contract commencement, the Contractor shall:
1. Conduct an initial inspection of all buildings and units to identify pest presence,
harborage points, and contributing factors (e.g. moisture, clutter, structural gaps, etc.).
Any infestations found visually shall be treated immediately.
2. Establish locations for routine monitoring in common/maintenance areas and install and
monitor traps and other detection devices where appropriate.
3. Record findings and update pest activity logs at each visit.
B. Current Infestations
1. Address the following known or potential problem areas:
* Cockroaches: Targeted treatment and monitoring in affected units, kitchens,
common and other areas where cockroaches are present.
* Rodents: Trapping and exclusion in units, basements, mechanical rooms, waste
disposal and other areas where rodents are present. Bait stations may also be
used if/when necessary.
* Bed Bugs: Thorough inspection and treatment of reported units and adjacent
dwellings; follow-up until eradicated.
* Develop and implement site-specific treatment plans for properties with active
infestations, including follow-up inspections until the problem is resolved.
C. Routine Services, Preventive Maintenance and Treatment
1. Perform regular inspections and treatments at all units (occupied and vacant). Regular
unit inspections and treatments shall be scheduled so that the Contractor visits each unit
at least four (4) times per year.
2. Perform inspections and treatments outside of the normal schedule if residents or staff
report pest sightings.
3. Conduct regular inspections and treatments of other property areas including common
areas, offices, basements, utility and mechanical rooms, trash chutes and compactor
areas, building exteriors, and any other spaces deemed necessary by the property
manager. Inspection frequency of areas other than resident units shall be determined by
the Contractor.
4. Emphasize preventive methods such as sanitation improvements, sealing entry points,
and reducing conducive conditions.
5. Utilize low-toxicity products or non-chemical controls whenever possible.
6. Provide written recommendations to management regarding maintenance, repairs, or
housekeeping improvements.
D. Emergency and On-Call Response
1. Respond to emergency service calls within twenty-four (24) hours of notification with
treatment to occur within five (5) business days of the request for service.
2. Emergencies may include widespread infestations, reports of rodents in occupied units,
or bed bug sightings.
E. Resident and Staff Education
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REQUEST FOR PROPOSALS RFP 15040-0-2026-BG
1. Provide informational flyers or handouts for residents outlining pest prevention steps, unit
preparation instructions for treatment (e.g. bed bugs), and IPM best practices.
2. Provide training or materials for maintenance, property management staff and residents
upon request.
F. Chemical Control (When Necessary)
1. Apply EPA-registered pesticides only when non-chemical methods are ineffective or
impractical.
2. Follow all manufacturer label directions and applicable laws and regulations.
3. Provide prior notice to residents per state and local notification requirements.
G. Reporting and Documentation
1. Submit service reports within one (1) day after each visit detailing:
* Location(s) serviced
* Pests identified and extent of infestation
* Treatment methods and materials used
* Resident/unit cooperation notes
* Recommendations for sanitation or structural repairs
* Maintain complete service records for all sites and units.
2. Provide monthly summaries and quarterly trend reports to CDA's designated contact(s).
H. Covered Pests
1. The Contractor will adequately address and control the following pests:
* Rodents (mice and rats)
* Cockroaches (all species)
* Silverfish
* Moths
* Ants
* Fleas
* Termites
* Flies
* Bees
* Hornets
* Wasps
* Spiders
I. Special Services
1. The following services are expected to be provided by the Contractor on an as-needed
basis and are not considered to be routine services under this contract. Contractor shall
submit itemized pricing and descriptions of services for each of the services listed below
and shall bill CDA separately for any special services provided.
* Bed Bug Inspection and Treatment: Contractor shall have the ability to provide
both conventional (chemical) and heat treatments for bed bugs. Both types of
treatments shall include inspection and adjoining wall treatments in all adjacent
units (units to the left, right, above and below). Contractor shall have the ability to
provide canine inspections for bed bugs as requested by CDA.
* Unit Turnover Service: This type of service may be requested periodically by
property management as vacant units are prepared for occupancy. Unit turnover
service includes an intensive inspection and necessary treatment for any
identified pests.
* Nuisance Animal Removal: Removal of bats, birds and other nuisance
vertebrates not listed in the covered pests section above.
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REQUEST FOR PROPOSALS RFP 15040-0-2026-BG
Notes and Special Instructions
A. Unit Access: Contractor must coordinate with property management staff to enter occupied
units. Advance written notice to residents is required per state, local, and HUD regulations.
Property management staff will assist with the distribution of written notices.
B. Annual Service Schedule: Contractor shall submit a proposed annual service schedule to each
property's designated contact for approval. The schedule for the initial contract term shall be
submitted no later than two (2) weeks after contract commencement and shall cover all routine
service dates for the remainder of the calendar year (2026). Annual schedules for following years
shall be submitted for approval no later than December 1st. Property management staff will assist
with the distribution of annual service schedules to residents.
C. Service Hours and Days: All work will be performed during regular CDA work hours, Monday
through Friday, 8:00 a.m. to 4:30 p.m. Times outside of the normal working hours shall be pre-
approved by the property manager. No work shall occur on CDA holidays. A schedule of holidays
will be provided to the awarded contractor upon request.
D. Resident Preparation: Property management staff will distribute pest-treatment preparation
notices prior to scheduled treatments. Contractor may be required to assist with education or
checklist materials.
E. New Activity: Any new or unreported pest activity must be documented in the service report and
communicated promptly to the property's designated contact.
F. Addition or Deletion of Properties or Units: CDA reserves the right to add or delete properties
from its current inventory due to ongoing development and redevelopment of the properties
included within its portfolio. Pricing for additional properties shall be negotiated as needed. CDA
will provide 30 days' notice prior to removing properties and cancelling services under this
contract.
G. Supplemental Services: CDA reserves the right to purchase supplemental pest control services
from other vendors as needed.
H. Material Safety and Data Sheets: Contractor shall provide MSDS for all products used while
providing services under this contract.
I. Pesticides: Contractor shall not distribute or sell pesticide products to residents and shall not
store any pesticide products at any CDA properties.
J. Confidentiality and Professionalism: Contractor shall ensure that all pest control personnel
conduct themselves in a professional manner and maintain resident confidentiality at all times.
K. Identification: All pest control personnel shall wear a distinctive uniform with the contractor's
name displayed, or wear, in full view, a company I.D., and present a clean, neat and professional
appearance.
L. No-Smoking Policy: All pest control personnel shall comply with CDA's no-smoking policy which
prohibits smoking on all CDA property including outdoor areas and parking lots.
Quality Control and Performance Monitoring
CDA will evaluate the Contractor's performance through periodic inspections, service reports, and
resident feedback. Failure to implement IPM practices, ongoing pest activity without resolution, or failure
to meet response times may result in corrective action, service credits, and/or contract termination.
Contract Term
The term of this contract shall be for an initial period of one (1) year, with the option to renew for up to
four (4) additional one-year periods, contingent on satisfactory performance and funding availability.
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REQUEST FOR PROPOSALS RFP 15040-0-2026-BG
Contractor Qualifications
Proposers must:
1. Hold a valid state pest control business license and applicable technician certifications.
2. Demonstrate at least three (3) years of experience in multifamily or public housing pest control
utilizing IPM practices.
3. Provide evidence of insurance coverage:
* General Liability: Minimum $1,000,000 per occurrence
* Workers' Compensation: As required by law
* Auto Liability: Minimum $500,000 per occurrence
4. Demonstrate knowledge and use of Integrated Pest Management techniques.
Required Information and Content of Proposals
Proposals must include:
1. Company Profile and Experience
* Company background, ownership, and years in business.
* Description of comparable projects and at least three (3) client references.
2. Technical Approach and IPM Plan
* Detailed explanation of proposed treatment methods for current infestations and long-
term prevention.
* Sample service log and reporting form.
* Resident and staff education strategy.
3. Price Proposal
* Base service costs per unit.
* Itemized pricing and description of services provided for emergency calls and/or specialty
treatments (e.g. bed bugs).
* Any additional fees, surcharges, or materials costs.
4. Staffing and Supervision
* List of key personnel, certifications, and training in IPM.
5. Certificate(s) of Insurance
6. Completed HUD Forms and Certifications
* HUD 5369-C and HUD 5370-C
Basis for Selection
1. Experience and Qualifications (20%)
This factor evaluates the proposer's demonstrated ability to perform pest control services of
similar size and complexity, particularly within public housing, multifamily housing, or other high-
density residential environments. Reviewers will assess:
* The firm's years of experience in pest control and Integrated Pest Management (IPM).
* Experience in addressing common public housing pest challenges (e.g. cockroaches,
rodents, bed bugs).
* Relevant credentials, licenses, and certifications held by the firm and key personnel.
2. Technical Approach/IPM Plan (20%)
This factor evaluates the proposer's understanding of CDA's needs and the quality of and
feasibility of the proposed IPM approach. Reviewers will assess:
* The clarity and effectiveness of the proposed inspection, treatment. monitoring and
reporting processes.
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