Pest Control Services

REQUEST FOR BID
Pest Control Services
RFB 0713A-26
Attention: Purchasing Agent
Address: City School District of Albany
1 Academy Park
Albany, NY 12207
Phone: (518) 475- 6050
Fax: (518) 475- 6054
RESPONSES DUE BY 2:00PM on July 13th, 2026
In accordance with the provisions of Section 103 of the General Municipal Law, an advertisement has
been published in the local newspaper.

CITY SCHOOL DISTRICT OF ALBANY
Legal Notice
RFB 0113-26: Food Service Hot Kitchen Equipment Repairs
RFB 0713A-26 Pest Control Services
The City School District of Albany, hereinafter known as the District, will receive proposals at the
Central Administration Offices, Purchasing Department, 1 Academy Park, Albany, New York,
12207 until 1:00 PM for RFB 0113-26 and 2:00 PM for RFB 0713A-26 on July 13th, 2026,
respectively. The envelopes containing the proposals must be sealed, and addressed to:
Purchasing Agent
City School District of Albany
1 Academy Park
Albany, NY 12207
Envelopes containing the proposals should be clearly marked "RFB 0113-26: Food Service Hot
Kitchen Equipment Repairs" and/or "RFB 0713A-26: Pest Control Services".
The District has the right to accept or reject any and all proposals or parts thereof as it deems to be
in its best interest.
Please contact the Purchasing Office at (518) 475-6050 or jmonroe@albany.k12.ny.us to obtain the
bid packet(s).
The City School District of Albany is an affirmative Action, Equal Opportunity Enterprise.

GENERAL INFORMATION/CONDITIONS
Statement of Purpose:
The City School District of Albany is seeking responsive and responsible bidders to provide repair
services on the District's hot kitchen equipment. Proposals must follow the outline set forth in this
document. Please submit one original copy of the completed qualifications and other requirements
of the RFB, by hand delivery, regular mail, or courier to the address listed on the cover page. The
District must receive the proposal by the date indicated in the timeline below.
Minority Business Enterprises (MBE's) and Women Business Enterprise (WBE's) are encouraged
to send bid proposal.
General Information:
The City School District of Albany operates twelve elementary schools, three middle school
buildings, and one primary high school facility with extended programs in two additional buildings.
The student population is approximately 8,600 and a total staff of approximately 1,700. In addition
to neighborhood schools, the District includes several magnet schools and programs, as well as other
innovative academic opportunities for students in support of our vision, mission and goals.
SCOPE OF SERVICES
The firm(s) selected will provide pest control at all District locations.

GENERAL REQUIREMENTS
Instructions to Bidder:
The submission of a proposal will indicate that the responder (1) has read the instructions, (2) will
abide by the terms and conditions governing this Request for Bid, and (3) understands the
requirements for delivery of the services specified.
General Instructions:
1. Specifications contained in the Request for Bids are for the District's pest control services.
2. Minimum requirements are specified. The responder may choose to exceed those
minimums.
3. Failure to provide sufficient and required information may result in the proposal being
rejected by the District as non-responsive and not being considered.
4. Each proposal must be clearly marked on the outside of the envelope with the title "RFB
0713A-26: Pest Control Services". Please ensure your organization's name is included
on the outside of the package. If you are using a commercial delivery company that
requires the use of their shipping package or envelope, your proposal must be placed within
a second sealed package labeled as detailed above. This will ensure your proposal is not
prematurely opened.
5. Original proposal is to be mailed or delivered to:
City School District of Albany
1 Academy Park
Albany, NY 12207
Attn: Purchasing Agent
to arrive no later than the closing date and time specified in the timeline provided herein.
Any received after that time will not be opened, and will be returned only upon request by,
and at the expense of, the responder(s). The responder(s) will assume total responsibility
for delivery of their proposal on time and at the specified place, whether sent by mail or
delivered in person.
6. Telephone, facsimile, or telegraphic proposals are not acceptable. Unless otherwise
specified, submission by email is not permitted.
7. To assist any and all Contractors in obtaining a clear understanding of the requirements of
this proposal, Contractors may present clarifying questions. Questions regarding this
proposal must be submitted in writing via email to jmonroe@albany.k12.ny.us. Responders
must also provide in writing one working email address of where the District should direct
its response to any questions. The District is not responsible for non-working email
addresses. District responses will also be shared with other potential proposers if they are
known to the District.

TERMS AND CONDITIONS
1. The issuance of this RFB request constitutes only an invitation to submit a response to the
District. If the school District chooses to award the RFB to a selected Contractor, the
Contractor must complete a contract with the District. The form and content of the contract
will be determined by the District.
2. Article 18 of the General Municipal Law prohibits municipal officers and employees from
having interest in contracts with the municipality for which they serve. This law applies to
officers, employees of a municipality, or members of a municipal board. Additionally, a
Vendor that is interested in submitting a proposal to an RFB must fully disclose, in writing
to the Contractor on or before the closing date of the RFB, the circumstances of any
possible conflict of interest or what could be perceived as a possible conflict of interest if
the Vendor were to become a contracting party pursuant to the RFB. The Contractor shall
review any submissions by Vendor(s) under this provision and may reject any Proposals
where, in the opinion of the Contractor, the Vendor could be in a conflict of interest or
could be perceived to be in a possible conflict of interest position if the Vendor were to
become a contracting party pursuant to the RFB.
3. This Proposal request does not commit the District either to award a contract or to pay any
costs incurred in the preparation of a submission. Responders shall bear all costs associated
with submission preparation, submission and attendance at presentation interviews, or any
other activity associated with this Proposal request or otherwise.
4. All proposals and accompanying documentation become the property of the City School
District of Albany. The District shall not divulge any information presented to anyone
outside the District, unless required by law, without the written approval of the individual
or firm. The District reserves the right to use the information and any ideas presented in
any submission in response to this RFB request, whether or not the submission is accepted.
Submitted bids may be reviewed and evaluated by any person or outside consultant retained
by the District, other than one associated with a competing applicant, as designated by the
District. If a bidder believes that any information in its bid constitutes a trade secret and
wishes such information not be disclosed if requested by a member of the public pursuant to
the State Freedom of Information Law, Article 6 of the Public Officers Law, the bidder
shall submit with its bid a letter specifically identifying the page number, line or other
appropriate designation, that information which it deems to constitute a trade secret and
explain in detail why such information is a trade secret. Failure by a bidder to submit such
a letter with its bid identifying trade secrets shall constitute a waiver by the applicant of any
rights it may have under Section 89 (Subdivision 5) of the Public Officers Law relating to
protection of trade secrets.
5. It is incumbent upon the contractor(s) to pay the prevailing rate of wages as established by
the NYS Department of Labor. Prevailing Wage Rate, as part of the requirements of Article
9 (sections 230-239) of the NYS Labor Law, requires Public Work Contractors and
Subcontractors to pay laborers, workers or mechanics employed in the performance of a
Public Works contract not less than the prevailing rate of wages and to provide supplements
(fringe benefits) in accordance with prevailing practices in the locality where the work is
performed. Any Federal or State determination of a violation of any Public Works law or

regulation, or Labor Law, or any OSHA violation deemed "seniors or willful" may be
grounds for a determination of vendor non-responsibly and rejection of bid.
6. The Contractor must provide a copy of payroll records, when requested, showing prevailing
wages paid to each employee for any School District project.
7. The District neither makes nor assumes any contractual obligation by issuing this RFB
request, receiving and evaluating responses, or making preliminary bidder selections.
Providing a response as provided herein shall neither obligate nor entitle a bidder to enter
into a contract with the District.
8. The District reserves the right to determine in its sole and absolute discretion whether any
aspect of the Contractor's submission satisfactorily meets the criteria established in this RFB
request, the right to seek clarification from any Responder(s), and the right to cancel and or
amend, in part or entirely, the RFB request, at any time prior to a written contract.
9. It is understood that any submission received and evaluated by the City School District of
Albany will be used as the basis for the cost and terms of a contract between the District and
the particular responder. In submitting a response, it is understood by the responder that the
District reserves the right to accept any submission, to reject any and all submissions and to
waive any irregularities or informalities that the District deems is in its best interest.
10. The District is not obligated to respond to any submission nor is it legally bound in any
manner whatsoever by the submission of a response.
11. Each response shall be reviewed for completeness and for the technical and administrative
requirements of the RFB request. The District has the option of requesting the responder to
submit missing information or provide clarification of those issues deemed incomplete, or
disqualifying the proposal. A proposal may be disqualified for lack of response to such a
request.
12. RFB's submitted to the District must be valid for a period of at least 120 days from the
deadline for receipt of bid responses as defined in the time frame section of this document.
13. The selected Contractor's proposal will become part of any resulting legal contract, should
contracts be awarded. The term of the resultant contract shall commence upon award and
shall remain in effect until completion, inspection, and final acceptance of specified project(s)
unless terminated, cancelled, or extended as otherwise provided herein.
14. Each proposal must include the appropriate corporate officer's approval signature.
15. It is a requirement that responders indicate specifically in the response any sub-contract,
alliance, partner, franchise, or other "non-employee" relationship with any resource(s) they
will utilize if they are chosen as the selected proposal. Note: The District reserves the right
to approve and designate sub-contractors to be used in any of the services being proposed.
16. The City School District of Albany reserves the right to introduce additional factors not
contained in this RFB request in order to obtain the most suitable solution. After submitting
a proposal, each respondent must be prepared to have the operational aspects of their proposal
reviewed in detail by District representatives.

17. When specifications are revised, the City School District of Albany Purchasing Department
will issue an addendum addressing the nature of the change. Bidders must sign and include
it in the returned bid package.
18. The District may, from time to time, inform other local governmental entities and school
districts that they may acquire items or services listed in this Request for Bids. Such
acquisition(s) shall be at the prices stated herein, and shall be subject to bidder's
acceptance. Other local government entities or school districts purchase orders shall be
submitted directly to the vendor within the specified contract period referencing the
District's contract. The City School District of Albany will not be liable or responsible for
any obligations, including, but not limited to, payment, and for any item ordered by an
entity or school other than the City School District of Albany.
19. Proposals shall be opened publicly at the District's Central Office location, or other duly
designated location, on the "received by" date and time indicated on the cover page. The
name of each responder shall be read publicly and recorded. Unless disclosure of final
proposal pricing would constitute an impairment of negotiations, the proposed bid, cost, or
sum of each proposer will be read publicly as well. The content of proposals shall not be
subject to public inspection until after contract award. Subsequent to contract award,
proposals may be reviewed unless they, in total or in part, contain information which is
exempt from disclosure pursuant to the Freedom of Information Law (e.g. a trade secret).
20. At any time prior to the specified proposal due time and date, a responder (or designated
representative) may withdraw their proposal.
21. The District reserves the right to award contracts for individual projects or for any
combination of projects deemed to be most advantageous to the District. Notwithstanding
any other provision of the RFB, the District expressly reserves the right to:
a. Waive any immaterial defect or informality; or
b. Reject any or all proposals, or portions thereof; or
c. Reissue an invitation for proposal.
22. The District Board of Education reserves the right to award a contract in the best interest of
the District. The Board of Education's decision will be final.
Responders Default - Failure of the Responders to comply with any of these provisions may be
considered reason for rejection of the Proposal.
ATTACHMENT A: SPECIFICATIONS
ATTACHMENT B: SIGNATURE PAGE
ATTACHMENT C: REFERENCES
ATTACHMENT D: INSURANCE REQUIREMENTS
ATTACHMENT E: QUOTE SHEET

ATTACHMENT A-SPECIFICATIONS
1) General Services Standards of performance will require that all buildings serviced shall
be substantially free of insects and rodents. This includes the distribution of residuals for
early destruction of such vermin that may enter the buildings with deliveries of supplies.
Each bidder must inform himself, by personal examination of the specifications and
locations of the proposed work and by such other methods as he may select, of the
character, quality and extent of the work to be performed and the conditions under which
the contract is to be executed.
The Board of Education will make no allowance of concession to a bidder for any alleged
misunderstanding or deception because of quality, character, locations or other conditions.
The bid price is to cover the cost of furnishing all of said services, materials, equipment and
labor to the satisfaction of the Supervisor of Buildings and Grounds, and the performance of
all work set forth in these specifications.
The contractor will possess at no cost to the School District all qualifications and permits to
engage in the business of exterminator as may be required in the jurisdiction where the
work is specified to be performed. All workmen to be employed will possess the
qualifications, training, licenses and permits as may be required within such jurisdiction.
The Contractor will supervise competent workmen at the premises in periodic inspections,
treatment, and control of vermin and pests within the buildings designated below on the
attached schedule. The frequency of periodic services required at each location is also
indicated. Services, regular and special, will be rendered at such times as shall not interfere
with the operations of the schools, cafeterias and other agencies occupying the premises.
Contractor's employees will not be required to wear uniforms. However, they must present
a clean neat appearance. Courteous conduct is a requirement. Such employees must carry
proper identification.
Contractor must provide twenty hours of staff in-service to District staff. Items included
shall be Hazardous Communications and Right To Know as per OSHA.
Contractor shall furnish the City School District of Albany with proof of insurance to
include:
Liability Limits - $1,000,000.00 - $3,000,000.00 each occurrence
Property damage - $100,000.00
The City School District of Albany will be named as additionally insured
Proof of Employee Compensation benefit insurance
2) SERVICE REPORTS: The contractor, or his employee, must check in with the building
custodian for special complaint calls when he arrives at the building. All special complaint
calls shall be given first consideration before performing regular preventative maintenance
schedule. The custodian will inform the contractor of any special problem areas requiring a
more intensive or specialized treatment. This will be indicated in the service report. The

exterminator will leave with the custodian a signed service report showing the time of
arrival, time of departure, the amount and types of materials used.
3) CALL BACKS: Emergency call-back service for any building in the School District
shall be included in the terms of the contract and must be rendered promptly upon request
by the Supervisor of Buildings and Grounds, or his representative. The request for this
service by telephone shall be considered sufficient notice of requirement.
4) PESTS: Pest to be controlled shall include, but not be limited to: roaches (all types),
silverfish, fleas, ants, rats, mice, rat mites, mouse mites, fire brats, earwigs, bedbugs,
spiders, crickets, fruit flies, bats and squirrels. All pests other than insects are to be
removed from the premises and disposed of upon our request at no additional cost.
5) MATERIALS: The successful bidder shall supply all equipment and pest control
substances necessary to keep the premises free from vermin infestation. Such substances
shall conform to Federal, New York State and Local Laws and Regulations. Must strictly
adhere to all State Education Dept regulations including notification regulations effective
September 2003. It is not practical for the Board of Education to designate specific
insecticides, baits and techniques to be employed due to rapid developments occurring in
the exterminating industry. Therefore, latitude of choice is extended to the contractor,
subject to the approval of the Supervisor of Buildings and Grounds, and subject to the
following provisions:
Integrated Pest Management (IPM) must be practiced. Whenever IPM methods have been
exhausted and traditional methods are needed, written permission must be given by the
Supervisor of Buildings and Grounds.
The contractor must submit a list of all materials to be used in the exterminating services.
All such materials used must be registered with the United States Department of
Agriculture. They must strictly adhere to Environmental Protection Agency regulations and
local Municipal regulations. The School District must be notified in writing in advance if
any deviation from the list is to be made.
The contractor must submit evidence that material to be used shall have a flash point of not
less than 135 degrees Fahrenheit when tested in the Tagliabue closed cup.
Insecticides used in space sprayers will be a clear liquid, which will be neither poisonous
nor irritating to humans when used as directed. No material will be used which will irritate
the eyes, nose or throat of occupants of the building, when such materials are used in
accordance with manufacturer's instructions. Permissible materials shall be used in such a
manner as not to be visible or accessible.
Locked containers shall be used to ensure the safe handling, transportation, storage and
distribution of poisons for insect and rodent control. Use of internal combustion or electric
power-driven spraying machines inside the buildings will require prior approval of the
Supervisor of Buildings and Grounds, or his representative.
The least amount of toxic material that will produce the desired result shall be used, even if
more labor and skill are required. Safety is to be the prime consideration.

Materials as supplied, when used according to manufacturer's labeled instructions, will
have no detrimental effect on dried paint, varnish or lacquer and shall not corrode metal.
Material will be suitably labeled and said label will indicate the active ingredients of the
products.
Materials will not be applied to desks or other such working surfaces used by building
occupants in the normal pursuit of their duties. Documents, books, etc., will not be
disfigured or damaged by exterminator operations.
Materials shall all be transported according to State and local ordinances.
A service and sightings log will be kept and maintained by the vendor in each building
along with any MSDS forms of possibly used chemicals. Service sheets will be signed by
the lead custodian of each building at the time of the visit. Copies of these signed records
will be sent monthly to 33A Essex St, Albany, NY 12206, before monthly payment is
made. Unsigned service sheets will result in the reduction of the monthly payment for that
building.
6) LABELS: All materials, insecticides and /or rodenticides, shall be carried onto the
premises of the School District in their prepared, ready-to-use form in accordance with
specifications on label. No concentrate products will be allowed on premises.
Insecticides or rodenticides shall be carried in non-breakable containers, covered and
labeled as follows:
Name of product (include generic name, if any)
Active ingredients
Percentage of active ingredients
Warning label
Manufacturer's name and address
Manufacturer's EPA registration number
Contractor's name and address
Material Safety Data Sheets (MSDS) sheets must be submitted for all products and
materials that would be used under this contract. These forms may be submitted as part of
the bid.
7) SPECIFIC TREATMENT PROCEDURES: Frequency of treatment shall be in
accordance with schedule on attached Bid Proposal. However, if emergency problems arise
in the Area of insect and/or rodent control, the Supervisor of Buildings and Grounds, or his
representative (Custodian) will notify the contractor of the type and locations of such
problems. The contractor will advise him of the measures to be taken to correct the
problem.
Areas, which must be especially serviced in all schools, include food preparation sections.
However, servicing of these areas must not be done during the times when food preparation
activities are in progress. The custodians will advise the contractor as to proper times for
these areas to be serviced.