Pest Control Services

Agency:	City of Fairfax
State:	Virginia
Type of Government:	State & Local
NAICS Category:	561710 - Exterminating and Pest Control Services
Posted Date:	Jan 9, 2024
Due Date:	Jan 31, 2024
Solicitation No:	24047
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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Title:

Invitation for Bids:

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Issue Date:

Due Date:

Questions:

City of Fairfax, Virginia

Office of Procurement Services

10455 Armstrong Street

Fairfax, Virginia 22030

Pest Control Services

24047

91059, Pest Control

December 19, 2023

January 10, 2024 @ 3:00 P.M.

Submit all questions no later

than January 3, 2024 to David

Kundid at:

David.Kundid@fairfaxva.gov

PAPER OR HAND-DELIVERED BIDS WILL NOT BE ACCEPTED IN RESPONSE TO THIS

SOLICITATION. ALL BIDS MUST BE SUBMITTED ELECTRONICALLY VIA THE VIRGINIA

PROCUREMENT SITE WHICH CAN BE FOUND AT HTTPS://EVA.VIRGINIA.GOV. ANY

ASSISTANCE SUBMITTING BIDS THROUGH THIS SYSTEM MUST BE DIRECTED SOLEY

TO EVA SUPPORT/HELPDESK.

 Your business must be eVA registered and in active status.

 Start by clicking the Register Now link on the eVA website (www.eVA.virginia.gov).

The City of Fairfax does not discriminate against faith-based organizations in accordance with the Code of Virginia, §

2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other

basis prohibited by state law relating to discrimination in employment in the performance of its procurement activity.

IFB 24047

GENERAL TERMS AND CONDITIONS

1. PURPOSE: The City of Fairfax (the “City”) is soliciting bids from qualified bidders to provide Pest Control

Services for multiple City Buildings.

2. BIDDER QUALIFICATIONS: Qualified bidders shall be properly licensed for providing the goods/services

specified herein. Qualified bidders shall have experience with state, county, and federal agencies or

comparable commercial references within the past two years. This license and experience/reference

information shall be entered on the Bid Submission Form.

3. SCOPE OF WORK: The Contractor shall provide all supervision, labor, materials, equipment,

transportation and supplies to monitor and manage Pest Control for the City owned buildings identified

in this solicitation, and to provide the following services:

A. Upon award of the contract, the Contractor shall submit a pest control plan to identify entry points,

water sources, food sources, harborage points, and customer/employee areas of high impact with

a summary of proposed control methods. The Pest Control Plan shall be submitted to the City’s

Public Works department within five (5) days of initial inspection of the locations. The initial

inspection shall be completed within ten (10) calendar days or less from date of contract Award.

B. The Contractor shall inspect, identify and treat for complete elimination of infestations and

presence of various pests. The term “pests” used herein, is broad terminology for insects and

rodents. This includes but is not limited to; vermin/rodents, snakes, various species of ants,

cockroaches, silverfish, spiders, centipedes, crickets, earwigs, mites, weevils, carpenter bees,

ground bees, hornets, yellow jackets, stinkbugs, lice, fleas and alike that are not species protected.

C. Contractor shall provide services for all buildings once per month, with the exception of Termite

treatment which will be performed for all buildings once every 6 months. All Services are to be

scheduled with the City’s Public Works department.

D. Services shall be Monday through Friday between the hours of 7:30 a.m. through 5:00 p.m., unless

otherwise approved by the City’s Public Works department; or, when conditions require a building

to be vacated due to infestation or as required by all Local, State and Federal policies and laws.

E. Contractor shall treat the building’s exterior perimeter at a minimum, and may be required to treat

the interior perimeter and other areas. All interior treatment shall be approved in advance by the

City’s Public Works department.

F. Current labels and Safety Data Sheets (SDS) of all pesticides and/or other products introduced into

the facility shall be provided to the City’s Public Works department. Contractor will advise of

updated and/or changed Safety Data Sheets and will provide a copy to the City’s Public Works

department prior to use.

IFB 24047

GENERAL TERMS AND CONDITIONS

G. Chemicals used shall conform to state and federal regulation, with application of residual and non-

residual pesticides. All products used will conform to Federal, State, OSHA requirements and are

to be approved and compliant with existing E.P.A. labeling and use requirements under the Federal

Insecticide, Fungicide, and Rodenticide Act (as amended). All products used in the common

kitchen areas will meet any requirements set forth by the FDA. Odorless or hypoallergenic

chemicals may be required in some areas and Contractor shall have the ability to provide this if

requested by the City.

H. Transport, handling, and use of chemicals shall be according to the manufacturer’s instruction, and

it shall be the responsibility of the Contractor to follow such instructions as well as any applicable

laws pertaining to such. Chemicals are not permitted to be stored on City property and authorized

by the City’s Public Works department. When not in use, Contractor shall secure chemicals in their

locked vehicle when on City property.

I. If presence or infestations of various pests, insects, or vermin is discovered between monthly

services the Contractor shall provide service calls to treat specified locations within 24 hours of

notification by the City at no additional charge.

J. Rodents/vermin shall be eliminated using rodenticides or rodent control devices such as baits,

traps, glue boards and alike that are State and Federally approved for use and are conducive to the

location of the infestation. Control devices should be out of the general viewing area if at all

possible. Contractor shall remove and dispose of pests from rodent control devices upon request

from the City within 48 hours.

K. All Contractor personnel shall have identification on their person when on City property.

Personnel shall dress professionally with an identifiable badge, uniform, and/or other similar

identification.

L. The Contractor shall provide, prior to award; Photocopies of Commercial Pesticide Applicator

Certificates or Licenses for Contractor employees who will be performing on-site service under the

contract resulting from this solicitation.

M. The Contractor shall provide a written and signed service report to the City’s Public Works

department at the completion of each visit. The service report must contain, at a minimum, the

following information:

• Areas inspected and/or treated.

• Pests and/or vermin discovered.

• Types and quantities of insecticides, rodenticides, chemicals and/or devices used.

• Area and method of application used.

IFB 24047

GENERAL TERMS AND CONDITIONS

4. CONTRACT TERM: The term of the contract shall be from February 1, 2024, or date of award, to

January 31, 2024. This contract may be renewed by the City upon written agreement of both

parties for four (4) successive one-year periods, under the terms of the current contract, and at

a reasonable time (approximately 90 days) prior to the expiration.

5. BID SUBMISSION: Sealed Bids shall be received and time stamped online through the eVA

website, no later than January 10, 2024 at 3:00 P.M., (“Bid Due Date”) and will be publicly posted,

following the Bid Opening. Bidders are responsible for ensuring its submission prior to Bid Due

Date. The time a Bid is received shall be determined by the time stamp on the Bid receipt by the

time clock on the eVA Sourcing and Contracting website. The City of Fairfax is not responsible for

any technical difficulties which may result in the Bidders response not uploading in time, or any

responses that are not properly uploaded. Late bids will not be accepted. The City will not receive

bids in person and paper bids and/or email bids will not be accepted. Any paper or email bids

received will be not be considered and will be returned, unopened, to the bidder. Bids received

after the Bid Due Date and Time shall not be considered. Conditional bids may be rejected in

whole or in part.

6. BID SUBMISSION FORM: The Bidder shall complete and submit the attached Bid Submission Form

with its bid. The Pricing Schedule (Bid Price entry) is included within the Bid Submission Form.

7. AWARD: An award will be made to the lowest responsive and responsible bidder. Evaluation will

be based on a total bid price. Unit prices, extensions and grand total must be shown. In case of

arithmetic errors, the unit price will govern. If cash discount for prompt payment is offered, it

must be clearly shown in the space provided. Discounts for prompt payment will not be

considered in making awards. The City reserves the right to reject any and all bids in whole or in

part, to waive any informality, and to delete items prior to making an award. The Purchasing

Agent reserves the right to make award on all items in the aggregate or on any of the items on an

individual basis, whichever is in the best interest of the City.

8. RENEWAL OF CONTRACT: This contract may be renewed by the City for four (4) successive one-

year periods under the terms and conditions of the original contract except as stated below. Price

increases may be negotiated only at the time of renewal. Written notice of the City’s intention to

renew shall be given approximately 90 days prior to the expiration date of each contract period.

a. If the City elects to exercise the option to renew the contract for an additional one-year

period, the contract price(s) for the additional one year shall not exceed the contract

price(s) of the original contract increased/decreased by more than the percentage

increase/decrease of the CPI-U section of the Consumer Price Index of the United States

Bureau of Labor Statistics for the latest twelve months for which statistics are available.

IFB 24047

GENERAL TERMS AND CONDITIONS

b. If during any subsequent renewal periods, the City elects to exercise the option to renew

the contract, the contract price(s) for the subsequent renewal period shall not exceed the

contract price(s) of the previous renewal period increased/decreased by more than the

percentage increase/decrease of the CPI-U section of the Consumer Price Index of the

United States Bureau of Labor Statistics for the latest twelve months for which statistics

are available.

9. BID ACCEPTANCE PERIOD: Any bid in response to this solicitation shall be valid for (120) days. At

the end of the days the bid may be withdrawn at the written request of the bidder. If the bid is

not withdrawn at that time it remains in effect until an award is made or the solicitation is

canceled.

10. CONTRACTOR LICENSE REQUIREMENT: By my signature on this solicitation, I certify that this

firm/individual is properly licensed for providing the goods/services specified. Furthermore, the

contractor shall maintain the required license throughout the term of the contract. The

contractor shall immediately notify the City in writing in the event the license has been revoked.

11. PROMPT PAYMENT DISCOUNTS: The City will pay within 30 days after acceptance and receipt of

a proper invoice. A prompt payment discount offered for prompt payment of (15) calendar days

or longer will be calculated in determining net low bid.

12. PURCHASE ORDER: To be valid, a purchase order issued under this Contract must be issued during

the term of the Contract. The period specified for performance of the purchase order may extend

past the term of the Contract. If a notice terminating this Contract is issued, the notice shall be

construed as applying only to the Contract and not to any existing purchase order, unless the

notice expressly states the intent to terminate the purchase order.

13. PRICE ESCALATION/DE-ESCALATION: Price adjustments may be permitted for changes in the

contractor’s cost of materials not to exceed the increase in the following index/indices: One year.

No price increases will be authorized for 365 calendar days after the effective date of the contract.

Price escalation may be permitted only at the end of this period and each 365 days thereafter and

only where verified to the satisfaction of the purchasing office. However, “across the board” price

decreases are subject to implementation at any time and shall be immediately conveyed to the

City.

Contractor shall give not less than 30 days advance notice of any price increase to the purchasing

office. Any approved price changes will be effective only at the beginning of the calendar month

following the end of the full 30 day notification period. The contractor shall document the amount

and proposed effective date of any general change in the price of materials. Documentation shall

be supplied with the contractor’s request for increase which will: (1) verify that the requested

price increase is general in scope and not applicable just to the City of Fairfax; and (2) verify the

amount or percentage of increase which is being passed on to the contractor by the contractor’s

suppliers.

Pest Control Services

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