Contracted Extermination – FY26

Purpose

NAICA is seeking proposals from qualified subcontractors to provide extermination for NAICA facilities at various locations (see table’s A and B). This document is a Request for Proposal (hereafter ‘RFP’) for the services described below and does not obligate NAICA to accept responses from eligible subcontractors. The RFP establishes minimum requirements a bidder must meet, in order to be eligible for consideration as well as information to be included in the subcontractor’s bid response.

Subcontractor is required to submit separate proposals for each available site listed in table (A) and table (B). Carefully examine the specifications, conditions and limitations. The selection of the successful subcontractor will be made based on NAICA’s evaluation and determination of the relative ability of each bidder to deliver quality services in a cost-effective manner.

The following specific criteria will be evaluated and must be addressed in the proposal:

1. Company History and Organization
2. Management Approach
3. Extermination Procedure
4. Cost Proposal and Invoicing
5. References

NAICA is not obligated to accept the lowest bid and reserves the right to reject any and all bids or amend the scope of the project. All bidders must be duly licensed or otherwise have the ability to perform work in accordance with all governing local authorities and to the satisfaction of those authorities.

Conflicts of Interest

Subcontractor(s) must divulge any known potential conflicts of interest to include all known relations or associations by anyone employed or having an interest in the contracted company submitting any bid as follows:

• Relations/Associations to any NAICA Board member.
• Relations/Associations to any Senior or Executive employee of NAICA.
• Relations/Associations to Directors employed by NAICA.
• Vested personal or financial interest in NAICA or to any company organization that does business with NAICA and which may be construed as a conflict of interest.

Contract Term

Contract terms shall be for a 1-year period unless terminated by either party with thirty (60) days written notice. Commencing July 1, 2025 to June 30, 2026.

Scope of Services

This project encompasses different locations operated by NAICA. The extermination services are the same for each location, however, each location is different in square footage. A description of NAICA locations is outlined in table (A) and table (B).

The subcontractor should include the following in their proposal:

• List what pest/rodents are included in the extermination services
• A breakdown of all and any additional cost aside from standard extermination, including bed bugs and bait stations

The selected subcontractor would need to do the following:

• Exterminate entire office including cubicle spaces, bathrooms, closets, kitchen, etc. bi-weekly
• Check and replace traps as needed bi-weekly
• Inspect for holes or any potential holes once a month
• Seal up any holes or any potential holes that would lead to rodents coming inside as needed once a month

The selected subcontractor should use pesticides approved by Environmental Protection Agency Guidelines and should be able to change exterminating products used if needed.

The selected subcontractor should be able to provide bed bug extermination if needed and should include the additional price in the proposal.

The selected subcontractor should provide us with a 24-48-hour notice if unable to arrive and reschedule the appointment accordingly.

After the initial inspection, if bait stations are needed, subcontractor should be able to provide cost of bait stations; this should be included in their proposal.

Instructions to Bidders

A separate proposal must be submitted for each location in Table A/B.

1. Company History and Organization
   • Provide a brief company history, mission statement and organizational summary. Explain ownership (private or public) and include brief biographical information regarding the personnel who would be directly responsible for the management and local supervision of this project.
2. Management Approach
   • Describe in detail how your company will be organized to manage this project. Indicate by position or title the person who will have the overall responsibility for the account. Indicate the support staff available to this project manager by function.
3. Maintenance Procedure
   • Describe procedures in place for HVAC maintenance to meet quarterly maintenance needs.
4. Cost Proposal and Invoicing
   • Propose invoicing frequency and procedures and applicable discounts. All invoices will clearly identify applicable job site coding in order to associate subcontractor’s actual costs with
     NAICA’s job locations or job codes. Include pricing for overall HVAC services with a combined monthly/annual subtotal and payment terms. In cost proposal, please provide a breakdown of everything included in the HVAC maintenance and a sperate cost of anything additional.

Area of Requirements

PASSPort and PIP registration

• The bidder is to provide proof of registration in PASSPort and the Payee Information Portal (PIP) VIA attachment directly from PASSPort and PIP containing the following information:
  • Passport vendor status
  • Vendor name
  • Filing Date
  • Business address
  • EIN
  • DUNS number
  • FMS Vendor Code
  • Existing address and contract assignments – PIP

This document is a Request for Proposal (RFP) for the services described and does not obligate NAICA to accept responses from eligible subcontractors. This RFP establishes minimum requirements a potential bidder must meet, in order to be eligible for consideration as well as information to be included in the subcontractor’s bid response.

Table (A)

NAICA Shelter Locations

Table (B)

NAICA Offices