ITB for Routine Pest Control Services at PCSD School Sites

The purpose and intent of this Invitation to Bid (ITB) is to establish a contract for ITB for Routine Pest Control Services at PCSD School Sites. The Putnam County School District (herinafter referred to as "PCSD" or the "District") is requeting bid pricing from qualified Bidders.

PCSD seeks a qualified pest control provider to deliver routine pest management services at the school sites listed in the bid pricing schedule. The goal is to maintain safe, clean, and comfortable environments for students and staff while minimizing disruption to school operations.

Base Services

The vendor shall:

• Conduct an initial inspection of each covered site before starting routine service and provide PCSD with the findings and recommended preventative measures.
• Inspect each covered site at least once a month for signs of pest activity and conditions that may allow pest entry.
• Provide routine prevention and treatment for common pests as needed, using an IPM approach.
• Report any pest activity identified between scheduled visits if requested by PCSD. The base price includes any follow-up visits required to address routine pest activity identified during scheduled services.
• Offer PCSD staff practical advice on reducing pest activity, such as removing food sources, eliminating moisture, and sealing entry points.

Covered Pests

Base services will cover common pests, including ants, cockroaches, spiders, rodents, wasps and other stinging insects, fleas, ticks, and other pests as identified by PCSD.

Termite inspection may be included in the standard service. Termite treatment, bed bug treatment, wildlife removal, fumigation, and structural repair (if offered) will be separately priced and require PCSD's prior written consent.

Service Coordination and Response

The vendor will coordinate service schedules with the designated PCSD contact and relevant school staff. The vendor will provide at least 48 hours' notice before any scheduled visit, except when responding to an urgent PCSD request.

All bids must be received no later than, Wednesday, December 2, 2026 before 5:00 pm and must be delivered via the Board's eProcurement Platform at: https://procurement.opengov.com/portal/myputnamschools/projects/322897 If a bid is transmitted by US mail or other delivery medium, the bid WILL NOT be accepted. Any bid received after the stated date and time, WILL NOT be considered.

Primary factors used to decide the award hereunder will be price, availability and responsiveness. Other factors that may be used in the evaluation of this bid will be: (1.) administrative costs incurred by the School Board in association with the discharge of any subsequent award; (2.) alternative payment terms; (3.) Bidder's past performance.

Terms of Contract shall commence upon the Board's approval, and continue through 01/19/2030. Prices quoted in this ITB are considered firm for the initial term of the contract period. [...] The award resulting from this bid (or any portion thereof) has the option of being renewed for Three (3) additional one (1) year periods, or extended for a period up to 180 days beyond the term including the final term, upon mutual agreement of both parties, under the same terms and conditions as the original award.

Bid bonds, when required shall be submitted with the bid in the amount specified in the detailed specifications.