To: Prospective Bidders From: Randy L. Wolfgang, Director of Support Services RE: 2006-2011 Integrated Pest Management Bid Date: June 6, 2011 Attached are the bid specifications, general conditions, non-collusion affidavit and requests for the above referenced bid. We request the pest management be bid as specified. The Board reserves the right to waive informalities and to accept or reject any or all bids. Please retain a copy of your bid submission for your files.
PENN MANOR SCHOOL DISTRICT GENERAL BID REQUIREMENTS 1. Submission of Bids-Two copies of the bid requirements are furnished. One is for the bidder's records and the other is to be returned to the Penn Manor School District. Bids are due at the Penn Manor School District, Business Office, 2950 Charlestown Road, Lancaster, Pa. 17603, on or before 9:00 a.m. on August 19, 2011, and shall be submitted in a sealed envelope marked "INTEGRATED PEST MANAGEMENT". Bids may be mailed to Penn Manor School District, P. O. Box 1001, Millersville, Pa. 17551. If bids are mailed via overnight or express mail the address is Penn Manor School District, 2950 Charlestown Road, Lancaster, Pa. 17603. Bid opening shall be at 9:15 a.m. on August 19, 2011 and shall be at the Business Office, 2950 Charlestown Road, Lancaster, Pa. 17603. 2. Selection or Rejection of Bids-The Penn Manor School District reserves the right to reject any or all bids and to waive any or all informalities in connection therewith at its discretion and to single out items from any bid. These specifications cover the 2011-2012, 2012-2013, 2013-2014, 2014-2015 and 2015-2016 school years (October 1, 2011 through September 30, 2016) and all bids shall be submitted subject to the General Bid Requirements listed herein and for the quantities and qualities specified. The successful bidder shall not assign the performance of the contract, nor any portion thereof, to others without the express consent, in writing, from the Penn Manor School District. 3. Preparation of Bids-When no reference or change is made on the proposal by bidder, it is understood that the specific item named on proposal shall be furnished by the bidder. Entries on the bid document must be typewritten or legibly handwritten in ink. Changes, alterations, or interlineations in the bid are not permitted. All bids are to be submitted on the Penn Manor School District proposal form and itemized bid sheet. Only bids submitted on these forms will be considered. Bid figures shall include all charges and shall include all discounts. 4. Bidders Evidence of Responsibility-Bidders may be required to furnish evidence in writing that they maintain permanent places of business and have adequate equipment, finances and personnel to furnish the items requested. Bidders must be authorized dealers and can provide necessary services and warranties for items they propose to furnish. 5. Compliance with Bid Requirements-Any inability to comply with the conditions and specifications as outlined must be clearly stated in your bid. 6. Taxes-The Penn Manor School District is exempt from State Sales Tax.
7. Bid Bond-Each proposal shall be accompanied by a certified check or bid bond in the amount of at least ten (10) percent of the proposed purchase price, payable to Penn Manor School District. The check of the successful bidder shall be forfeited as liquidated damages if the bidder fails to execute the contract. All other checks shall be returned to the bidders as soon as the contracts have been executed. 8. Non-Collusion Affidavit-(see attached) 9. List of 5 references, 3 of which should be school district accounts. 10. Provide evidence of insurance, including general liability and workers compensation, as part of the bid. 11. Bidders are required to adhere to local municipality, state, and federal laws regarding pest management services.
PENN MANOR SCHOOL DISTRICT October 1, 2011 to September 30, 2016 INTEGRATED PEST MANAGEMENT PROPOSAL SHEET School Locations To Be Included In Contract: 1.Penn Manor High School-E. Cottage Ave., Millersville, Pa. 17551 2.Manor Middle School-2950 Charlestown Rd., Lancaster, Pa. 17603 3.Marticville Middle School-356 Frogtown Rd., Pequea, Pa. 17565 4.Eshleman Elementary-545 Leaman Ave., Millersville, Pa. 17551 5.Hambright Elementary-2121 Temple Ave., Lancaster, Pa. 17603 6.Conestoga Elementary-100 Hill St., Conestoga, Pa. 17516 7.Martic Elementary-266 Martic Heights, Holtwood, Pa. 17532 8.Central Manor Elementary-3717 Blue Rock Rd., Washington Boro, Pa. 17582 9.Letort Elementary-561 Letort Rd., Washington Boro, Pa. 17582 10.Pequea Elementary-802 Millwood Rd., Willow Street, Pa. 17584 11.-Maintenance Facility-2950 Charlestown Rd., Lancaster, Pa. 17603
Vendor name BID TALLY SHEET School year Amount 2011-2012 2012-2013 2013-2014 2014-2015 2015-2016 BID TOTAL Vendor address Phone number E-mail Web site
SPECIFICATIONS FOR THE INTEGRATED PEST MANAGEMENT PROGRAM *Integrated pest management-the definition of IPM from the Environmental Protection Agency is: coordinated use of pest and environmental information with available pest control methods to prevent unacceptable levels of pest damage by the most economical means, and with the least possible hazard to people, property, and the environment. The goal of the IPM approach is to manage pests and the environment so as to balance costs, benefits, public health, and environmental quality. 1. All of the vendor s service personnel must be fully trained in the principles of IPM. 2. The vendor must provide 5 references where it is currently implementing an IPM program. 3. The vendor s IPM service personnel must be Pa. state certified in the appropriate category (i.e., not working under a certified applicators license). Vendor must submit list of employees with their license and certification numbers and annual training programs. Vendor must submit current Act 34 and 151 records of employees. 4. Vendor must have an established Pa. state-accredited training program for continuing education of all service personnel. 5. Vendor must be an active member of the National Pest Control Association and the State Pest Control Association. 6. Vendor must have an established safety program to include on site/in service training for school employees on Right To Know. 7. Vendor must have a degreed entomologist who is employed (not a consultant) by the IPM company, and who has at least 2 years experience in the structural pest control field. Documentation must be provided to the School District. 8. Vendor must have a company-wide substance abuse policy in effect. A copy must be provided to the School District. 9. Vendor must provide proof of appropriate insurance coverage with proposal, and must provide a copy of certificate of insurance. Minimum acceptable
levels of insurance are: $6,000,000, general liability; $1,000,000, auto liability; $3,000,000, employers liability. 10. Vendor must be full service pest control company able to perform all structural pest control services without subcontracting work. 11. Vendor must have an in-service training program to educate school staff, students, interested parents and the invited public about the program and principles of IPM and other pertinent topics. 12. Vendor must provide a 24 hour emergency response program at no additional fee. Should a pest problem covered in the service agreement become a problem, the company must be capable of responding within 24 hours of the school s request. 13. All of vendor s service personnel must be in uniform with Company identification permanently displayed on uniform. Person ID cards with a picture must be worn attached to the pocket of the uniform. 14. Vendor must provide a detailed, written technical summary of Integrated Pest Management with philosophy and strategies, and follow-up procedures for ongoing pest problems. Vendor must provide, in writing, details of their IPM approach and procedures to solving pest problems such as: cockroaches, ants, rodents, fleas, spiders, termites, head lice, silverfish, and stinging insects. 15. Vendor must have full time management/supervisory personnel who are trained in all aspects of pest control procedures. 16. All pesticides used must be registered by Environmental Protection Agency and must be applied in strict adherence with label directions. Company must follow all Federal, State, and Local laws regarding use, posting, notification, storage (off site), and disposal. 17. Vendor must have a written Emergency Response Manual with specific instructions regarding spills, accidents, etc. 18. Vendor must be willing to commit in writing to a minimum of a 5-year working agreement with guaranteed pricing over this period. 19. Vendor must submit all pricing regarding cost of services, materials, equipment, and labor. No hidden costs. 20. Vendor must provide a detailed inspection of all facilities by trained personnel before the presentation of a recommendation.
21. Vendor must provide a listed invoice for the school district account with multiple locations. Each account location must be identified on a master invoice with corresponding monthly service fees show separately, building by building. 22. Vendor must provide, at the completion of each monthly service, a documented service report. A copy of each service report must be given to the Director of Support Services on a monthly basis. 23. Vendor must set specific days and times in writing each month for all scheduled visits. 24. Vendor must commit in writing and in detail minimum service visits to include areas such as kitchens, locker rooms, teacher lounges, and home economics room. 25. Service vehicles must be clearly identified with company name and any applicable state license numbers clearly displayed on vehicle.
INSTRUCTIONS FOR NON-COLLUSION AFFIDAVIT 1. This Non-Collusion Affidavit is material to any contract awarded pursuant to this bid. According to the Pennsylvania Antibid-Rigging Act, 73 P.S., 1611 et seq., governmental agencies may require Non-Collusion Affidavits to be submitted together with bids. 2. This Non-Collusion Affidavit must be executed by the members, officer, or employee of the bidder who makes the final decision on prices and the amount quoted in the bid. 3. Bid rigging and other efforts to restrain competition, and the making of false sworn statements in connection with the submission of bids are unlawful and may be subject to criminal prosecution. The person who signs the Affidavit should examine it carefully before signing and assure himself or herself that each statement is true and accurate, making diligent inquiry, as necessary, of all other persons employed by or associated with the bidder with responsibilities for the preparation, approval or submission of this bid. 4. In the case of a bid submitted by a joint venture, each party to the venture must be identified in the bid documents, and an Affidavit must be submitted separately on behalf of each party. 5. The term complementary bid as used in the Affidavit has the meaning commonly associated with that term in the bidding process, and includes the knowing submission of bids higher than the bid of another firm, any intentionally high or noncompetitive bid, and any other form of bid submitted for the purpose of giving a false appearance of competition. 6. Failure to file an Affidavit in compliance with these instructions will result in disqualification of the bid.
NON-COLLUSION AFFIDAVIT CONTRACT FOR (List name of item or job you are bidding on) STATE OF : COUNTY OF : I state that I am of (Title) and that I am (Name of my firm) authorized to make this affidavit on behalf of my firm, and its owners, directors, and officers. I am the person responsible in my firm for the price(s) and the amount of this bid. I state that: 1. The price(s) and amount of this bid have been arrived at independently and without consultation, communication or agreement with any other contractor, bidder or potential bidder. 2. Neither the price(s) nor the amount of this bid, and neither the approximate price(s) nor approximate amount of this bid, have been disclosed to any other firm or person who is a bidder or potential bidder, and they will not be disclosed before bid opening. 3. No attempt has been made or will be made to induce any firm or person to refrain from bidding on this contract, or to submit a bid higher than this bid, or to submit any intentionally high or noncompetitive bid or other form of complementary bid. 4. The bid of my firm is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive bid. 5., its affiliates, subsidiaries,
officers, directors and employees are not currently under investigation by any governmental agency and have not in the last three years been convicted or found liable for any act prohibited by State or Federal law in any jurisdiction, involving conspiracy or collusion with respect to bidding on any public contract, except as follows: I state that (Name of my firm) understands and acknowledges that the above representations are material and important, and will be relied on by Penn Manor School District in awarding the contract(s) for which this bid is submitted. I understand and my firm understands that any misstatement in this affidavit is and shall be treated as fraudulent concealment from Penn Manor School District of the true facts relating to the submission of bids for this contract. 6. A statement above that a person or firm has been so convicted or found liable does not prohibit the Penn Manor School District from accepting a bid from or awarding a contract to such bidder, but may be a ground for consideration by the Penn Manor School District on the question whether the District should decline to award a contract to the bidder on the basis of a lack of responsibility. Signature Title Firm SWORN TO AND SUBSCRIBED BEFORE ME THIS DAY OF, 2011. NOTARY PUBLIC MY COMMISSION EXPIRES: