Pest Control and Extermination Services at Authority Properties

The Palm Desert Housing Authority ("Authority") is requesting proposals from qualified Vendors ("Contractors" or "Proposers") to establish a Maintenance Services Agreement ("Agreement") for a one (1)-year term with an option to renew for four (4) 1-year terms with one or more qualified Contractors.

The Project will provide monthly interior, exterior, and as-needed pest control and extermination services in vacant units, resident-requested occupied units and common areas. Services include rodent control, emergency response, call-backs, re-treatment, reporting, and related pest control services. The intent is to maintain safe, sanitary, and habitable residential properties through consistent pest prevention, control, and response services.

Pigeon control/abatement shall be included only as an extra work line item and shall not be part of routine base services unless separately requested and authorized in writing by the Authority.

To serve and promote the welfare of its residents, the Authority intends to procure the Services, as described in this solicitation.

Background

Project Details

• Reference ID: 2026-RFP-038
• Department: Housing
• Department Head: Jessica Gonzalez (Senior Management Analyst)

Important Dates

• Questions Due: 2026-06-15T21:00:00.000Z
• Answers Posted By: 2026-06-17T00:00:00.000Z

Evaluation Criteria

• Clarity, Completeness, and Conformance to RFP Requirements (5 pts) —

  Evaluation will consider the overall organization, clarity, completeness, and responsiveness of the proposal.

  Consideration may be given to:

  • Whether the proposal follows the required content and format;
  • Whether all required information, forms, certifications, and acknowledgments are included;
  • Whether the proposal is clear, organized, and easy to evaluate;
  • Whether the proposal directly responds to the Scope of Services;
  • Whether exceptions, deviations, or assumptions are clearly identified; and
  • Overall professionalism and quality of the proposal submission.
• Firm Qualifications and Relevant Experience (20 pts) —

  Evaluation will consider the Proposer’s demonstrated experience and qualifications to provide pest control and extermination services for residential, multi-family, affordable housing, public agency, or similar property portfolios.

  Consideration may be given to:

  • Experience providing routine pest control and extermination services for multiple properties under one contract;
  • Experience with residential rental communities, occupied units, vacant units, common areas, and property management coordination;
  • Experience providing exterior pest control, interior treatment, rodent control, emergency response, call-backs, and re-treatment services;
  • Experience addressing pest types common to the Palm Desert area;
  • Experience complying with applicable licensing, pesticide, safety, and regulatory requirements;
  • Current licenses, certifications, registrations, and qualifications; and
  • Demonstrated ability to provide services similar in size, complexity, and scope to the Authority’s portfolio.
• Understanding of Scope and Service Approach (25 pts) —

  Evaluation will consider the Proposer’s understanding of the required services and the quality, practicality, and completeness of the proposed work plan.

  Consideration may be given to:

  • Understanding of the Authority’s residential property portfolio and operational needs;
  • Approach to monthly exterior pest control services at all Authority properties;
  • Approach to vacant unit, occupied unit, and interior common-area treatment;
  • Approach to rodent control, including bait station placement, monitoring, maintenance, and refilling;
  • Approach to emergency and as-needed services;
  • Approach to follow-up treatment, call-backs, and recurring pest activity;
  • Use of integrated pest management practices and targeted treatment methods;
  • Chemical use procedures, SDS documentation, and resident safety precautions;
  • Approach to excluded or additional services requiring separate authorization; and
  • Preventative pest management strategies intended to reduce recurring infestations.
• Staffing, Availability, and Responsiveness (20 pts) —

  Evaluation will consider whether the Proposer has sufficient staffing, supervision, availability, and response capacity to perform the required services.

  Consideration may be given to:

  • Qualifications and experience of proposed account managers, supervisors, and technicians;
  • Availability of staff to service all fifteen Authority properties;
  • Ability to complete routine services according to approved schedules;
  • Ability to coordinate with property management for access, scheduling, and service requests;
  • Ability to provide emergency call-backs within one hour;
  • Ability to respond to emergency service requests within twenty-four hours;
  • Availability for evenings, weekends, and holidays when requested;
  • Training practices and supervision of field personnel;
  • Professionalism, uniforms, identification badges, and on-site conduct; and
  • Ability to minimize disruption to residents, staff, visitors, and operations.
• Reporting, Quality Control, and Performance Management (15 pts) —

  Evaluation will consider the Proposer’s ability to document work, monitor service quality, correct deficiencies, and maintain accountability throughout the contract term.

  Consideration may be given to:

  • Quality and completeness of sample service reports;
  • Ability to provide electronic activity reports after each service visit;
  • Procedures for documenting properties serviced, unit numbers, areas treated, pest activity observed, products used, corrective actions, and recommended follow-up;
  • Procedures for tracking recurring pest activity, emergency requests, call-backs, and re-treatment;
  • Quality control procedures, supervisor inspections, or service audits;
  • Procedures for correcting deficiencies and ineffective treatments;
  • Ability to provide re-treatment at no additional cost for covered services when treatment is unsuccessful;
  • Ability to provide the required treatment warranty; and
  • Communication practices with property management and Authority representatives.
• Pricing Proposal (15 pts)

Submission Requirements

• Proposal (WITHOUT COST) (required) —

  Proposals shall be clear, concise, complete, and organized in the order listed below. Proposals should provide sufficient information to allow the Authority to evaluate the Proposer’s qualifications, experience, approach, staffing, availability, and ability to perform the required services.

  Proposers shall submit one complete proposal electronically through the City’s online procurement portal. The proposal shall include the following sections:

  1. Cover Letter

  The cover letter shall be signed by an individual authorized to bind the Proposer and shall include the following:

  • Legal name of the firm;
  • Address, telephone number, and website, if applicable;
  • Name, title, phone number, and email address of the primary contact person;
  • Brief statement of the Proposer’s interest in providing pest control and extermination services to the Authority;
  • Statement confirming that the Proposer has reviewed the Scope of Services and is able to perform the required work;
  • Statement confirming the Proposer’s ability to provide routine, emergency, and as-needed services at all Authority properties;
  • Acknowledgment of any addenda issued for this RFP; and
  • Confirmation that the proposal shall remain valid for the period required by the solicitation.

  2. Firm Qualifications and Experience

  Proposer shall describe the firm’s qualifications and experience providing pest control, extermination, rodent control, and integrated pest management services.

  At a minimum, this section shall include:

  • Number of years the firm has provided pest control and extermination services;
  • Experience providing services for multi-family residential properties, apartment communities, affordable housing properties, public agencies, housing authorities, or similar property portfolios;
  • Experience servicing multiple properties under one contract;
  • Experience providing monthly exterior pest control, interior unit treatment, common area treatment, rodent control, emergency response, and call-back/re-treatment services;
  • Experience addressing pest activity common to the Palm Desert area, including ants, cockroaches, spiders, fleas, crickets, earwigs, flying insects, mice, rats, and similar indigenous pests;
  • Experience coordinating services with property management staff and occupied residential units;
  • Experience preparing service reports, treatment logs, recommendations, and follow-up documentation; and
  • Any relevant certifications, licenses, registrations, or professional affiliations.

  3. Project Understanding

  Proposer shall demonstrate an understanding of the Authority’s needs and the services required under this RFP.

  At a minimum, this section shall address the Proposer’s understanding of:

  • The residential nature of the Authority’s properties;
  • The need to minimize disruption to residents, staff, visitors, and property operations;
  • The importance of preventative pest management and long-term reduction of recurring pest activity;
  • The need for timely response to emergency and as-needed service requests;
  • Coordination with property management for access to vacant units, occupied units, common areas, and service request lists;
  • The importance of accurate service reporting after each visit;
  • Safety requirements related to pesticide use, storage, resident exposure, and site protection; and
  • The need to comply with all applicable federal, state, local, and regulatory requirements.

  4. Approach and Work Plan

  Proposer shall provide a detailed approach for performing the required services. The work plan should be practical, specific to the Authority’s property portfolio, and demonstrate how the Proposer will provide consistent, reliable, and responsive services.

  At a minimum, this section shall include:

  A. Routine Monthly Exterior Services

  Describe the approach for providing monthly exterior pest control services at each Authority property, including:

  • Building perimeter inspections and treatment;
  • Treatment of exterior common areas and surrounding grounds;
  • Treatment of stairwells, trash enclosures, laundry facilities, maintenance buildings, community buildings, common restrooms, and other common-use areas;
  • Establishment and maintenance of controlled treatment zones;
  • Identification and reporting of pest activity and conditions conducive to infestation; and
  • Cleanup and restoration of treated areas.

  B. Interior Services

  Describe the approach for providing interior services, including:

  • Vacant unit treatment;
  • Occupied unit treatment coordinated through property management;
  • Interior common-area treatment;
  • Follow-up inspections and re-treatment when pest activity continues; and
  • Procedures for coordinating unit access, resident impacts, and property management notifications.

  C. Rodent Control

  Describe the approach for rodent control, including:

  • Placement, inspection, monitoring, maintenance, and refilling of bait stations;
  • Recommended bait station locations and monitoring practices;
  • Documentation of rodent activity;
  • Recommendations for reducing rodent activity and conducive conditions; and
  • Procedures for follow-up when activity is observed.

  D. Emergency and As-Needed Services

  Describe the Proposer’s ability to provide emergency and as-needed services, including:

  • Process for receiving service requests;
  • Ability to return emergency calls within one hour;
  • Ability to respond to identified properties within twenty-four hours;
  • Availability for evenings, weekends, and holidays when requested;
  • Corrective treatment procedures; and
  • Follow-up communication with property management.

  E. Integrated Pest Management and Chemical Use

  Describe the Proposer’s integrated pest management practices and chemical use procedures, including:

  • Targeted treatment methods;
  • Avoidance of unnecessary pesticide application;
  • Use of properly registered and approved products;
  • Compliance with product labels and applicable regulations;
  • Safety precautions for residents, staff, visitors, pets, and property;
  • Procedures for providing Safety Data Sheets and specimen labels;
  • Procedures to ensure pesticides are not left unattended or stored at Authority properties; and
  • Spill, exposure, or unsafe condition reporting procedures.

  F. Excluded or Additional Services

  Describe the Proposer’s process for handling services outside the routine base scope, including termite treatment, bed bug treatment, bee removal, large-scale infestations, specialty pest services, structural exclusion work, sealing or repairs, building-wide treatment programs, and pigeon or bird control.

  The response shall describe the process for inspection, written quotation, timing of quotation submittal, and obtaining written authorization before work begins.

  5. Staffing and Key Personnel

  Proposer shall identify the personnel proposed to perform and manage the work.

  At a minimum, this section shall include:

  • Account manager or primary contract representative;
  • Field supervisor, if applicable;
  • Technicians assigned or expected to perform the work;
  • Qualifications, licenses, certifications, and experience of proposed personnel;
  • Roles and responsibilities of each key staff member;
  • Availability of staff to provide routine, emergency, and as-needed services;
  • Staff training practices;
  • Procedures for ensuring staff understand the contract requirements and treatment procedures; and
  • Procedures for replacing personnel if needed.

  Proposer shall confirm that all personnel assigned to Authority properties shall wear identification badges, clean professional uniforms, and conduct themselves professionally while on site.

  6. Service Schedule and Availability

  Proposer shall describe its proposed scheduling approach and availability.

  At a minimum, this section shall include:

  • Proposed method for scheduling monthly routine services at all Authority properties;
  • Ability to coordinate schedules with property management;
  • Ability to complete services during normal business hours;
  • Ability to provide services outside normal business hours, including evenings, weekends, and holidays, when requested;
  • Ability to service all fifteen Authority properties;
  • Approach to managing service dates that may vary by location due to operational needs, resident impacts, or Authority direction;
  • Process for responding to service requests between scheduled monthly visits; and
  • Confirmation that the Proposer can meet the emergency call-return and response requirements.

  7. Reporting and Documentation

  Proposer shall describe its reporting system and provide sample reports.

  At a minimum, this section shall include:

  • Method for submitting electronic activity reports;
  • Timeline for submitting reports following each service visit;
  • Sample service report;
  • Sample pest activity or inspection report, if different;
  • Process for documenting unit numbers serviced, areas treated, pest activity observed, products used, corrective actions, and recommended follow-up;
  • Process for tracking call-backs, re-treatment, recurring pest activity, and emergency responses; and
  • Ability to provide reports in a format acceptable to the Authority.

  8. Quality Control and Performance Management

  Proposer shall describe how it will ensure consistent service quality and compliance with the Scope of Services.

  At a minimum, this section shall include:

  • Internal quality control procedures;
  • Supervisor inspections or service audits;
  • Procedures for correcting deficiencies;
  • Procedures for ensuring routine services are completed according to approved schedules;
  • Procedures for ensuring accurate reporting;
  • Procedures for monitoring recurring pest activity;
  • Procedures for addressing ineffective treatments;
  • Approach to providing re-treatment or additional visits at no additional cost for covered services; and
  • Confirmation that the Proposer will provide the minimum thirty-day warranty for covered pest control treatments.

  9. Licensing, Regulatory Compliance, and Safety

  Proposer shall describe how it will comply with all applicable licensing, regulatory, and safety requirements.

  At a minimum, this section shall include:

  • Current licenses, permits, registrations, and certifications required to perform the work;
  • Compliance with California Structural Pest Control Board requirements;
  • Compliance with California Department of Pesticide Regulation requirements;
  • Compliance with U.S. Environmental Protection Agency requirements;
  • Compliance with Riverside County requirements;
  • Compliance with Cal/OSHA requirements;
  • Procedures for maintaining required licenses and certifications throughout the Agreement term;
  • Site safety practices;
  • Procedures for protecting residents, staff, visitors, buildings, vehicles, landscaping, and personal property; and
  • Procedures for reporting damage, spills, injuries, or unsafe conditions.

  10. References

  Proposer shall provide references for similar services performed within the last five years. References may be used to verify experience, performance, responsiveness, quality of work, and contract compliance.

  Each reference shall include:

  • Agency, company, or property name;
  • Contact person;
  • Contact title;
  • Phone number;
  • Email address;
  • Description of services provided;
  • Number and type of properties served;
  • Approximate contract value;
  • Contract start and end dates; and
  • Whether the contract is current or completed.

  The Authority may contact references as part of the evaluation process. References may be evaluated on a pass/fail basis.

• Pricing Proposal (required) —

  The Pricing Proposal shall include all costs necessary to provide the services described in the Scope of Services. Pricing shall be inclusive of all labor, supervision, materials, equipment, chemicals, tools, transportation, reporting, permits, licenses, overhead, profit, and incidental costs necessary to perform the work.

  The Routine Monthly Exterior Service Price shall include all required exterior pest control services, including but not limited to inspection, monitoring, treatment, spraying, preventative pest management, rodent control, bait station furnishing and servicing, reporting, and coordination with property management. The Scope requires exterior services to include inspection and treatment of building perimeters, common ground areas, building exteriors, surrounding grounds, office buildings, stairwells, community buildings, laundry facilities, maintenance buildings, common restrooms, trash enclosures, and other common-use areas.

  ---

  A. Routine Monthly Exterior Pest Control Services — Base Price

  Proposers shall provide a monthly lump-sum price for routine exterior pest control services at each Authority property. The monthly lump-sum price shall include, at minimum:

  • Inspection and monitoring of exterior pest activity;
  • Spraying, treatment, and preventative pest control for building perimeters;
  • Treatment of common ground areas, building exteriors, and surrounding grounds;
  • Treatment of stairwells, trash enclosures, laundry facilities, maintenance buildings, community buildings, common restrooms, and other common-use areas;
  • Establishment and maintenance of controlled treatment zones around buildings;
  • Identification and reporting of pest activity and conditions conducive to infestation;
  • Rodent control, including furnishing, placing, monitoring, inspecting, maintaining, refilling, and routine replacement of bait stations;
  • Removal of service-related debris;
  • Restoration of treated areas to clean and acceptable condition;
  • Written activity reports following each service visit; and
  • Call-backs and re-treatment when the initial covered exterior treatment is unsuccessful.
• Alternate Bid #1- Annual Interior Treatment Program (required) —

  Proposers shall provide an alternative bid of  lump-sum price for one annual interior treatment of all units and buildings at each Authority property as described in Scope of Services.

• Alternate Bid #2- Pigeon Response Services (required) —

  Proposers shall provide alternate pricing for Alternative Bid #2 as described in Scope of Services. 

• Fee Proposal (required) —

  Please provide a lump-sum, not-to-exceed fee proposal for the scope of Services. The fee proposal shall include hourly rates for all personnel for “Additional Work” (as such term is defined in the proposed Agreement attached herein).

• Bid Guarantee (required) —

  IF SUBMITTING AN ORIGINAL BID BOND: Please download the Bid Bond Form under #Attachments, and Mail or hand deliver in a sealed and labeled envelope including the Project Number, Project Title, and Project Due Date visible on the outside of the envelope to the City Clerk's Office located at 73-510 Fred Waring Drive, Palm Desert, CA 92260 before the bid submittal deadline.

  IF SUBMITTING CASH OR CASHIER'S CHECK: Mail or hand deliver in a sealed and labeled envelope including the Project Number, Project Title, and Project Due Date visible on the outside of the envelope to the City Clerk's Office located at 73-510 Fred Waring Drive, Palm Desert, CA 92260 before the bid submittal deadline.

  IF SUBMITTING AN E-BID BOND: follow E-Bid Bond instructions.

• E-Bid Bond —

  Please enter your Bid Bond information from Surety2000 below ONLY IF YOU ARE NOT SUBMITTING A HARD COPY BID BOND, CASH, OR CASHIER'S CHECK.

• Non-Collusion Declaration (required) —

  The undersigned declares:

  I am an authorized representative of my company, the party making the foregoing Bid, to certify the following.

  The Bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation. The Bid is genuine and not collusive or sham. The Bidder has not directly or indirectly induced or solicited any other Bidder to put in a false or sham bid. The Bidder has not directly or indirectly colluded, conspired, connived, or agreed with any Bidder or anyone else to put in a sham bid, or to refrain from bidding. The Bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the Bid Price of the Bidder or any other Bidder, or to fix any overhead, profit, or cost element of the Bid Price, or of that of any other Bidder. All statements contained in the Bid are true. The Bidder has not, directly or indirectly, submitted his or her Bid Price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any corporation, partnership, company, association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid, and has not paid, and will not pay, any person or entity for such purpose.

  Any person executing this declaration on behalf of a Bidder that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to execute, and does execute, this declaration on behalf of the Bidder.

  I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct.

• Iran Contracting Act Certification (required) —

  (Public Contract Code section 2200 et seq.)

  As required by California Public Contract Code Section 2204, the Contractor certifies subject to penalty for perjury that the option selected below relating to the Contractor’s status in regard to the Iran Contracting Act of 2010 (Public Contract Code Section 2200 et seq.) is true and correct.

  Note: In accordance with Public Contract Code Section 2205, false certification of this form shall be reported to the California Attorney General and may result in civil penalties equal to the greater of $250,000 or twice the Contract amount, termination of the Contract and/or ineligibility to bid on contracts for three years.

• Enter your valid CA Contractors State License Board (CSLB) number (required) —

  Please enter your License Number here. This will be verified against the state database.

• Enter your California Department of Industrial Relations (DIR) Registration number (required) —

  Please enter your Public Works Contractor DIR Number. This will be verified against the state database.

• SAM.gov (required) —

  Please enter your legal entity name for SAM.gov verification.

• Type of Business (required)
• Litigation (required) —

  Provide litigation history for any claims filed by your firm or against your firm related to the provision of Services in the last five (5) years (or type "N/A").

• Changes to Agreement (required) —

  The Authority standard Maintenance Services Agreement contract is included as an attachment herein. The Proposer shall identify any objections to and/or request changes to the standard contract language in this section of the proposal (or type "N/A"). If you are identifying changes here ALSO upload a copy of the redlined Language/Agreement with your Proposal. Changes requested may effect theAuthority's decision to enter into an Agreement.

• No Deviations from the RFP (required) —

  In submitting a proposal in response to this RFP, Proposer is certifying that it takes no exceptions to this RFP including, but not limited to, the Agreement. If any exceptions are taken, such exceptions must be clearly noted here, and may be reason for rejection of the proposal. As such, Proposer is directed to carefully review the proposed Agreement and, in particular, the insurance and indemnification provisions therein (or type "N/A").

• Project Team Resumes (required) —

  Submit resumes of all key personnel/support staff that will produce work product for the Services. Describe their qualifications, education, and professional licensing.

• List the Signatory(s) Authorized to Sign and Bind an Agreement. (required) —

  (If two (2) signatures are required, include the following information for both signatories)

  1. Full Name
  2. Title
  3. Physical Business Address
  4. Email Address
  5. Phone Number

  Corporation (C-Corp): Requires two signatures from authorized officers— one from President or Vice President, and the other from the Secretary or Treasurer.  

  An alternate signatory may be used if authorized by a Notarized Corporate Resolution or Article of Authority.

  LLC: Usually requires one signature from an authorized member or manager. For significant contracts (e.g., over $50,000 for construction or over $25,000 for service agreements), additional approvals or signatures may be required.

  Sole Proprietorship, Non-Profit, Single LLC: Only the one signature is necessary.

• Certification of Proposal: The undersigned hereby submits its proposal and, by doing so, agrees to furnish services in accordance with the Request for Proposal (RFP), and to be bound by the terms and conditions of the RFP. (required)
• What is the Project Number? (required) —

  If not required, type "N/A"

• Agency (required) —

  What agency is this for?

• Agency Awarding Body (required)
• Select the appropriate Agency abbreviation/acronym. (required)
• Insert brief Project Description (required)
• Is this a prevailing wage project? (required) —

  Select YES for any "Public Works" project estimated to exceed $15,000.00 (maintenance).

• Will this project require DIR Registration (required)
• Will a CA Contractor's State License be required? (required)
• If a CA Contractor's State License IS required, enter the license classification requirement here. —

  ex.) Class A, General Engineering

• Is a Bid Bond required? (required)
• Insert Agreement Name (required)
• Insert background information regarding need for services requested (required)
• Is this project Federally funded? (required)
• Pre- Proposal Meeting? (required)
• Use electronic pricing tabulation? (required) —

  If "NO" Proposers will be prompted to upload their own fee proposal.

• Prices valid for how many days ? (required) —

  Prices provided by Proposers in response to this RFP are valid for ____ days from the proposal due date.

• Will this project exceed $1,000,000.00? (required) —

  (this will determine the Iran Disclosure requirement for proposers)

• Does this project require a City issued permit? (required) —

  (ie, encroachment/building permits)

• Select the appropriate Agency abbreviation/acronym (required)
• What is your contract term? (required)
• Is this procurement a purchase of an asset, or does it include services that affect City assets? (required)