CHILD NUTRITION PEST CONTROL SERVICES

Dr. Thomas Howell, Superintendent Jessica Price, Child Nutrition Director
"Invitation for Bids"
Integrated Pest Management Program
Bid #2026-1
MEMORANDUM
To: Whom it may concern:
From: Jessica Price
Child Nutrition Director
Date: June 18, 2026
Subject: Invitation for Bids IPM Program Bid #2026-1
Caldwell County Schools is accepting price quotations for an Integrated Pest Management Program for all
school facilities. This bid proposal is intended as a contractual agreement to begin on August 1, 2026, and
end on June 30, 2027, with an extension clause of up to four (4) years, with dates of July 1st to June 30th,
provided that the contract may be canceled by either party, thirty (30) days after written notice is issued. The
quotation must include the original signature of the person providing the quote, name of the company, date,
and the monthly and annual charges listed separately for the cafeterias and other school facilities. The price
quote must meet all the requirements on the enclosed "Terms and Conditions". Please contact Jessica Price
at 828-728-8407, ext. 140160, with questions or concerns. Your bid may be submitted in a sealed envelope
with "SEALED BID - IPM Program Bid #2026-1" written/typed on the envelope and mailed or delivered
to Caldwell County Schools, 1914 Hickory Blvd SW Lenoir, N.C. 28645 to the attention of Jessica Price.
The bid must be received by July 6, 2026, by 2:00 p.m. in order to be considered. Emailed bids to
cflinn@caldwellschools.com will be accepted but you are responsible to ensure they are received on
time if using this method- the subject line must be "SEALED BID- IMP Program Bid #2026-1".
Caldwell County Schools reserves the right to reject any and/or all bids. Thank you for your interest in
working with Caldwell County Schools.
In accordance with Federal law and U.S. Department of Agriculture policy, this institution is prohibited from discriminating on the basis of race, color, national
origin, sex, age, or disability. To file a complaint of discrimination, write to USDA, Director, Office of Adjunction, 1400 Independence Avenue, SW, Washington
DC 20250-9410 or call (866) 632-9992 (voice). Individuals who are hearing impaired or have speech disabilities may contact USDA through the Federal Relay
Service at (800) 845-6136 (Spanish). USDA is an equal opportunity provider and employer.
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Integrated Pest Management Program bid for Caldwell County Schools Child Nutrition Program as stated in
the specifications per month and each twelve month period is:
25 locations @ $_______ per month (each site) - $_______total per month (all 25 sites)
$__________grand total per year (all 25 sites)
Name of Company: _______________________________________________________________
Name of person providing the quote: ________________________________________
This quote was submitted competitively and without collusion.
Signature of the company official: ___________________________________________
Date: ____________________________
Please indicate below if your company falls into any of the following categories:
_____Minority Owned Business
_____Disabled Owned Business
_____Women Owned Business
_____Disabled Business Enterprise
Federal Tax ID#: ____________________________
Procurement Method: All procurement transactions shall be conducted in a manner that provides
maximum free and open competition consistent with Federal regulations as defined in 7 CFR 3016.
Conflict of Interest: The SFA's officers, employees, or agents shall neither solicit nor accept gratuities,
favors, nor anything of monetary value from contractors or potential contractors. To the extent permissible
under Federal and State laws, rules or regulations, such standards shall provide for appropriate penalties,
sanctions or other disciplinary actions to be applied for violations of such standards.
Extension Clause: This contract may be extended annually for up to four (4) additional years from the
expiration of the contract period, unless sooner terminated in accordance with the provisions of this contract,
if the vendor and the SFA mutually agree, and no increases in costs are incurred, and the maximum
allowable escalation price is capped by the annual national Consumer Price Index, Cost of Food Away from
Home.
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Integrated Pest Management Program
Contract Guide Specification
1. GENERAL
Description of Program: This specification is part of a comprehensive Integrated Pest Management (IPM)
program for Caldwell County Schools. IPM is a process for achieving long-term, environmentally sound
pest suppression and prevention through the use of a wide variety of technological and management
practices. Control strategies in an IPM program include:
* Facility inspections to identify pest harborage and presence of conditions favorable to pests.
* Proper identification of pests and an understanding of pest biology and behavior.
* Structural and procedural changes to reduce food, water, harborage, and access used by pests.
* A preference for non-pesticide technologies such as trapping and monitoring devices.
* Use of reduced-risk pesticide compounds, formulations, and selection of application methods that
present a reduced potential hazard to humans and the environment.
* Coordination among all facilities management programs that have a bearing on the pest control effort.
Contractor Service Requirements: The Contractor shall furnish all supervision, labor, materials, and
equipment necessary to accomplish the inspection, monitoring, trapping, pest management, and pest removal
components of the IPM program. The Contractor shall also provide detailed, site-specific recommendations
for structural and procedural modifications to aid in pest prevention.
2. PESTS INCLUDED AND EXCLUDED
PESTS INCLUDED: The Contractor shall adequately suppress the following pests:
A. Indoor populations of commensal rodents, insects, arachnids, and other arthropods. For the purposes
of this contract, commensal rodents include Norway rat, roof rat and house mouse.
B. Outdoor populations of potentially indoor-infesting species that are within the property boundaries
within ten (10) yards of the specified buildings.
C. Nests of stinging insects within the property boundaries of the specified buildings.
D. Individuals of all excluded pest populations that are incidental invaders inside the specified buildings.
E. Populations (or individual animals) of vertebrates (other than commensal rodents), including birds
and bats. For vertebrate pests, contractor should have a qualified person on staff to control them or
recommend a qualified wildlife damage control agent.
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PESTS EXCLUDED: The following pests are excluded from this contract:
1. Termites and other wood-destroying organisms.
2. Mosquitoes.
3. Pests that feed on outdoor vegetation.
3. INITIAL BUILDING INSPECTIONS
The Contractor shall complete a thorough, initial inspection of each building or site at least ten (10)
working days prior to the starting date of the contract. The purpose of the initial inspections is for the
Contractor to evaluate the pest control needs of all locations and to identify problem areas and any
equipment, structural features, and other conditions or management practices that are conducive or
contributing to pest infestations. Access to building space shall be coordinated with the Purchasing Director.
*Contact information for each facility (with address and phone number) will be provided.
4. THE INTEGRATED PEST MANAGEMENT PLAN
The Contractor shall submit to Caldwell County Schools an Integrated Pest Management (IPM) Plan at least
ten (10) working days prior to the starting date of the contract. Upon receipt of the IPM Plan, CCS will
render a decision regarding its acceptability within ten (10) working days. If aspects of the IPM Plan are
incomplete or disapproved, the Contractor shall have three (3) working days to submit revisions. The
Contractor shall be on-site to perform the initial service visit for each building within the first thirty (30)
working days of the contract.
The IPM Plan shall consist of five (5) parts as follows:
A. Proposed Methods for Pest Identification, Monitoring, and Detection: The Contractor shall provide
information on procedures to be used to identify pests, as well as describe methods and procedures to
be used for identifying sites of pest harborage and access, for making objective assessments of pest
population levels, and for determining the need to implement specific control measures throughout
the term of the contract.
B. Description of any Structural or Operational Changes That Would Facilitate the Pest Control Effort:
The Contractor shall describe site-specific solutions for observed sources of pest food, water,
harborage, access, or other conditions conducive to pest problems.
C. Proposed Materials and Equipment for Service: The Contractor shall provide the following
information:
1. A list of all pesticide products to be used. This list shall include each product's brand name,
the common name of the active ingredient, and the "signal word" ("Caution", "Warning" or
"Danger"), as defined under 40CFR 156.10(i)
2. A list of the brand names of pesticide application equipment, rodent bait boxes, insect and
rodent trapping devices, pest monitoring devices, pest detection equipment, and any other pest
control devices or equipment that may be used to provide service.
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3. The current label (and labeling) and Material Safety Data Sheet (MSDS) for each pesticide
product on the list referenced in #4 C1.
D. Commercial Pesticide Applicator Documentation: The Contractor shall provide the following
documents.
1. The phone number for the currently designated state poison control center.
2. The names and phone numbers of at least two individuals who are designated as the
primary and secondary 24-hour contacts for information concerning any aspects of the
pest control service being provided.
3. A photocopy of the valid North Carolina Commercial Pesticide Applicator License(s)
under which all pest control is to be performed.
4. A photocopy of the Contractor's valid Certificate of Insurance.
5. A list of all Contractor employees who will be performing on-site service under this
contract; this list shall include the employee's name and a statement of whether the
employee is a licensee, certified applicator or registered technician, as described in the
regulations of the North Carolina Department of Agriculture and Consumer Services
(NCDA&CS).
E. Commercial Pesticide Applicator Documentation: The Contractor shall be responsible for carrying
out work according to the approved Pest Control Plan. The Contractor shall receive approval from
CCS prior to implementing any subsequent changes to the approved Pest Control Plan, including
changes in on-site service personnel and any additional or replacement pesticides.
5. RECORDING KEEPING
The Contractor shall be responsible for maintaining a pest management logbook for each building or site
specified in this contract. These logbooks shall be kept on-site and accessible to all site staff and the
Custodial Director. The Contractor shall maintain or update the contents of these logbooks on each visit.
Each logbook shall contain at least the following items:
A. Integrated Pest Management Plan: A complete copy of the Contractor's approved IPM Plan.
B. Pest sighting log: A form that permits school personnel to record the location of any pest
sightings. The Custodial Director will review and approve the design of this form prior to its
distribution and use at the facilities. CCS will be responsible for informing and educating all site
staff about methods for reporting pest observations in the log.
C. Contractor's Service Report: The Contractor shall document site-specific pest findings and
subsequent control measures performed during the service visit. A separate form is not required
if the Pest Sighting Form is designed to incorporate this information.
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6. THE MANNER AND TIME TO CONDUCT PEST MANAGEMENT ACTIVITIES
A. Time Frame of Service Visits: The Contractor shall conduct routine pest management activities
after school hours (except for non-serving areas of the cafeteria) to avoid class disruption. All
contractor employees shall adhere to all policies for notifying local personnel that the employee is
on-site and working in the building. When it is necessary to perform work outside of the
regularly scheduled service time set forth in the IPM Plan, the Contractor shall notify CCS at least
one (1) day in advance except when CCS requests emergency service as described in Section 7 of
this contract. The Purchasing Director shall approve such changes before any work is done.
B. Areas to be serviced and inspected every four (4) weeks: It is the intent of this proposal to cover
those portions of all school buildings and facilities of CCS that are connected directly with the
Child Nutrition Program. Such areas include, cafeteria serving areas, kitchens, storage rooms for
cafeteria supplies, equipment and/or materials, can wash areas, dining rooms, foyers, halls or
entrances immediately adjacent to the cafeteria areas, kitchens, and storage rooms and the central
food service warehouse. All other others are to be spot treated on an "as needed/emergency
basis" only. The information gathered from the pest sighting reports will determine the level and
type(s) of treatment needed.
C. Safety and Health: The Contractor shall observe all applicable safety precautions throughout the
performance of this contract. All work shall be in strict accordance with all applicable federal,
state, and local safety and health requirements, as well as specific pest control product label
instructions. Where there is a conflict between applicable regulations, the most stringent will
apply.
D. Compliance: The Contractor shall assume full responsibility and liability for compliance with all
applicable regulations pertaining to the health and safety of personnel during the execution of
work. The contractor's liability insurance must be enforced throughout the term of this contract.
E. Special Entrance: Certain areas within some buildings may require special instructions for
persons entering them. Any restrictions associated with these special areas will be explained by
the Custodial Director. The Contractor shall adhere to these restrictions and incorporate them
into the IPM Plan.
F. Uniforms and Protective Clothing: All Contractor personnel working in or around buildings
specified in this contract shall wear distinctive uniform clothing and a photo ID badge. The
Contractor shall determine the need for and provide any personal protective items required for the
safe performance of work. Protective clothing, equipment, and devices shall, as a minimum,
conform to U.S. Occupational Safety and Health Administration (OSHA) standards and to any
specific label requirements for the products being used.
G. Vehicles: Vehicles used by the Contractor shall be identified in accordance with state
(NCDA&CS and NCDOT) and local regulations. While on-site, all service vehicles shall be
secured to prevent unauthorized access to chemicals and equipment. Service vehicles shall be
equipped with appropriate pesticide spill control equipment in accordance with NCDA&CS
regulations. All pesticides on contractor vehicles shall remain locked or remain inaccessible
while vehicles are unattended.
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7. SPECIAL REQUESTS AND EMERGENCY SERVICE
On occasion, CCS may request that the Contractor perform corrective, special, or emergency services that
are beyond routine service requests. The Contractor shall respond to these exceptional circumstances and
complete the necessary work within an approved timeframe which will minimize disruption of the daily
activities of the building.
8. CONTRACTOR PERSONNEL
Throughout the term of this contract, all Contractor personnel providing on-site pest control service must be
current registered technicians or certified applicators as described in the regulations of the NCDA&CS
Structural Pest Control Division. They must also have specific IPM training. In addition, the contractor
shall run criminal background checks and not allow any individual with a felony to service the property. See
attached LUNSFORD ACT for specific requirements.
9. INSECT CONTROL
The priority for insect control will be the use of non-pesticide methods. The Contractor shall use non-
pesticide methods of control wherever possible.
* Trapping devices, such as light traps, shall be the standard method for indoor fly control.
Where pesticides are used, the Contractor shall use reduced-risk materials and methods of application.
A. Monitoring: Monitoring devices (Sticky traps, light traps, etc) shall be used to guide decisions on
appropriate pest control measures and subsequently to evaluate the effectiveness of these measures.
B. Insecticide Bait Formulations: Non-volatile bait formulations shall be the first choice for cockroach
and ant control. If possible, baits shall be applied or placed in areas that cannot be accessed by
children or building occupants.
C. Application of Insecticides to Cracks and Crevices: As a general rule, the Contractor shall apply
liquid/dry insecticide formulations as "crack and crevice" treatments only, defined in this contract as
treatments in which the formulated insecticide is applied to hidden or protected areas that are used as
harborage sites by pests.
D. Application of Insecticides to Exposed Surfaces: Application of insecticides to exposed surfaces shall
be restricted to exceptional circumstances where no alternative effective measures are practical. The
Contractor shall obtain approval prior to any application of insecticide to an exposed surface or any
space spray treatment. No surface application or space spray shall be made while the treatment site is
occupied. The Contractor shall take all necessary precautions to ensure occupant and employee
safety, and all necessary steps to ensure the containment of the pesticide to the site of application.
E. Space sprays: Application of pesticides as space sprays ("fogging") must follow the same
restrictions outlined for surface sprays. Space sprays must be timed to allow the specific treatment
site to remain unoccupied for a minimum of 24 hours. The Contractor shall be responsible for
ventilating the treatment site in accordance with instructions on the product label before school
personnel reenter the site
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10. RODENT CONTROL
A. Indoor trapping: As a general rule, rodent control inside buildings shall be accomplished with
trapping devices only. All such devices shall be placed so as to conceal them from general view,
make them inaccessible to building occupants, and to protect them from any adverse effects of
routine cleaning and other operations.
B. Trapping devices shall be checked on a regular schedule. The Contractor shall be responsible for
disposing of all trapped rodents and all rodent carcasses in an appropriate manner.
C. Use of Rodenticides: In exceptional circumstances, when rodenticides are deemed essential for
adequate rodent control inside buildings, the Contractor shall obtain approval from CCS prior to
making any interior rodenticide treatment. ONLY block (paraffin-based or other types) rodenticides
shall be used. Pellet/pack bait formulations and packaging shall not be used in/around school
buildings. All bait shall be placed in EPA-approved tamper-resistant bait boxes that can be secured
to a surface.
D. Use of Bait stations: All bait stations shall be maintained in accordance with EPA and NCDA&CS
regulations, with an emphasis on the safety of non-target organisms. The Contractor shall adhere to
the following five (5) points:
1. All bait stations shall be placed out of the general view, in locations where they will not be
disturbed by routine operations.
2. The lids of all bait stations shall be securely locked or fastened shut.
3. All bait boxes shall be securely attached or anchored to floor, ground, wall, or other
immovable surfaces, so that the stations cannot be picked up or moved by unauthorized
personnel.
4. Bait shall always be secured in the feeding chamber of the station and never placed in the
runway or entryways of the stations where it could be removed or dislodged.
5. All bait stations shall be labeled with the Contractor's business name and address, and dated
by the Contractor's technician at the time of installation and each servicing.
E. The locations of all trapping devices and baiting stations will be recorded in the site's
logbook. The Contractor shall record all changes/additions to this information before leaving the site
during that service visit. The Contractor will provide the Custodial Director with a key and
instructions for opening bait stations in the event of an emergency.
11 USE OF PESTICIDES
The contractor shall be responsible for application of pesticides according to the label and all additional
labeling. All pesticides used by the Contractor must be registered with the U.S.Environmental Protection
Agency (EPA) or be EPA exempt and be registered with the NCDA&CS. Transport, handling, and use of all
pesticides shall be in strict accordance with the manufacturer's label instructions and all applicable Federal,
state, and local laws and regulations. The Contractor shall adhere to the following rules for pesticide use:
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A. Minimization of Risk: Where pesticide use is necessary, the Contractor shall emphasize
"reduced risk measures", i.e., the Contractor shall employ materials, quantizes and application
methods that minimize the risk or hazard of exposure to the applicator, building occupants,
and the environment in general.
B. Selection of pesticide products: The order of selection of pesticides shall be:
1. Products with a "Caution" signal word,
2. Products with a "Warning" signal word,
3. Products with a "Danger" signal word.
Products with either "Warning" or "Danger" signal words shall be used only when there are
no effective alternative products.
C. Approved Products: The Contractor shall not apply any pesticide product that has
not been included in the Pest Control Plan or has not been approved in writing. Any additions
to the list of approved pesticides must be submitted to the Purchasing Director five (5)
working days prior to the proposed date of use. The Purchasing Director shall render a
decision on the proposed addition within three (3) working days. Prior to the use of any new
approved pesticide products, the Contractor shall provide product labels, labeling and MSDS
in the logbooks of each site where the products are to be used.
D. Pesticide Storage: The Contractor shall not store any pesticide product in the buildings
specified in this contract.
E. Approved Applicators: Only Contractor employees shall apply pesticides under the terms of
this contract. The Contractor shall not provide pesticide products to non-certified school
employees for their use in/around the building and property.
12. VERTEBRATE PEST CONTROL (OTHER THAN COMMENSAL RODENTS)
A. General Vertebrate Pests: The Contractor may be asked under certain circumstances to
remove vertebrate pests including skunks, raccoons, etc. The cost for this service will be
negotiated in a case-by-case situation. The Contractor will be responsible for any special
permits that may be required.
13. STRUCTURAL MODIFICATIONS AND RECOMMENDATIONS
Throughout the term of this contract, the Contractor shall be responsible for advising CCS about any
structural, sanitary, or procedural modifications that would reduce pest food, water, harborage, or access.
The Contractor will not be held responsible for carrying out structural modifications as part of the pest
control effort.
14. PROGRAM EVALUATION
The Custodial Director will continually evaluate the progress of this contract in terms of effectiveness and
safety, and will require such changes as are necessary. The Contractor shall take prompt action to correct all
identified deficiencies.
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15. QUALITY CONTROL PROGRAM
The Contractor shall establish a complete quality control program to assure the requirements of the contract
are provided as specified. Within fifteen (15) working days prior to the starting date of the contract, the
Contractor shall submit a copy of his program to CCS.
The program shall include at least the following items:
A. Inspection System: The Contractor's quality control inspection system shall cover all the
services stated in this contract. The purpose of the system is to detect and correct deficiencies
in the quality of services before the level of performance becomes unacceptable and/or the
Custodial Director identifies the deficiencies. For the duration of this contract, the contractor
shall carry out such inspections on a quarterly basis.
B. Checklist: A quality control checklist shall be used in evaluating contract performance during
regularly scheduled and unscheduled inspections. Every task shall be included on the
checklist for every building or site serviced by the Contractor.
C. File: A quality control file shall contain a record of all inspections conducted by the
Contractor and any corrective actions taken. The file shall be maintained throughout the term
of the contract and a copy provided to the Purchasing Director.
D. Inspector(s): The Contractor shall state the name(s) of the individual(s) responsible for
performing the quality control inspections.
16. SCHOOLS AND FACILITIES
13 elementary schools dining rooms and kitchens, 4 middle school dining room and kitchens, 3 traditional
high schools dining rooms and kitchens, 1 early college high school (located on the Caldwell Community
College Campus) dining room and kitchen, 1 food service warehouse with an upper and lower warehouse,
and 2 alternative schools dining room that is at the same address but, different buildings.
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