Project Information

Bid Title

Integrated Pest Management Services

Issuing Agency

City of Providence

Location

Rhode Island

Published Date

Feb 9, 2026

Closing Date

Mar 23, 2026

Government Level

State & Local

Status

Closed

Original Source

Join to Access Full Details

Bid Inquiries

Join to Access Full Details

Bid Documents

Join to Access Full Details

Project Description

Integrated Pest Management Services

Attachment Preview

BOARD OF CONTRACT AND SUPPLY

CITY OF PROVIDENCE, RHODE ISLAND

INVITATION FOR BIDS

Item Description: INTEGRATED PEST MANAGEMENT SERVICES – ONE-YEAR CONTRACT WITH TWO ONE-YEAR

RENEWAL OPTIONS

Procurement/MinuteTraq #: 52308

Date to be opened: 3/23/2026

Issuing Department: Public Property

QUESTIONS

• Please direct questions related to the process, how to fill out forms, and how to submit an

application(Pages 1-8) to the Purchasing Department.

o Email: purchasing@providenceri.gov

▪ Please use the subject line “Solicitation Question”

• Please direct questions relative to the Minority and Women’s Business Enterprise Program and the

corresponding forms (Pages 10-11) to the MBE/WBE Outreach Director for the City of

Providence, Grace Diaz

o Email: gdiaz@providenceri.gov

▪ Please use subject line “MBE WBE Forms”

• Please direct questions relative to the specifications outlined (beginning on page 14) to the issuing

department’s subject matter expert:

o Name: Paula Baron

o Title: Lead Abatement Coordinator

o Email Address: pbaron@providenceri.gov

Pre-submission Conference

There may be a non-mandatory walk-through on February 26, 2026, at 10:30 AM (EST) at Providence City Hall,

Room 408, 4rd Floor. 25 Dorrance Street, Providence, RI 02903.

Deadline for questions submissions: March 13, 2026 via email.

INSTRUCTIONS FOR SUBMISSION

Meeting Date: 3/23/2026

Bids may be submitted up to 2:15 P.M. on the above meeting date at the Department of the City Clerk.

Room 311, City Hall. 25 Dorrance Street, Providence. At 2:15 P.M. all bids will be publicly opened

and read at the Board of Contract Meeting in Conference Room 305, on the 3rd floor of City Hall.

• Bidders must submit 2 copies of their bid in sealed envelopes or packages labeled with the

captioned Item Description and the City Department to which the solicitation and bid are

related and must include the company name and address on the envelope as well. (On page

1).

• If required by the Department, please keep the original bid bond and check in only one of the

envelopes.

• Communications to the Board of Contract and Supply that are not competitive sealed bids (i.e.

product information/samples) should have “NOT A BID” written on the envelope or wrapper.

• Only use form versions and templates included in this solicitation. If you have an old version of a

form do not recycle it for use in this bid.

• The bid envelope and information relative to the bid must be addressed to:

Board of Contract and Supply

Department of the City Clerk – City Hall, Room 311, 3rd Floor

25 Dorrance Street

Providence, RI 02903

**PLEASE NOTE: This bid may include details regarding information that you will need to

provide (such as proof of licenses) to the issuing department before the formalization of an award.

This information is NOT requested to be provided in your initial bid by design.

All bids submitted to the City Clerk become public record. Failure to follow instructions could

result in information considered private being posted to the city’s Open Meetings Portal and made

available as a public record. The City has made a conscious effort to avoid the posting of sensitive

information on the City’s Open Meetings Portal, by requesting that such sensitive information be

submitted to the issuing department only at their request.

Page 2 of 23

BID PACKAGE CHECKLIST

Digital forms are available in the City of Providence Purchasing Department Office or online at

http://www.providenceri.gov/purchasing/how-to-submit-a-bid/

The bid package MUST include the following, in this order:

• Bid Form 1: Bidder's Blank as the cover page/ 1st page (see page 6 of this document)

• Bid Form 2: Certification of Bidder as 2nd page (see page 7 of this document)

• Bid Form 3: Certificate Regarding Public Records (see page 8 of this document)

• Bid Form 4: Affidavit of City Vendor (see pages 9 and 10 of this document)

• Forms from the Minority and Women Business Enterprise Program: Based on Bidder Category.

See forms and instructions enclosed (pages 10-11) or on:

https://www.providenceri.gov/purchasing/minority-women-owned-business-mbewbe-procurement-

program/

*Please note: MBE/WBE forms must be completed for EVERY bid submitted and must be

inclusive of ALL required signatures. Forms without all required signatures will be considered

incomplete.

• Bidder’s Proposal/Packet: Formal response to the specifications outlined in this RFP, including

pricing information and details related to the good(s) or service(s) being provided. Please be

mindful of formatting responses as requested to ensure clarity.

• Financial Assurance, if requested (as indicated on page 5 of this document under “Bid Terms”)

All of the above listed documents are REQUIRED. (With the exception of financial assurances, which

are only required if specified on page 5.)

***Failure to meet specified deadlines, follow specific submission instructions, or enclose all required

documents with all applicable signatures will result in disqualification, or in an inability to

appropriately evaluate bids.

Page 3 of 23

NOTICE TO VENDORS

1. The Board of Contract and Supply will make the award to the lowest qualified and responsible

bidder.

2. In determining the lowest responsible bidder, cash discounts based on preferable payment terms will

not be considered.

3. Where prices are the same, the Board of Contract and Supply reserves the right to award to one

bidder, or to split the award.

4. No proposal will be accepted if the bid is made in collusion with any other bidder.

5. Bids may be submitted on an “equal in quality” basis. The City reserves the right to decide equality.

Bidders must indicate brand or the make being offered and submit detailed specifications if other

than brand requested.

6. A bidder who is an out-of-state corporation shall qualify or register to transact business in this State,

in accordance with the Rhode Island Business Corporation Act, RIGL Sec. 7-1.2-1401, et seq.

7. The Board of Contract and Supply reserves the right to reject any and all bids.

8. Competing bids may be viewed in person at the Department of the City Clerk, City Hall, Providence,

immediately upon the conclusion of the formal Board of Contract and Supply meeting during which

the bids were unsealed/opened. Bids may also be accessed electronically on the internet via the City’s

Open Meetings Portal.

9. As the City of Providence is exempt from the payment of Federal Excise Taxes and Rhode Island

Sales Tax, prices quoted are not to include these taxes.

10. In case of error in the extension of prices quoted, the unit price will govern.

11. The contractor will NOT be permitted to: a) assign or underlet the contract, or b) assign either legally

or equitably any monies or any claim thereto without the previous written consent of the City

Purchasing Director.

12. Delivery dates must be shown in the bid. If no delivery date is specified, it will be assumed that an

immediate delivery from stock will be made.

13. A certificate of insurance will normally be required of a successful vendor.

14. For many contracts involving construction, alteration and/or repair work, State law provisions

concerning payment of prevailing wage rates apply (RIGL Sec. 37-13-1 et seq.)

15. No goods should be delivered, or work started without a Purchase Order.

16. Submit 2 copies of the bid to the City Clerk, unless the specification section of this document

indicates otherwise.

17. Bidder must certify that it does not unlawfully discriminate on the basis of race, color, national

origin, gender, gender identity or expression, sexual orientation and/or religion in its business and

hiring practices and that all of its employees are lawfully employed under all applicable federal, state

and local laws, rules and regulations. (See Bid Form 2.)

Page 4 of 23

BID TERMS

1. Financial assurances may be required in order to be a successful bidder for Commodity or

Construction and Service contracts. If either of the first two checkboxes below is checked, the

specified assurance must accompany a bid, or the bid will not be considered by the Board of

Contract and Supply. The third checkbox indicates the lowest responsible bidder will be contacted

and required to post a bond to be awarded the contract.

a) A certified check for $

must be deposited with the City Clerk as a guarantee that the

Contract will be signed and delivered by the bidder.

b) A bid bond in the amount of

per centum (%) of the proposed total price, must be

deposited with the City Clerk as a guarantee that the contract will be signed and delivered by

the bidder; and the amount of such bid bond shall be retained for the use of the City as

liquidated damages in case of default. Any person signing a bid bond as an attorney-in-fact

shall include with the bid bond an original, or a photocopy or facsimile of an original, power

of attorney.

c) A performance and payment bond with a satisfactory surety company will be posted by the

bidder in a sum equal to one hundred per centum (100%) of the awarded contract.

d) No financial assurance is necessary for this item.

2. Awards will be made within nighty (90) days of bid opening. All bid prices will be considered

firm, unless qualified otherwise. Requests for price increases will not be honored.

3. Failure to deliver within the time quoted or failure to meet specifications may result in default in

accordance with the general specifications. It is agreed that deliveries and/or completion are

subject to strikes, lockouts, accidents, and Acts of God.

The following entry applies only for COMMODITY BID TERMS:

4. Payment for partial delivery will not be allowed except when provided for in blanket or term

contracts.

The following entries apply only for CONSTRUCTION AND SERVICE BID TERMS:

5. Only one shipping charge will be applied in the event of partial deliveries for blanket or term

contracts.

6. Prior to commencing performance under the contract, the successful bidder shall attest to

compliance with the provisions of the Rhode Island Worker’s Compensation Act, RIGL 28-29-1,

et seq. If exempt from compliance, the successful bidder shall submit a sworn Affidavit by a

corporate officer to that effect, which shall accompany the signed contract.

7. Prior to commencing performance under the contract, the successful bidder shall, submit a

certificate of insurance, in a form and in an amount satisfactory to the City.

Page 5 of 23

Commodity Codes

• NAICS 561710Exterminating and Pest Control Services

* Disclaimer: Government BidHub provides information on bids, RFPs (Requests for Proposals), and RFQs (Requests for Qualifications) solely for convenience and informational purposes. This site is not an official public notice board. For official details, responses, or inquiries, please contact the relevant government agency directly.