Project Information

Bid Title

RFP Pest Control Services

Issuing Agency

City of Hays

Location

Kansas

Published Date

Nov 10, 2025

Closing Date

Dec 16, 2025

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	RFP Pest Control Services
Category:	Finance / City Clerk
Status:	Open

Description: The City of Hays KS is requesting proposals for the service of monthly pest control at various city locations. Proposals shall be for a three (3) year term. Bids will be opened at 3:00pm December 16, 2025 at City Hall 1507 Main St Hays KS Publication Date/Time: 11/10/2025 12:00 AM Publication Information: Sealed Closing Date/Time: 12/16/2025 11:59 PM Submittal Information: Sealed bid to City Clerk's Office 1507 Main St PO Box 490 Hays KS 67601 Bid Opening Information: 3:00pm December 16, 2025 Contact Person: Kim Rupp krupp@haysusa.com 785-628-7300 Related Documents: RFP Pest Control Services

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CITY COMMISSION

SANDY JACOBS, MAYOR

MASON RUDER, ALAINA CUNNINGHAM

REESE BARRICK, SHAUN MUSIL

CITY MANAGER

TOBY DOUGHERTY

DEPUTY CITY MANAGER

COLLIN BIELSER

November 10, 2025

Sealed bids will be received at the City Clerk’s Office, City Hall, P.O. Box 490, 16th and Main

Street, Hays, Kansas 67601, until 3:00 p.m. on December 16, 2025. Faxed bids will not be

accepted. Bids received later than specified hour and date shall be returned unopened. Bids

must be marked on the outside envelope, “SEALED BID PEST CONTROL SERVICES – DO

NOT OPEN UNTIL DECEMBER 16, 2025”. State bids will be considered in determining the

lowest responsible bid, if applicable.

Bids will be opened at 3:00 p.m., December 16, 2025, in the City Commission room of City Hall

1507 Main St Hays KS. Bids will be reviewed and a recommendation made to the City Manager.

The City reserves the right to reject or accept any or all bids/proposals and to waive any

irregularities in such bid/proposals and to accept such bids/proposals that are the most

responsive and best suit the needs of the City of Hays. A bid may be withdrawn up to twenty-

four (24) hours prior to expiration of the deadline for submitted bids. No bidder may withdraw a

bid for a period of up to forty-five (45) days after the date and hour set for opening bids.

If you have questions, please contact me at (785) 621-1418.

Sincerely,

Kim Rupp

Director of Finance

November 10, 2025

REQUEST FOR PROPOSALS

Pest Control Services

City of Hays

I.

INTRODUCTION

The City of Hays, Kansas is requesting proposals for the service of monthly pest control at

various city locations. Proposals shall be for a three (3) year term.

II. BACKGROUND

The project includes the application of chemicals to control pests at various locations of the City

of Hays on a monthly basis and to perform termite inspections at various locations.

III. AREA OF WORK

The areas that services are required are:

Pest Control Services - Utilities-Water Plant, Utilities-Wastewater Plant, Utilities-Maintenance

Facility, Public Works offices, Solid Waste – Recycling Facility, City Hall/Fire Station #1, Airport

Terminal, Convention and Visitors Bureau, Fire Station #2 at the Airport, Golf Course Pro Shop,

Hays PD Shooting Range House, Fire Station #3, and Fire Training Facility Classroom.

Termite inspection - Golf Cart sheds annually.

IV. SCOPE OF SERVICES

The Scope of Services is to spray the various City locations monthly for pest control. The

proposed chemical that is to be used shall be listed on the proposal sheet and all label

information pertaining to the chemical shall be included. Proposal shall include proposed mixing

rate in accordance with attached label.

Annual termite inspection of Golf Cart Sheds.

V. TYPE OF CONTRACT

The contractor selected will be notified in writing by the City of its acceptance of the proposal,

upon which the parties will be considered to have entered into a contract including all

specifications in the Request for Proposals and response thereto. That will then constitute the

contract.

VI. PROPOSED TIME TABLE

The contractor selected will begin the services within 30 days of notification.

VII. QUALIFICATIONS AND SELECTION PROCESS

The successful entity will provide proof of a commercial applicators license as required by law,

to accomplish the required work. The selection process will be based on the proposal that

provides the most benefit to the City of Hays at large. City Staff will make recommendation to

the City Manager as to the proposal which best meets the needs of the City.

VIII. METHOD OF SOLICITATION

A notice will be published on the City of Hays Website www.haysusa.com. In addition, this RFP

will also be mailed to individuals who have made themselves known to City staff to be interested

in submitting a proposal and have specifically requested this information.

IX. DIRECTIONS FOR SUBMISSION

All submissions must be made on the attached proposal sheet. Failure to complete and return a

signed proposal sheet will be cause for the proposal to be rejected.

The proposals must be submitted on the attached sheet and be submitted no later than 3:00

p.m., on Tuesday, December 16, 2025. At said time and place, and promptly thereafter, all

proposals that have been duly received will be publicly opened. Any proposal received after this

time will be returned to the sender unopened. Please mail copies to the following address:

City Clerk

“SEALED BID PEST CONTROL SERVICES – DO NOT OPEN UNTIL DECEMBER 16, 2025”

1507 Main Street; PO Box 490

Hays, KS 67601

Faxed or emailed proposals will not be accepted. Questions concerning this project should be

addressed to Kim Rupp, Director of Finance, phone 785-621-1418, or e-mail

krupp@haysusa.com.

X. ADDITIONAL CONDITIONS

All persons awarded and/or entering into contracts with the City of Hays shall be subject to and

required to comply with all applicable City, State, and Federal provisions pertaining to non-

discrimination, Equal Employment Opportunity, and Affirmative Action.

Sales tax exempted.

Contractor shall schedule required work Monday through Thursday, 8:00 a.m. to 4:00 p.m.

LEGAL NOTICES

The City of Hays reserves the right to reject any and all proposals and waive any or all

technicalities, as determined by the City Manager of the City of Hays.

The City of Hays, Kansas, will not award contracts to nor accept proposals from individuals or

entities that attempt to include any of the following in any proposed contract:

1. Reduce or diminish the common law or statutory standard of care, make any attempt to

limit liability, or reduce responsibility of the contractor for mistake, error, or negligence of

any type.

2. Attempt to limit liability for breach of contract or negligent performance to the amount of

the payment to the contractor by the City.

3. Attempt to claim ownership of intellectual property created during the performance of the

contract with the City.

4. Include binding arbitration agreements.

5. Provide for damages for breach by the owner contrary to common law or statute,

including, especially, any attempt to provide for attorney fees as part of recoverable

damage.

6. Attempt to select any forum for resolution of disputes other than Ellis County, Kansas.

7. Attempt in any way to reallocate risk contrary to common law or statute, unless

specifically requested as an alternate proposal or bid by the City of Hays, Kansas.

All persons awarded and/or entering into purchase orders with the City of Hays shall be subject

to and required to comply with all applicable City, State, and Federal provisions.

The City of Hays has an affirmative action program. Any firm will be required to include the

following statement in any contract with the City of Hays:

"Contractor shall not discriminate in the employment of persons engaged in the

performance of this agreement on account of race, color, national origin, ancestry,

religion, sex, marital status, physical handicap, or medical condition, in violation of any

federal or state law. Contractor shall comply with all requirements of the City of Hays

pertaining to affirmative action with regard to employment while this agreement is in

effect."

The contract shall be subject to the provisions of Ordinance 3823 which contains specific

inclusions and prohibitions of certain contractual provisions and to the extent that anything

herein contradicts said ordinance, the requirements and provisions of the ordinance shall

govern.

City of Hays ordinances can be obtained through the City of Hays website, www.haysusa.com.

Name

Company

Address

Proposal Sheet

City of Hays

Pest Elimination Services

Telephone

Date

1. The undersigned declares they have read the Request for Proposal (RFP) and all Exhibits, has

examined the site of the Work, has determined for themself the conditions affecting the Work; and

they propose and agree to provide at their own expense all labor, superintendence, machinery, plant,

equipment, tools, apparatus, appliances, means, and all materials and supplies, and to complete

ready for its intended purpose the entire work and all parts thereof described as included under the

Request For Proposal; herein, including all work incidental thereto, and such instructions the Owner

may give.

2. Should the Bidder choose to offer an Alternate Proposal, it should be clearly titled, “ALTERNATE”.

Detail description for alternate services will be reviewed in the best interest of the Owner, however,

may be deemed non-responsive if the services described do not comply with Scope of Services.

3. The Undersigned Bidder, in compliance with your RFP, dated November 10, 2025 hereby proposes

to do the Work called for in said RFP at the following rates and prices:

Location

Monthly Cost

Utilities-Water Plant

$____________

__________________________

1000 Vine Street, Hays, KS

Site Contact – Tessa Scheck

(785) 628-7380

Utilities-Waste Water

$____________

__________________________

755 General Custer, Hays, KS

Site Contact – Tessa Scheck

(785) 628-7361

Chemical/Mixing Rate

Utilities-Maintenance Facility

$____________

__________________________

1004 Vine St, Hays, KS

Site Contact – Tessa Scheck

(785) 628-7380

Public Works Offices

$____________

__________________________

1002 Vine Street, Hays, KS

Site Contact – Cierra Boyer

(785) 628-7350

Commodity Codes

• NAICS 561710Exterminating and Pest Control Services

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