PCS-012 - Ver 1.0 (May 24)

Confidential & Proprietary | 2024 CBRE, Inc.

Developing the RFP

BID

Page 1 of  3

Pest Control Services 

2. Key Components of a Pest Control Services RFP                      

1. Sourcing  Preferences and RFP Timing

• Strategic (FM) Preferred or Diverse Supplier partners should always be considered first with the exception of client preference
• Early engagement of Supplier partners and client is key to ensure proper understanding of the Scope of Works (SOW)

3. Go To Market Strategy

Sourcing Strategy & RFP Process

Pricing Strategy

• Review and agree supplier partner profiles with key contacts to ascertain if Tier 1, 2 or 3 - assess suitability prior to RFP

• Clearly define the scope of the services and evaluation process:

  • Clear bidding instructions and submission dates

  • Provision of clarification process for supplier (all assumptions and exclusions should be qualified by the supplier on their ability to complete all services)

  • Well-defined questions to validate supplier capabilities (technical and other)
  • Appropriate bid analysis and scoring matrix
  • Structured feedback to all Supplier partners post bidding exercise
  • Clear commercial and terms and principles
  • Assess the financial capacity of the business
  • Ensure in-country regulations can be met and suppliers have appropriate and up-to-date industry certifications and / or licensing and insurance relative to the services

• Evaluate with detailed pricing sheets with breakdown of all key cost drivers - consider open-book transparent pricing strategy - where margin and costs can be analysed 

• Look at the project threshold and tolerances

• Try to aim for fixed term pricing (with no inflationary increases)

4. Complying with CBRE policies and standards of Conduct

CBRE Supplier Code of Conduct

CBRE Procurement Policy

CBRE Standards of Business Conduct

CBRE Conflict of Interest Declaration

Our Standards of Business Conduct when procuring goods and / or services on behalf of CBRE is an essential part of our Ethics & Compliance Program. This reflects our culture and values and the necessary principles ensure every transaction we conduct on behalf of the company is ethical and legal.  These Standards of Business Conduct is based on CBRE RISE values. These values are the foundation on which CBRE is built, and how you must conduct your daily business activities.

When developing your RFP and eventually executing this into a finalised Contract please ensure that ALL CBRE Standards of Business Conduct are followed.  For each and every transaction you involve with a Supplier partner it is essential for the Supplier partner to also comply with our requirements and this includes signing a Declaration of Conflict of Interest.  

The following links provide you with the basis of which all CBRE employees agreed to on commencement with the company:

(Click on the links to gain access to the relevant documents)

Organizational Overview

• Buyers should provide overviews of their organizations, including number of occupants and date of incorporation
• Buyers should provide information regarding facility size
• Buyers should provide a list of products or services provided

Statement Of Need

• Buyers should establish working hours for service providers
• Buyers should suggest optimal schedule times and state the frequency with which services should be performed on their properties
• Buyers should suggest requirements for service delivery during emergencies. 
• Buyers should set the conditions under which specialty services will be required

Project Budget 

• Buyers should disclose from which part of their budget (or fund) service payments will be made
• Buyers should suggest billing methods based on their preferences
• Buyers should note under which circumstances payment will be withheld or under what circumstance payment dates will be altered

Selection Criteria

• Buyers should look for suppliers capable of providing the range of services within their area of coverage
• Buyers should look at suppliers’ experience with regard to servicing businesses that are similar in size
• Buyers should look for suppliers with flexible schedules
• Buyers should look for suppliers with clearly defined pricing instructions

Project Schedule

• Buyers need to include a proposal duration suggesting when vendors are required to submit their proposals
• Buyers need to include the date proposals are due and when the award will be announced
• Buyers should include any benchmark dates relevant to the project that suppliers should take into account
• Buyers should include the duration of the service contract

Proposal Format

• Vendors should provide all necessary permits and certificates of insurance required to perform pest control services
• Vendors should disclose the scope of work they are capable of performing
• Vendors should provide a list of equipment at their disposal. 
• Vendors should have a supplemental service plan in place in the event of worker illness

Sources:  ProcurementIQ Procurement Research - 48646262 Pest Control Services

Pest Control Zycus RFP Template

PCS-012 - Ver 1.0 (May 24)

Confidential & Proprietary | 2024 CBRE, Inc.

1. Preparing RFP Questions

Supplier Details

​

Client References and Market Position

Pest Control Services

RFP - Question Building

BID

Page 2 of  3

2. Generic RFP Questions

Before issuing an RFP questionnaire, ensure that the suppliers to be targeted sign a "non-disclosure agreement", and the timelines that are set out are sufficient in order to receive a quality response, assess the bid and reward the contract accordingly.  The questions below can be added and tailored to suit your site-specific or customer-specific requirements.   Be sure to ask questions that will allow for a full and detail pricing submission from the supplier partner.  

• Supplier name
• Head office address
• Regional office address
• Company website
• Year founded
• Revenues (global, by region and service line) 
• Service line capabilities
• Regional capabilities (level of coverage by region and country)
•  Indicate number of permanent employees by region (North America, Europe, AP

• Please provide three active client references outside of our company for which your organization provided pest control service. Please provide the company name, length of relationship, address, contact name, contact details, and email for each client reference.
• Who do you consider to be your largest competitors
• What is your competitive advantage compared to your competitors (what differentiates your company from others)
• Who are your top three clients? What percentage of your revenue do they comprise?
• Are you a specialist pest control provider or an FM service provider

•  Do you have prior experience working with the company of the similar size
• Have you worked on similar projects or consulted with other companies facing similar issues? (YES/NO)
• Please provide a brief case study of your recent project that is similar to this activity? (Details to be included are project year and location, size of the team, length of engagement, services offered, and results/outcomes achieved)
• Please also list up to five other clients where you have also done similar work during the last two years
• Please describe the structure and composition of your team, including the list of the personnel, such as cooking assistant, chef, head chef, waiter, food service manager, relevant technical and administrative support staff
• For proposed core service team, please provide a detailed background of the personnel. Include names, grades, brief bios (1/2 page max.) detailing relevant experience: such as their roles on above-listed case studies, and their proposed role on this project
• Can you supply a dedicated global account manager for our company
• Can you supply a quarterly summary of pest control service carried out and overview associated with the work
• How often do you provide debriefs of the work in progress? (weekly/bi-weekly, etc.)
• Do you intend to subcontract part of the work (For example, any specific service line in the category)? If so, to whom If subcontractors are used, please indicate their specialization
• If subcontractors are used, please specify if it is for capacity or specialization purposes? How do you ensure the quality of subcontractors used for this project? What is the percentage of local pest control service sourcing? Describe the overall approach toward planning and implementing this activity. What is the lead time to provide support ad-hoc projects, like team meeting, trade events, etc.?

​

COVID-19-specific Questions

• Do you offer any value-added services in addition to regular pest control service? (YES/NO)
• If you answered YES to the question above, list the value-added services offered
• Do you use any software tools/technology to improve the efficiency and effectiveness of the pest control service? (YES/NO)
• If you answered YES to the question above, could you please provide a brief overview of the software solution and the impact on the process
• What is your strategy to stay on top of the new technology development, which will add value to your pest control business as well as clients
• Whilst we have outlined the services we require, please suggest if there is an alternative approach for consideration, which might achieve better results or enable you to price more aggressively 

•  As business operations are currently partial, how will your firm support the pest control service requirement
• Please confirm if remote pest control service is possible
• What are the sourcing channels leveraged to overcome pest control material supply chain disruption, due to restrictive movements
• Please confirm whether the current pandemic presents any risks to your ability to deliver the pest control services and if so how these will be mitigated
• Please confirm the steps you are taking to ensure that our and your resources are protected from COVID-19 infection
• Noting the increased level of home working, please confirm the steps taken by your organization to support (work from home) employee requirements
• Please confirm your organization's compliance with local pest control service regulations under consideration
• Please confirm the maximum percentage of fees you will charge as expenses (The expectation is now 0 percent for international travel. However, please specify if travel is necessary to countries with low COVID-19 cases)
• Please mention if you will be using low cost resources and specify the cost benefit to us
• Please mention any reasonable contingency amount to cover any additional costs and expenses that may become payable, due to COVID-19, such as hospitalization charges for your resources onsite, etc
• Are you willing to be flexible in payment terms? If yes, please specify the payment practices adopted during the pandemic 

Cost

• Please state your standard rate offered by country by job role

*Please list the standard job role, which is equivalent to the roles within your organization. Standard Job Roles are pest control technician, pest control worker/apprentice, etc.

•    Please add or delete days by week/phase/month as required

•    Please complete a day rate, excluding VAT and expenses for each role type and in each region

•    Hourly rates will be 1/8th of the day rates ​

• Please specify the taxes charged on the rates
• Please specify the discounts for various participation rates of the catering service program (< 25 percent, 25–50 percent, 50–75 percent, >75 percent)
• Please specify discounts for various spend thresholds (< $100k, $100–250k, $250–500k, $500–1 million, > $1 million)
• What is the sole source discount, i.e., discount for going direct vs. tendering a piece of work
• What are the your policies regarding price changes
• What is the percentage contribution of the catering cost to the total service providers revenue
• Please state the payment points you would like (monthly, quarterly, half yearly, yearly) 

Source - Bero 2024

PCS- 012 - Ver 1.0 (May 24)

Confidential & Proprietary | 2024 CBRE, Inc.

1. Assessment Guideline

Company profile

Financials

Footprint / Capabilities

Service offering

Competitor differentiation

Sustainability / Safety

Business model

Company structure

Quality Processes

Innovation / Technology

Supplier Diversity program

Market Strength

Non-compete agreements

Legal action history

Maintenance offering

Industry Certifications

Customer satisfaction

Warranty coverage

Maintenance and support

Measures in place

Reporting processes

Environment / Recycling policy

EHS Policy

Company Policy in place

Performance / cost issue program

Service / product capability

E-business solutions

E-business capability

E-commerce interaction

Matched services- all regions

Industry training / certifications

Employee training

Service offerings globally

D&B registered

Margin maintenance

Credit standing / rating

Annual revenue

Utilization level / impact on market and CBRE clients

2. Typical RFP Weighed Assessment criteria

Criteria

Weighting

Description

Pest Control Services 

RFP Assessment Guideline

BID

Page 3 of  3

Supplier Capabilities

incl ESG

This section usually requires the bidder to demonstrate its operational capability to deliver the services by identifying: the company structure, experience (inc case studies), ESG, management systems in place, and inherent capacity of the company to deliver through directly employed staff

30%-40%

Delivery of Service

This section requires the bidder to demonstrate how it proposes tp deliver industry-leading services and compliance to CBRE systems and processes

20%-30%

Innovation / Quality

This section requires the bidder to detail any innovations and added value services that it could provide to improve the service delivery.  Evidence must be displayed of quality control and enhancements offered

5%-10%

HSE

This section requires the bidder to demonstrate its knowledge of Health, Safety and Environment (HSE) legislation and provide details on its systems and procedures in place to manage HSE risks and activities in the delivery of services

5%-15%

Commercial ($$)

This section covers the commercial pricing offered - must be comprehensive and transparent in order to mitigate clarifications during the evaluation process

20%-30%

Note: Further or additional assessment criteria may be added to account for client specific requirements i.e. flow-downs from CBRE / Client Terms & Conditions or where there are specific criteria components that need to be considered due to local, regional or global requirements (as in the case with the CBRE example above).