RFQ #5: TO PROVIDE PEST AND RODENT EXTERMINATION SERVICES TO BVIEC

REQUEST FOR QUOTATION (RFQ)

To provide Pest and Rodent Extermination Services to the British Virgin Islands Electricity Corporation (BVIEC)

RFQ Ref. Number: 5 of 2026 Date: March 24, 2026

Introduction

The British Virgin Islands Electricity Corporation (BVIEC) invites qualified and licensed pest control service providers to submit quotations for comprehensive pest and rodent extermination services at designated BVIEC facilities.

The objective of this RFQ is to secure a service provider that can deliver safe, effective, environmentally responsible, and high-quality pest management services in accordance with industry best practices, applicable health and safety regulations, and sound value-for-money principles.

Scope of Services

The selected contractor shall provide, at minimum, the following services:

Inspection and assessment of all designated BVIEC facilities at Long Bush and Pockwood Pond
Identification of pest and rodent activity, entry points, and risk areas.
Development and implementation of an Integrated Pest Management (IPM) plan.
Treatment and extermination of:
Rodents (rats, mice, etc.)
Crawling insects (roaches, ants, termites, etc.)
Flying insects (mosquitoes, flies, etc.)
Installation and monitoring of bait stations and traps.
Sealing recommendations and preventive control measures.
Safe disposal of pest remains and contaminated materials.
Emergency call-out services (if required).
Routine scheduled maintenance visits (monthly/bi-monthly as proposed).

Quality of Service Requirements

Quality of service is a critical component of this RFQ and will significantly influence the evaluation of submissions.

The contractor must demonstrate the following:

Use of approved, safe, and environmentally compliant chemicals.
Strict adherence to occupational health and safety standards.
Employment of certified, trained, and supervised technicians.
Implementation of an Integrated Pest Management (IPM) approach emphasizing prevention and long-term control.
Detailed written service reports after each visit outlining:
Areas inspected and treated
Chemicals/products used (including MSDS where applicable)
Observations, infestation levels, and corrective actions
Recommendations for facility improvements
Defined response times for routine and emergency services.
Minimal disruption to BVIEC operations.
Continuous monitoring and proactive prevention strategies.
Performance tracking indicators demonstrating reduction and control of pest activity.
Contractors must also outline their internal quality assurance procedures, supervision structure, escalation protocols, and customer feedback mechanisms.

Standard of Method to Ensure Adequate Service and Value for Money

To ensure BVIEC receives adequate service and quality for money, the contractor shall adopt the following standards of method:

Structured Service Plan

Provide a detailed service schedule with clearly defined visit frequency.
Outline specific tasks to be performed during each visit.
Include preventive maintenance measures to reduce long-term costs.

Baseline Assessment and Reporting

Conduct an initial comprehensive inspection to establish baseline pest activity levels.
Provide a written assessment report and action plan.
Use measurable benchmarks to track performance improvements over time.

Performance Monitoring and Review

Maintain service logs and inspection records at each facility.
Provide monthly or quarterly summary reports highlighting trends, actions taken, and outcomes achieved.
Participate in periodic performance review meetings with BVIEC representatives.

Cost Transparency and Accountability

Clearly itemize all costs in the quotation.
Avoid hidden or unapproved charges.
Justify any recommended additional treatments with supporting documentation.

Preventive and Long-Term Approach

Emphasize prevention and root-cause mitigation rather than reactive treatments.
Recommend structural or operational improvements where necessary to prevent recurrence.

Service Level Commitments (SLAs)

Specify guaranteed response times for emergency situations.
Provide service re-treatment at no additional cost if infestations persist within a defined period.

BVIEC expects a contractor that demonstrates efficiency, reliability, accountability, and measurable outcomes to ensure maximum value for expenditure.

Contractor Qualifications

Bidders must provide:

Valid business license and pest control certification.
Proof of liability insurance.
Evidence of experience providing similar services (minimum three (3) references).
Company profile including years in operation.
Health, Safety, and Environmental (HSE) policy.
Waste disposal and chemical handling procedures.

Duration of Contract

The proposed contract term shall be for one (1) year, with the option for renewal subject to satisfactory performance and compliance with service standards.

Pricing Requirements

The quotation must clearly state:

Cost per visit
Monthly and/or annual service cost
Cost for emergency call-outs
Any additional charges
VAT or applicable taxes (if any)

All pricing must be valid for a minimum of ninety (90) days.

Evaluation Criteria

Submissions will be evaluated based on:

Cost competitiveness and transparency
Demonstrated quality of service methodology
Experience and qualifications
Compliance with RFQ requirements
Response time commitments
Value-for-money approach and measurable service standards

BVIEC reserves the right to accept or reject any quotation and is not bound to accept the lowest-priced bid. BVIEC also reserves the right to conduct any due diligence it deems necessary on a contractor’s performance history.

Failure to comply with any of the instructions concerning the completion and submission of these documents may render (at BVIEC’s absolute discretion) the Tender non-responsive.

The Procurement process will be conducted through the Request for Quotation (RFQ) process.

For further information, please send an email to the BVIEC at: procurement@bvielectricity.com.

Submission of Bidders

Please submit bids to BVIEC (electronically at procurement@bvielectricity.com) or physically at our Long Bush Office no later than 10:00 a.m. local time on April 10^th, 2026. Bidders will not be acknowledged after this date and time.

Disclaimer:

The BVIEC does not bind itself to accept the lowest price or any other submission. The Corporation reserves the right to cancel the present notice in its entirety or partially without defraying and cost incurred by any Tenderer in submitting their Tender.