Pest Control Tenders & Service Contracts

How We Respond to a Tender or Request for Quote

Formal procurement runs to a timetable, and a submission that arrives incomplete is usually set aside without being scored. Our response process is built around that reality.

1. Confirmation of intent. When a tender pack arrives we read the specification, check the closing date and confirm in writing whether we will respond. Your procurement team knows early how many compliant submissions to expect.
2. Site walk-through. Where the documents allow it, we attend each site with the facilities contact to measure the real scope: building use, floor area, kitchen and waste zones, roof and subfloor access, external perimeter, existing monitoring equipment and known pest history. The quotation itself is free.
3. Scope and frequency modelling. We set a servicing frequency per site against the risk profile and the compliance standard the site is held to, then specify the monitoring equipment, treatment methods and reporting that frequency requires.
4. Schedule of rates. Each site is priced individually, then consolidated into the schedule format the tender asks for, with reactive callouts and any additional services priced as separate line items.
5. Compliance annexures. Licences, insurances, accreditations, CM3 prequalification, safe work documentation, product registrations and safety data sheets are attached in the structure the tender specifies.
6. Clarifications and presentation. We answer clarification questions in writing within the tender period and attend a panel presentation or site interview where one forms part of the evaluation.

Where the buyer works to a simple request for quote, the same information is supplied in a shorter form: scope, frequency, price per site, and the compliance pack as an attachment.

What a Protech Service Agreement Sets Out

A pest management agreement is worth reading closely, because the real differences between contractors sit in the clauses. Every Protech agreement documents the following.

• Scope of works by site. The buildings and areas covered, the pests included in the scheduled program, the equipment installed and maintained, and the services quoted separately when they are needed — termite management, bird proofing, fumigation of stored product and one-off remedial work.
• Service frequency. The number of scheduled attendances per year per site, the months or weeks they fall in, and the trigger for reviewing that frequency when pest activity or site use changes.
• Response times for reactive callouts. The commitment for attending between scheduled services, including our 24/7 emergency availability for situations that cannot wait, such as a rodent sighting in a food area ahead of an inspection.
• Reporting and documentation. The report issued after each visit, the portal your team logs into, the retention period for service history, and the format supplied for audits.
• Chemical registers and product information. The APVMA-registered products approved for use on the site, the safety data sheet for each one, application rates and the record of what was applied where on every visit.
• Licensing and insurance. The licence held by each attending technician and the certificates of currency for our insurances, with updated certificates supplied on renewal for the life of the agreement.
• Site access, inductions and safety. Induction requirements, permit-to-work arrangements, out-of-hours access, key and alarm handling, and the safe work documentation our technicians work to on your site.
• Guarantee terms. Commercial pest management carries the guarantee terms set out in your service agreement, matched to the service frequency. The terms are written down before you commit and recorded on your paperwork. Our full position is on the guarantee page.
• Term, review and exit. The contract term, performance review meetings, and the notice arrangements at the end of the agreement.

Anything that has been agreed verbally during the tender process is written into the agreement before it is signed, so the document the site works from is the document the panel evaluated.

Documentation Supplied With a Tender Submission

Most pest control submissions are marked down on evidence. These are the documents we attach as standard, and each one can be verified before award.

• Pest management licences for every technician proposed for your sites
• Certificates of currency for our insurances
• HACCP, NPMA and AEPMA accreditation certificates
• CM3 contractor prequalification
• APVMA registration details and safety data sheets for every product proposed
• Allergen and AQIS declarations where the site handles food or export goods
• Safe work method statements and chemical handling procedures
• A sample digital service report and a sample site plan showing numbered bait-station locations
• An integrated pest management program document for the site type
• Referees from comparable Melbourne sites
• Company details, ABN, trading history since 2001 and Melbourne service coverage

Our safety data sheets, insurance certificates, allergen declarations, AQIS declarations and accreditations are all published on the safety data sheets page for download, which means an evaluator can check the evidence during the tender period without waiting on a request.

Multi-Site and Multi-Year Agreements

Councils, school networks, aged-care groups, retail chains, owners corporations and facilities managers usually need one agreement covering many buildings at different frequencies. We structure those agreements around a single account relationship where that is how you want it run.

A single point of contact, where you want one

Where it suits your organisation, you deal with one contact who knows the portfolio, holds the servicing calendar for every site, and coordinates the technicians attending them. Site contacts still speak to the technician on the day, and escalation goes to a single person who can answer for the whole contract.

Consolidated reporting

Every site reports into the same portal in the same format. Your team can open a single site, a region or the whole portfolio, download the service history for an audit, and see pest-activity trends building across locations before they become a problem at any one of them. The detail is on our digital reporting page.

Consistent servicing across locations

The same program specification, the same equipment standard and the same report format apply at every site, which is what makes portfolio-wide compliance possible. An auditor arriving at any building finds paperwork identical in structure to every other building on the contract.

Multi-year terms

Longer terms suit sites where prevention is the objective, because a monitoring program produces its value across seasons and years of trend data. Most commercial agreements run 24 to 36 months at a fixed price for the term, so there are no surprises in year two, and we schedule a formal performance review so the buyer has a documented basis for renewing.

The site types a commercial agreement commonly covers include government and council buildings, strata and owners corporation common property, offices and tenancies and factories and warehouses.

How Contract Pricing Works

Commercial pest management is quoted as a custom price for each site job. There is no commercial price list, because the scope that satisfies a quarterly office program and the scope that satisfies a fortnightly food-manufacturing program have almost nothing in common.

The variables that set the price are straightforward, and we show them on the quotation so a procurement officer can see what is being paid for:

• Site area, building complexity and the number of separate structures
• Building use and the compliance framework the site is held to
• Servicing frequency, and whether attendance is required in or out of trading hours
• The number and type of monitoring devices installed and maintained
• Pests included in the scheduled program, and services quoted separately
• Reporting and documentation requirements beyond our standard digital report
• Reactive callout arrangements and the response commitment attached to them

Additional works are priced as separate line items so the scheduled program price stays stable across the year. Termite management, bird proofing and netting, warehouse fumigation of stored product and remedial proofing are all quoted individually against the site.

Buyers who also need residential work — staff housing, tenancy turnovers, rental properties held in a portfolio — can price it from our published list. Those are FROM prices covering a standard property, with a termite inspection from $220 and a full internal and external treatment from $154; the complete list is on the pest control cost page. Publishing them is deliberate, so a buyer can see our residential rates before any conversation starts.

Changing Over From Your Current Contractor

Where a site is changing contractor, the changeover is the point at which it is most exposed. Monitoring equipment gets left in place with no record of where it is, service history stays with the outgoing provider, and the first audit after the handover has a gap in it.

Our first visit closes those gaps. It is used to document the site as we take it on: the monitoring equipment in place and its condition, active pest pressure, and structural entry points. That record is reported digitally and becomes the baseline for your audit folder, so the compliance record has a clear starting point that every technician who attends afterwards works from.

Where monitoring equipment remains the outgoing contractor’s property, you arrange its collection with them directly, and we work with what is yours and serviceable. Tell us the servicing cycle the site is on and the changeover is planned around it.

Questions to Put to Every Pest Contractor on Your Shortlist

Procurement teams and owners corporation committees often evaluate pest submissions on price because the technical differences are hard to see. These questions surface them, and we are happy to be asked all of them.

• Which licence does each attending technician hold, and can you see it? Ask for the licence of the person who will actually attend your site, alongside the company principal’s.
• Are the insurances current, and will renewals be supplied automatically? A certificate that expires in month four of a three-year agreement is a live risk for the site.
• Which accreditations does the business hold, and who audits them? HACCP, NPMA and AEPMA accreditation means the methods are measured against recognised industry standards.
• Is the contractor prequalified through the system your organisation uses? Many Victorian councils, universities and facilities managers verify contractors through CM3 before a purchase order can be raised.
• What does the report after each visit contain, and who can access it? Ask to see a real service report and a real site plan before award.
• How are the chemicals used on site recorded? Every product should be APVMA-registered, applied to label by a licensed technician, and recorded with its safety data sheet available on request.
• What happens between scheduled visits? Get the reactive callout arrangement and the response commitment in writing.
• What are the guarantee terms for this contract? On commercial work the terms sit in the service agreement and should be matched to the service frequency.
• Who owns the monitoring equipment at the end of the term? This determines what happens at the next handover, and it is regularly left undocumented.
• Can the contractor supply referees from comparable sites? Ask for a referee running the same building type under the same compliance standard, and call them.

If a submission cannot answer these in writing, the evaluation panel is being asked to award on trust. Every one of them is answered inside a Protech tender response as standard.