Exh 8CAGENDA ITEM #8C
AUGUST 22, 2005
AGENDA ITEM:
SUBMITTED BY:
DATE:
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
Mosquito Control Program
Rick Carper, P.E.
Director of Public Works
August 12, 2005
BACKGROUND: The City of Atlantic Beach provides mosquito control services
intended to augment the efforts of the Duval County Mosquito Control Division.
The previous Mosquito Control contract expired on July 31St. The previous
service provider did not bid on the new contract. Bids were opened at 3:00 PM
on August 3,2005 for Mosquito Control Program. There were two bidders:
Bluewater Environmental of Florida, Inc. and Pestmaster Services, Inc.
Bluewater Environmental's bid package was complete at bid
opening. Pestmaster Services did not include the required "...comprehensive
plan of operations for a quality mosquito control program. The program must
include 1. Surveillance (to track adult populations and discover breeding sites), 2.
Larviciding (to eliminate breeding when discovered and to place the breeding
sites on a regular maintenance), and 3. Adulticiding (to deliver immediate relief to
residents that need it)."
Staff contacted Pestmasters Services in California; giving them until 4:30
PM Eastern standard time on Friday August 5,2005 to deliver the required plan.
Upon receipt and review, the proposed program was evaluated as very generic.
Bid Com arison
Monthly
Control Banding w/
Re ellants Banding w/
Adulticides
Bluewater $1,300 $0.0040/SF $0.0040/SF
Pestmaster $1,099 $0.0029/SF $0.0029/SF
RECOMMENDATION: Based on the City's current working relationship with Bluewater
Environmental (provides both Core City 319 Grant Environmental monitoring and
aquatic weed control services throughout the city), and also on Pestmaster's
failure to submit a complete bid package, Staff recommends awarding the
Mosquito Control Services contract to Bluewater Environmental. Past mosquito
control efforts have averaged 50,000 SF of banding on month's when Contractor
efforts where authorized. Using this rate to estimate costs, Bluewater would cost
the city an additional $311 per month. Bluewater Environmental's knowledge of
the City and especially the waterways within should provide a superior service.
ATTACHMENTS: Bid Tab
BUDGET: Funding for Mosquito Control is contained in Account 001-5002-
562-3401. $5,200 remains in FY 2005 funding, $11,000 is requested in the FY
2006 budget.
REVIEWED BY CITY MANA
AGIrNDA ITEM #8C
AUGUST 22, 2005
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AGENDA ITE14I #8C
AUGUST 22, 2005
REQUEST FOR BID
CONTRACT -MOSQUITO CONTROL PROGRAM FOR THE PUBLIC WORKS
DEPARTMENT
Page 1 of 7
CITY OF ATLANTIC BEACH BID NUMBER
PURCHASING DEPARTMENT
800 SEMINOLE ROAD
ATLANTIC BEACH, FLORIDA 32233
(904) 247-5880
1. Resulting Contract
It is the intention of the City of Atlantic Beach to retain one Contractor to perform the
mosquito control.program as specified on the bid summary form.
Any agreement or contract resulting from acceptance of a bid shall be on forms either
supplied by, or approved by, the City and shall contain, as a minimum, applicable
provision of the Request For Bid. The City reserves the right to reject any agreement
' which does not conform to the Request For Bid and any City requirements for agreements
and contracts.
2. Renegotiation
During the contract period, the City reserves the right to restate and/or renegotiate with
the Contractor such additions, deletions, or changes to the contract as may be necessitated
by law or changed circumstances. In the event that the City and the Contractor cannot
come to mutual agreement and negotiation on any such addition, deletion or change, that
portion of the contract concerning the services in the addition, deletion or change shall be
' terminated.
3. Contractor Contract Performance
At any time during the contract period, the Public Works Director, or his or her designee,
shall assess the Contractor's performance on the contract and reserves the right to inspect
the Contractor's work, materials and methods for any portion of the contract. In the event
of a breach of the contract by the Contractor, or unsatisfactory performance as assessed by
the Public Works Director, or if the Contractor performs in a manner that precludes the
City from administering its functions in an effective and efficient manner, and if, after
' (30) days following written notice to the Contractor, the City will be authorized to cancel
the contract, thereafter reserving the right to proceed against the Contractor for any and
all damages permitted by law arising from said breach. The Contractor shall not be held
responsible for any failure determined, to the satisfaction of the Public Works Director, to
be due to any action or inaction on the part of the City.
AGENDA ITIrNI #8C
AUGUST 22, 2005
REQUEST FOR BID
CONTRACT -MOSQUITO CONTROL PROGRAM FOR THE PUBLIC WORKS
DEPARTMENT
Page 2 of 7
If the contractor fails to notify the Director of Public Works, and discusses concerns with
any other city staff member or official, the contract may be subject to termination.
4, Tax Identification Number
Bidder must enter their Federal Employer I.D. Number on the Bid Summary Form. The
City's Federal Employer I.D. Number is 59-60000267.
II. BID SCOPI±r
1. Intent and Duration
It is the intent of the City to select one Contractor to provide all labor, equipment
and chemicals necessary to successfully control mosquito's within the City of
Atlantic Beach for a one (1) year period for the City's Public Works Department.
The objectives are to obtain the best services while minimizing cost to the City.
The period of the contract for services shall commence August 1, 2005 and shall
terminate one (1) year after the date of commencement. The City reserves the right to
renew the contract for two additional one-year periods pending a mutual agreement
between the City and the Contractor, and a review of contract performance by the
Contractor for the previous year.
Prices, terms and conditions shall remain firm through this contract period unless
modified or canceled in accordance with the provisions of the bid. Bids shall be received
at the office of the Purchasing Agent at 800 Seminole Road.
2. Bid Forms
Bids are to be submitted on the attached Bid Summary Form or copies thereof. Bids will
not be considered unless they are submitted on this form.
a. It shall be assumed that services, which are offered, meet or exceed the
requirements as stated in the accompanying specifications. This Bid invitation
presents the City's requirements under proposed methods of operation. Responses
to this request shall address these requirements.
b. All work and materials shall be done in conformity with the appropriate Standards.
AGENDA ITEM #8C
AUGUST 22, 2005
REQUEST FOR BID
CONTRACT -MOSQUITO CONTROL PROGRAM FOR THE PUBLIC WORKS
DEPARTMENT
• Page 3 of 7
3. Minimum Qualifications
a. Minimum five (5) years experience for mosquito control and certification in the
category of Public Health Pest Control (in accordance with Chapter 388, Florida
Statutes and Chapter 5E-13, Florida Administrative Code)
. 4. Volume of Work
a. No warranty or guarantee is given or implied as to the types, quantities or location
of services that will actually be required. Will be done on as needed basis based on
rainfall each month.
5. Award Criteria
a. The bid shall be awarded to the qualified company with the lowest total bid for
' ' mosquito control program. (Item 1 plus Item 2, using 50,000 square feet for bidding
• . purposes only)
III. GENERAL REQUIREMENTS
The City intends to apply very strict requirements for timely and accurate applications and more
specific requirements as will be necessary.
1. The Ci 's Right to Use Other Contractors
The City reserves the right to provide for additional services from other mosquito control or
other type Contractors, if the City so deems necessary. If the City elects to exercise this right,
the contract covered by the bid shall remain in effect as regards all terms, agreements and
• ~ conditions without penalty or diminution of ongoing services as contained therein and
previously provided by the successful Contractor in this bid
2. Payment for Services
Payment will he based on work completed in accordance with the unit prices furnished on the
bid summary form. Invoices shall reference the proper City purchase order number and the
' ' total amount of an invoice shall be paid within 14 days upon receipt.
3. Notification of Project
Subsequent to notification of a project, the Contractor shall commence on August 1, 2005
after receipt of a purchase order number. If an emergency condition exists, the Contractor
AGENDA ITEM #8C
AUGUST 22, 2005
REQUEST FOR BID
CONTRACT -MOSQUITO CONTROL PROGRAM FOR THE PUBLIC WORKS
DEPARTMENT
' Page 4 of 7
shall respond as quickly as reasonably possible.
4. Reports
a. Contractor shall be responsible for submitting reports required by the state regulatory
agencies.
b. Contractor must submit a written report to the Public Works Department upon each visit
' to the city explaining what services were performed.
c. Contractor will submit an invoice with a monthly report summarizing work performed.
5. Notification of Adjacent Property Owners
The Contractor shall be responsible for notifying and advising property owners adjacent to
the areas of treatment with dates and times. Notification shall be a minimum of forty-eight
(48) hours prior to commencing treatment.
6. Restocking
The Contractor shall be solely responsible for restocking bodies of water should a fish kill
occur as a result of chemical treatment.
7. Insurance
The Contractor shall provide insurance coverage no less than that specified below and shall
hold the City harmless for any damages arising as a result of this (see Indemnification):
Worker's Compensation -Per State Requirement.
Public Liability and Property Damage - $300,000 Single Liability
Automotive Liability -Per State requirements.
8. Performance and Payment Bond
A performance and payment bond shall be required of the successful bidder. The amount of
bond shall be based upon 6 times the Item #1 amount on Bid Summary Form. Proof of bond
covering 100% of cost of this 6 months of treatment shall he fi~rnished to the City within ten
(10) days of award of contract.
9. Equipment
The Contractor must have adequate equipment to treat the areas as required to meet job
specifications.
AGENDA ITEM #8C
AUGUST 22, 2005
REQUEST FOR BID
CONTRACT -MOSQUITO CONTROL PROGRAM FOR THE PUBLIC WORKS
DEPARTMENT
Page 5 of 7
10. Indemnification
. In consideration often dollars ($10.00), receipt and sufficiency of which is hereby
acknowledged, the Contractor shall hold harmless, indemnify and defend the City of Atlantic
' Beach, its officers, employees, representatives and agents against action, loss damage, injury
liability, cost and expense of whatsoever kind or nature, (including, but not by way of
' limitation, attorneys' fees and court costs) arising out of injury (whether mental or corporeal)
to persons, including death or damage to property arising out of or thereunder, whether or not
due to or caused by negligence of the City of Atlantic Beach, its officers, employees,
representatives and agents, excluding only the sole negligence of the City of Atlantic Beach,
its officers, employees, representatives and agents.
.. 11. In ressBgress
' The City shall arrange for and designate ingress/egress points to work areas and the
Contractor shall use only these points.
12. License s) and Permits
The contractor shall possess all required licenses and permits to comply with City, State
and Federal Regulations. See section 3 for required certification, copy to be submitted
' with bid.
AGENDA ITEM #8C
AUGUST 22, 2005
REQUEST FOR BID
CONTRACT -MOSQUITO CONTROL PROGRAM FOR THE PUBLIC WORKS
DEPARTMENT
Page 6 of 7
MOSQUITO CONTROL PROGRAM BID SUMMARY FORM
. BIDDER' S NAME:
In the spaces provided below, indicate price bid for each location for cone-year period.
1. The Contractor shall provide all necessary personnel, equipment (including a motorized
back pack blower capable of ultra low volume thermal fogging for wooded areas with
limited access) and chemicals to treat all the areas for mosquitos.
2. The Contractor shall recommend a program to include initial treatment(s) and
subsequent maintenance treatments and submit same to the Director of Public Works for
review and approval. Recommendations shall include chemicals to be used along with a
copy of the label and include the MSDS sheets; technique and rate of application and
verification of same to the Director of Public Works; and time and place of initial
application(s).
3. The contractor must coordinate with the Duval County Mosquito Control Division as to
not duplicate services.
4. Describe a comprehensive plan of operations for a quality mosquito control program.
The program must include 1. Surveillance (to track adult populations and discover
breeding sites), 2. Larviciding (to eliminate breeding when discovered and to place the
breeding sites on a regular maintenance) and 3. Adulticiding (to deliver immediate relief
to residents that need it).
ITEM #1 Monthly Mosquito Control to include the following:
• Minimum of 10 hours of surveillance per month
• Minimum of 8 hours of Larviciding per month
(Must use chemicals approved by DACS for use in Florida)
• Minimum of 4 Adulticiding Operations per month
(To include thermal fogging and barrier treatments, approved by
DACS for use in Florida)
• Include reports, Maps and Charts each month.
Price standard regardless of amount of rain per month $
AGENDA ITEM #SC
AUGUST 22, 2005
REQUEST FOR BID
CONTRACT -MOSQUITO CONTROL PROGRAM FOR THE PUBLIC WORKS
DEPARTMENT
Page 7 of 7
ITEM #2 Additional Mosquito Control: If requested by the City of Atlantic Beach
• Banding with Repellants $ Per Square Foot
(Must be effective for up to one month, using chemicals approved
by DACS for use in Florida)
• Banding with Adulticides $ Per Square Foot
(Must be effective for up to one month, using pyrethrins or
pyrethroids as approve by DACS for use in Florida}
SUBMITTAL:
BIDDER
BY
BUSINESS ADDRESS SIGNATURE
CITY, STATE & ZIP CODE TITLE
DATE
BUSINESS TELEPHONE