HomeMy WebLinkAboutRFP - P931 INTEGRATED PEST MGMT MOSQUITO CONTROL ANNUALREQUEST FOR PROPOSALS
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INTEGRATED PEST MANAGEMENT
MOSQUITO CONTROL SERVICES
P-931
FOR
CITY OF FORT COLLINS
CITY MANAGER'S OFFICE
PROPOSAL DATE:
MARCH 11, 2004 - 3:00 P.M. (OUR CLOCK)
6. Design, Project Insurance and Insurance Responsibility. The Professional shall
be responsible for the professional quality, technical accuracy, timely completion and the
coordination of all services rendered by the Professional, including but not limited to designs,
plans, reports, specifications, and drawings and shall, without additional compensation,
promptly remedy and correct any errors, omissions, or other deficiencies. The Professional
shall indemnify, save and hold harmless the City its officers and employees, in accordance with
Colorado law, from all damages whatsoever claimed by third parties against the City and for the
City's costs and reasonable attorneys fees arising directly or indirectly out of the Professional's
performance of any of the services furnished under this Agreement. The Professional shall
maintain commercial general liability insurance in the amount of $500,000 combined single
limits, and errors and omissions insurance in the amount of
7. Compensation. In consideration of services to be performed pursuant to this
Agreement, the City agrees to pay Professional on a time and reimbursable direct cost basis
designated in Exhibit "B", consisting of _ (_) page(s), attached hereto and incorporated herein
by this reference. At the election of the City, each Work Order may contain a maximum fee,
which shall be negotiated by the parties hereto for each such Work Order. Monthly partial
payments based upon the Professional's billings and itemized statements are permissible. The
amounts of all such partial payments shall be based upon the Professional's City -verified
progress in completing the services to be performed pursuant to the Work Order and upon
approval of the Professional's direct reimbursable expenses. Final payment shall be made
following acceptance of the work by the City. Upon final payment, all designs, plans, reports,
specifications, drawings, and other services rendered by the Professional shall become the sole
property of the City.
8. City Representative. The City will designate, prior to commencement of work, its
project representative who shall make, within the scope of his or her authority, all necessary and
WOPSA 7/97 3
proper decisions with reference to the project. All requests for contract interpretations, change
orders, and other clarification or instruction shall be directed to the City Representative.
9. Project Drawings. [Optional] Upon conclusion of the project and before final
payment, the Professional shall provide the City with reproducible drawings of the project
containing accurate information on the project as constructed. Drawings shall be of archival
quality, prepared on stable mylar base material using a non -fading process to prove for long
storage and high quality reproduction.
10. Monthly Report. Commencing thirty (30) days after Notice to Proceed is given on
any Work Order and every thirty days thereafter, Professional is required to provide the City
Representative with a written report of the status of the work with respect to the Work Order,
Work Schedule and other material information. Failure to provide any required monthly report
may, at the option of the City, suspend the processing of any partial payment request.
11. Independent Contractor. The services to be performed by Professional are those
of an independent contractor and not of an employee of the City of Fort Collins. The City shall
not be responsible for withholding any portion of Professional's compensation hereunder for the
payment of FICA, Workers' Compensation, other taxes or benefits or for any other purpose.
12. Personal Services. It is understood that the City enters into this Agreement
based on the special abilities of the Professional and that this Agreement shall be considered as
an agreement for personal services. Accordingly, the Professional shall neither assign any
responsibilities nor delegate any duties arising under this Agreement without the prior written
consent of the City.
WOPSA 7/97 4
13. Acceptance Not Waiver. The City's approval of drawings, designs, plans,
specifications, reports, and incidental work or materials furnished hereunder shall not in any way
relieve the Professional of responsibility for the quality or technical accuracy of the work. The
City's approval or acceptance of, or payment for, any of the services shall not be construed to
operate as a waiver of any rights or benefits provided to the City under this Agreement.
14. Default. Each and every term and condition hereof shall be deemed to be a
material element of this Agreement. In the event either party should fail or refuse to perform
according to the terms of this agreement, such party may be declared in default.
15. Remedies. In the event a party has been declared in default, such defaulting
party shall be allowed a period of ten (10) days within which to cure said default. In the event
the default remains uncorrected, the party declaring default may elect to (a) terminate the
Agreement and seek damages; (b) treat the Agreement as continuing and require specific
performance; or (c) avail himself of any other remedy at law or equity. If the non -defaulting
party commences legal or equitable actions against the defaulting party, the defaulting party
shall be liable to the non -defaulting party for the non -defaulting party's reasonable attorney fees
and costs incurred because of the default.
16. Binding Effect. This writing, together with the exhibits hereto, constitutes the
entire agreement between the parties and shall be binding upon said parties, their officers,
employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs,
personal representatives, successors and assigns of said parties.
17. Law/Severability. The laws of the State of Colorado shall govern the
construction, interpretation, execution and enforcement of this Agreement. In the event any
provision of this Agreement shall be held invalid or unenforceable by any court of competent
jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this
Agreement.
WOPSA 7/97 5
18. Special Provisions. Special provisions or conditions relating to the services to
be performed pursuant to this Agreement are set forth in Exhibit "C", consisting of
pages, attached hereto and incorporated herein by this reference.
THE CITY OF FORT COLLINS, COLORADO
By:
John F. Fischbach
City Manager
By:
James B. O'Neill II, CPPO
Director of Purchasing & Risk Management
Date:
ATTEST:
City Clerk
APPROVED AS TO FORM:
Assistant City Attorney
[Insert Professional's name] or
By:
Title:
CORPORATE PRESIDENT OR VICE PRESIDENT
Date:
ATTEST:
(Corporate Seal)
Corporate Secretary
WOPSA 7/97 6
EXHIBIT "A"
WORK ORDER FORM
PURSUANT TO AN AGREEMENT BETWEEN
THE CITY OF FORT COLLINS
AND
DATED:
Work Order Number:
Purchase Order Number:
Project Title:
Commencement Date:
Completion Date:
Maximum Fee: (time and reimbursable direct costs):
Project Description:
Scope of Services:
Professional agrees to perform the services
identified above and on the attached forms
in accordance with the terms and conditions
contained herein and in the Professional
Services Agreement between the parties.
In the event of a conflict between or
ambiguity in the terms of the Professional
Services Agreement and this work order
(including the attached forms) the
Professional Services Agreement shall
control.
Professional
By:
Date:
CC: Purchasing
Acceptance:
1
User
The attached dorms consisting of
pages are hereby accepted and
incorporated herein, by this reference, and
Notice to Proceed is hereby give.
City of Fort Collins:
By:
Date:
REQUEST FOR PROPOSAL
PROPOSAL NUMBER P-931
INTEGRATED PEST MANAGEMENT MOSQUITO CONTROL SERVICES
The City of Fort Collins is seeking a mosquito control contractor to provide various mosquito
control services and related integrated pest management program services to support the City's
response to West Nile Virus in 2004.
Written proposals, five (5) will be received at the City of Fort Collins' Purchasing Division, 215
North Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals will be received before
3:00 p.m. (our clock), March 11, 2004. Proposal No. P-931. If delivered, they are to be sent to
215 North Mason Street, 2"' Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O.
Box 580, Fort Collins, 80522-0580.
The Contractor would work closely with City staff to administer mosquito control services,
perform data collection and reporting, and provide certain public relations functions. The
program will service a geographic area including the City of Fort Collins and an appropriate
buffer area surrounding the City. The program area is expected to be approximately 109 square
miles; however, the size and scope of the program may be subject to change through out the
term of this agreement.
The Contractor must be licensed to provide public Health Mosquito control services in Colorado,
and be able to demonstrate they have the capacity and experience to provide the request
services as outlined below.
Contractor must be able to start April 1, 2004
Technical questions concerning the scope of the project should be directed to Project Manager,
Tom Vosburg — Assistant City Manager, City Manager's Office. (970) 221-6224. E-mail
address: tvosburg(a)fcgov.com.
Purchasing questions regarding proposals submittal or process should be directed to John
Stephen, CPPO, Senior Buyer, (970) 221-6777.
A copy of the Proposal may be obtained as follows:
1. Download the Proposal/Bid from the Purchasing Webpage,
www.fcqov.com/purchasing.
2. Registration: The City of Fort Collins Purchasing Division has implemented an
on-line vendor registration system. This system allows vendors to register, view
and update their business information and commodities. In the future, vendors
will also be able to receive Requests for Proposals (RFP's) through the on-line
system. All vendors doing business with the City of Fort Collins are requested to
register.
1
The vendor registration system is accessible through the City of Fort Collins Purchasing
Department internet webpage at www.fcgov.com/purchasing.
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If you have any difficulty completing the registration process, please call the Purchasing Division
at (970)221-6775 for assistance.
Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have
a financial interest in the sale to the City of any real or personal property, equipment, material,
supplies or services where such officer or employee exercises directly or indirectly any decision -
making authority concerning such sale or any supervisory authority over the services to be
rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift,
gratuity favor, entertainment, kickback or any items of monetary value from any person who has
or is seeking to do business with the City of Fort Collins is prohibited.
Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be
rejected and reported to authorities as such. Your authorized signature of this proposal assures
that such proposal is genuine and is not a collusive or sham proposal.
The City of Fort Collins reserves the right to reject any and all proposals and to waive any
irregularities or informalities.
Sincerely,
J es B. O'Neill 11, CPPO, FNIGP
rector of Purchasing & Risk Management
III
I. Scope of Services
1. Survey & Mapping Services
1.1. Survey land with in the larval control area ( approximately 109 square miles) to identify
and map mosquito breeding sites.
1.2. Develop and maintain mosquito control service related information in GIS format.
1.3. Provide GISD maps indicating mosquito breeding sites and larval control activity.
2. Mosquito Breeding Site Inspection & Larviciding Services
2.1. Inspect Mosquito breeding sites with appropriate frequency to determine the need to
apply laricide to control mosquitoes.
2.2. Apply larvicide as needed through the mosquito control season. The City expects that
approximately 2000 acres with in the larval control area will require application of
larvicide on an on -going basis through out the mosquito control season. Larvicide
treatments may be applied through a variety of appropriate methods.
2.3. Provide periodic follow up Quality Control follow-up inspections of larvicide applications.
3. Open Street Storm Drain Catchbasin Inspection & Larviciding Services
3.1. Inspect and treat approximately 5230 street drain catchbasins with larivicide through out
the mosquito control season.
4. Adult Mosquito Surveillance Services.
4.1. Design and conduct an on -going mosquito surveillance program utilizing CDC Light
Trapping and Reiter Gravid Trapping methods.
4.2. Provide Laboratory Species Identification services.
4.3. Provide mosquito samples to State and/or CDC for WNV testing as necessary.
5. Public Relations & Education Services
5.1. Accept calls from the general public regarding possible mosquito breeding site locations
and mosquito control services and issues in general on an on -going basis.
5.2. Provide information to the news media regarding the mosquito control issues as
appropriate.
6. Reports
6.1. Provide the City with on -going status reports including:
6.1.1. Weekly surveillance trap reports,
6.1.2. Larviciding activity reports, and ,
6.1.3. Telephone Call log reports.
6.2. Provide the City with an Annual Report summarizing the mosquito control program
activity for the year at the conclusion of the mosquito control season.
7. Public Health Emergency Adulticiding Serivices
7.1. Demonstrate the capacity to provide Public Health Emergency Truck -based ULV
Adulticiding, in the event such services are required, as determined by City.
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II. INSTRUCTIONS TO THE CONTRACTORS
Contractor will provide five (5) copies written proposals, to the Purchasing Department including
resumes for the person or persons in your firm that you propose to provide the actual services.
Please include references of previous similar work.
Contractor needs to provide fixed pricing for various tasks when possible. An example may be:
CDC and Gravid Trapping Operations Cost includes all equipment, dry ice, baits,
OR vehicles, labor, shipping and reporting. Cost per trap/night: $
Cost includes all equipment, vehicles, pesticide products, labor, and liability insurance.
Cost per lineal spray route mile: $
Please include a hourly cost rate and a list of reimbursement rates that would be associated with
the services.
III. TERMS AND CONDITIONS
The payment for services as described under the Scope of Services shall be based on unit prices,
hourly rates, and reimbursement rates for completed services.
The agreement will be effective for a period of one year from the date on the Services Agreement,
and will be renewable for four (4) additional one-year terms (one year at a time), at the option of
the City and if the Contractor is agreeable to the same terms as contained herein. Prices shall
remain the same for the first renewal term. A price increase may be negotiated for subsequent
renewals. Such increases shall not exceed the Denver -Boulder CPI index. Billings and payments
will be made using the prices listed on the agreed to Price Schedule. In the event that a service is
requested, which is not listed on the Price Schedule, the Consultant, and the City will negotiate an
appropriate unit price for the service. A copy of the City's standard Services Agreement is
attached.
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REVIEW AND ASSESSMENT
Professional firms will be evaluated on the following criteria. These criteria will be the basis for
review of the written proposals, and interview session if required.
The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and
5 being an outstanding rating.
WEIGHTING
FACTOR QUALIFICATION STANDARD
2.0 Scope of Proposal Does the proposal show an
understanding of the project objective,
methodology to be used and results that are
desired from the project?
2.0 Assigned Personnel Do the persons who will be working
on the project have the necessary skills?
Are sufficient people of the requisite skills
assigned to the project?
1.0 Availability Can the work be completed
in the necessary time? Can the target start
and completion dates be met? Are other
qualified personnel available to assist in
meeting the project schedule if required? Is
the project team available to attend
meetings as required by the Scope of
Work?
1.0 Motivation Is the firm interested and are
they capable of doing the work in the
required time frame?
2.0 Cost and Work Hours Do the proposed cost and work
hours compare favorably with the project
Manager's estimate? Are the work hours
presented reasonable for the effort required
in each project task or phase?
2.0 Firm Capability Does the firm have the support
capabilities the assigned personnel require?
Has the firm done previous projects of this
type and scope?
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REFERENCE EVALUATION (TOP RANKED FIRM)
The project Manager will check references using the following criteria. The evaluation rankings
will be labeled Satisfactory/Unsatisfactory.
QUALIFICATION
STANDARD
Overall Performance
Would you hire this Professional again? Did they
show the skills required by this project?
Timetable
Was the original Scope of Work completed within
the specified time? Were interim deadlines met in
a timely manner?
Completeness
Was the Professional responsive to client needs;
did the Professional anticipate problems? Were
problems solved quickly and effectively?
Budget
Was the original Scope of Work completed within
the project budget?
Job Knowledge
a) If a study, did it meet the Scope of work?
b) If Professional administered a construction
contract, was the project functional upon
completion and did it operate properly?
Were problems corrected quickly and
effectively.
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PROFESSIONAL SERVICES AGREEMENT
WORK ORDER TYPE
THIS AGREEMENT made and entered into the day and year set forth below by and
between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter
referred to as the "City" and , [insert either a corporation, a partnership or an individual,
doing business as 1, hereinafter referred to as 'Professional'.
WITNESSETH:
In consideration of the mutual covenants and obligations herein expressed, it is agreed
by and between the parties hereto as follows:
1. Scope of Services. The Professional agrees to provide services in accordance
with any project Work Orders for (RFP or project name) , issued by the City. A blank sample of
a work order is attached hereto as Exhibit "A", consisting of one (1) page and is incorporated
herein by this reference. No Work Order shall exceed $ . The City reserves the right
to independently bid any project rather than issuing a Work Order to the Professional for the
same pursuant to this Agreement.
2. The Work Schedule. The services to be performed pursuant to this Agreement
shall be performed in accordance with the Work Schedule stated on each Work Order.
3. Time of Commencement and Completion of Services. The services to be
performed pursuant to this Agreement shall be initiated as specified on each Work Order. Time
is of the essence. Any extensions of any time limit must be agreed upon in writing by the
parties hereto.
4. Contract Period. This Agreement shall commence upon the date of execution
shown on the signature page of this Agreement and shall continue in full force and effect for one
(1) year, unless sooner terminated as herein provided. In addition, at the option of the City, the
Agreement may be extended for an additional period of one (1) year at the rates provided with
WOPSA 7/97 1
written notice to the professional mailed no later than ninety (90) days prior to contract end.
4. Contract Period. [Option 11 This Agreement shall commence 199_,
and shall continue in full force and effect until 199_, unless sooner terminated as
herein provided. In addition, at the option of the City, the Agreement may be extended for
additional one year periods not to exceed _ (_) additional one year periods. Pricing changes
shall be negotiated by and agreed to by both parties and may not exceed the Denver - Boulder
CPI-U as published by the Colorado State Planning and Budget Office. Written notice of
renewal shall be provided to the Service Provider and mailed no later than ninety (90) days prior
to contract end.
5. Early Termination by City/Notice. Notwithstanding the time periods contained
herein, the City may terminate this Agreement at any time without cause by providing written
notice of termination to the Professional. Such notice shall be delivered at least fifteen (15)
days prior to the termination date contained in said notice unless otherwise agreed in writing by
the parties. All notices provided under this agreement shall be effective when mailed, postage
prepaid and sent to the following address:
Professional: City With copy to
In the event of any such early termination by the City, the Professional shall be paid for
services rendered prior to the date of termination subject only to the satisfactory performance of
the Professional's obligations under this Agreement. Such payment shall be the Professional's
sole right and remedy for such termination.
WOPSA 7/97 2