252733CG_Solicitation_Documents.pdf

INVITATION FOR BIDS (“IFB”) - PART I

IFB Part I Revised 10/11/23 Page 1 of 5

IFB #: 252733CG

IFB TITLE: INTEGRATED PEST MANAGEMENT SERVICES

1.0 PURPOSE

Sarasota County (“County”), a political subdivision of the State of Florida, will receive bids on the date indicated in OpenGov Procurement (“OpenGov”), the County’s electronic procurement portal, for the purpose of selecting a supplier to provide Integrated Pest Management (IPM) Services as stated herein.

Bidders are required to comply with Part II, Scope of Services.

OpenGov is located at https://procurement.opengov.com/portal/scgov

2.0 BIDDER

2.1 For the purpose of this IFB, the term “Bidder” (also identified as “Offeror”) is defined as the legal entity submitting a bid and/or identified on the electronic bid submittal.

2.2 Bidders intending to submit a bid as a joint venture with another company must provide documentation attesting to the formation of that joint venture with their bid submittal. For purposes of this solicitation, all vendors who make up the joint venture will be considered together as the Bidder.

2.2.1. Bidders proposing to engage in construction contracting as a joint venture or partnership must apply for registration with the State of Florida, Department of Business and Professional Regulation and any other state or local licensing agencies, as required by Florida State Statute 489.119, prior to the date bids are due.

3.0 QUALIFICATIONS

3.1 Required Experience

3.1.1. Bidder must provide verifiable commercial, industrial, or governmental references demonstrating their experience providing the following services as they are described in Part II, within the past seven (7) years preceding the submission deadline in OpenGov.

a. General Pest Control

b. Incident Related Pest Control including one or more of the following pests: termites, powder post beetles, feral bees, paper wasps, swarming ants and other arthropods (reptilian or mammalian), Africanized honeybees and Caribbean crazy ants.

c. Incident Related Pest Control on commercial buses.

3.1.2. A minimum of two (2) references are required. Each criterion

IFB Part I Revised 10/11/23 Page 2 of 5 must be met two (2) times. At least one (1) reference must be for a governmental institution.

3.1.3. A single reference may be used to verify multiple

requirements. Only references submitted at the time of bid submittal in the format specified by the County will be used to verify qualifications have been met.

3.2 Required Licenses/Certifications

3.2.1. Bidder must be a licensed Pest Control firm licensed by the Florida Department of Agriculture and Consumer Services (FDACS). Required license(s) must be achieved prior to bid opening.

3.2.2. Failure to submit proof of required licenses within five (5) business days after request from the County may result in bidder being declared non-responsive.

3.3 Bidder shall be required to meet all requirements of Part II, Section 6 prior to award and throughout the term of any resulting Contract.

Following verification of Qualifications, the County will require the apparent low responsive and responsible Bidder(s) to provide evidence demonstrating it satisfies all requirements of Part II, Section 6. Failure of the Bidder to provide evidence of requirements that demonstrate the Bidder’s ability to perform the Scope of Services to the County’s satisfaction may result in a determination by the County that the Bidder is non-responsible.

4.0 ALTERNATES

4.1 Unless otherwise specifically provided in Part II of this IFB, reference to any equipment, material, article or patented process, by trade name, brand name, make or catalog number, shall be regarded as establishing a minimum standard of quality and shall not be construed as limiting competition.

4.2 If a bidder wishes to make a substitution in the specifications, the bidder shall furnish to the County the name of the manufacturer, the model number, and other identifying data and information necessary to aid the County in evaluating the substitution. Any such substitution shall be subject to County approval. Substitutions shall be approved only if determined by the County to be equivalent to the prescribed specifications.

4.3 To be considered, substitutions must be submitted to the Procurement Contact listed in OpenGov no later than the Question Submission deadline listed in OpenGov. Substitutions must be identified by brand name, number, manufacturer and model, and shall include full descriptive information, brochures, and appropriate attachments. The County shall respond via addendum in OpenGov indicating whether the substitution has been approved or denied.

IFB Part I Revised 10/11/23 Page 3 of 5

4.4 A bid containing a substitution that has not been approved by the County shall be disqualified

5.0 PRE-BID MEETINGS

All meetings and site visits will take place at the time, date, and location specified in the Solicitation Timeline posted in OpenGov.

6.0 SUBMITTAL INSTRUCTIONS

Refer to the Submittal Instructions section in OpenGov for instructions on how to submit a bid. Bidders are advised to review the General Terms and Conditions of Solicitations which are available in OpenGov.

7.0 SUBMITTAL DOCUMENTS

7.1 Vendor Questionnaire

All bidders must complete the required forms and information included in the Vendor Questionnaire section of OpenGov. Completed forms and other requested documents must be uploaded with bidder’s response in OpenGov. Bidders who fail to complete and upload required forms and documents or fail to provide responses to questions in the Vendor Questionnaire section of OpenGov may be found non-responsive.

7.2 Pricing

All bidders must complete the Pricing Table attached to this solicitation as an Excel file. Bidders who fail to fully complete the Pricing Table, in the format provided, and submit the completed Pricing Table with their bid may be found non-responsive.

8.0 AWARD

8.1 It is the intent of the County to award a contract to the responsive and responsible bidder submitting the lowest total bid price. Unless otherwise noted, bidders must submit a price for every line item to be considered for award.

8.2 In the event of a tie, the IFB tie-breaking procedures identified in the Sarasota County Procurement Manual will apply.

8.2.1. To be considered, tied bidders will be required to provide documentation certifying they have implemented a drug-free workplace program meeting the requirements stipulated in Section 287.087, Florida Statutes. Documentation must be provided within the time specified by the County at the time of request.

8.3 Preferences

Bidders wishing to be considered for Local Business Preference or American Business Preference must complete and submit a Local & American Business Certification Form with their submittal. The Local & American Business Certification Form can be found in the Vendor

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Questionnaire section of OpenGov.

In awarding this bid, preference shall be given to local businesses and American businesses in accordance with Section 2-215 of the Sarasota County Procurement Code.

Local and American business preferences do not apply in the award of this bid due to grant funding requirements

8.4 Contract

A draft of the contract that the successful bidder(s) will be expected to sign (a Term contract) is posted on the Procurement website shown below. The County may, at its sole discretion, select a different contract type or make revisions to the one referenced above following the recommended award of this solicitation.

https://www.scgov.net/government/procurement/contract-templates

9.0 PRICING

9.1 As applicable, all trip charges, mileage, vehicle charges, travel time and labor are to be included in the hourly rate. Only time on the job site may be charged.

9.2 As applicable, estimated usage for each item is listed in the bid. This is an estimated figure only and no guarantee is made or implied as to the actual quantities that will be acquired under resulting contracts.

Quantities listed herein are subject to increase or decrease during the term of the contract. In either occurrence, the Offeror will perform the work at the unit price as bid. The County, at its discretion, may authorize an initial contract for a greater not-to-exceed amount than that submitted by the Bidder.

10.0 COUNTY WORKPLACE COMPLIANCE

10.1 Smoking – Smoking is not permitted inside any County facility. Smoking is restricted to designated smoking areas outside a facility.

10.2 Parking – The Bidder’s representatives shall abide by all parking restrictions. The Bidder’s vehicles are subject to the same restrictions, limitations, fines and tickets as posted for any other vehicle. Where time limit restrictions exceed the required time to provide services, arrangements shall be made in advance.

10.3 Alcohol/Drugs – Service personnel under the influence of alcohol and/or non-prescription drugs are not permitted to work in County facilities.

Any person known or thought to be under these influences will be escorted off County property.

10.4 Security - The Bidder must adhere to all Sarasota County security procedures. The Bidder’s work force shall be made up of persons legally authorized to perform work in the United States. The Bidder shall, at the

IFB Part I Revised 10/11/23 Page 5 of 5

County’s request, submit the following information for each of their employees: name, date of birth, social security number and green card (if applicable).

10.5 Identification - The Bidder shall require all employees to visibly wear identification while on County property. Said identification shall contain a color photograph of the employee, the name of the employee and the name of the company. The Bidder shall require all employees to wear a company uniform, which shall include the name of the employee and the company. Persons not conforming to this requirement may be denied access to the building. Denial of access does not alleviate the Bidder’s responsibilities herein.

11.0 CONTINGENCY

Only applicable if this box is checked

If during the performance of construction or repair work, an unforeseen circumstance occurs that triggers an additional expense, a contingency of up to 10% may be allowed. Any use of contingency funds is subject to the written approval of the County project manager, and any unused contingency shall not be paid out as a part of any final payment.

PART II

SCOPE OF SERVICES/WORK SPECIFICATIONS

Revised 02/07/24 Part II - Page 1 of 11 Document prepared by General Services

1. OVERVIEW

Integrated Pest Management (IPM) is the implementation of diverse methods of pest controls, paired with monitoring to reduce unnecessary pesticide applications. It is a practice promoting sustainable pest management methods that minimize health, environmental and economic risks. It is an approach that uses a combination of techniques to suppress pest populations (e.g., weeds, insects, diseases and the like).

All necessary techniques are consolidated in a unified program so that pests are kept at acceptable levels in an effective and economical manner that is not detrimental to human health and the environment.

2. IPM SERVICE REQUIREMENTS

A. Contractor shall provide service to remediate and prevent “General Pest Control” infestations. Pests included in this category, defined by the University of Florida Entomology Department and the Florida Pest Control Industry are, but not limited to roaches, ants (except Caribbean Crazy Ants), silverfish, centipedes, millipedes, spiders, drain flies, blow flies, gnats, beetles, moths, crickets, lice, ticks, mites, fleas, bedbugs and all other arthropods not specifically mentioned. Rats and mice are also included under general pest control services. Services for elimination of mosquitoes are excluded from this Scope of Services.

B. Containerized and other types of bait formulations rather than sprays shall be used for cockroach and ant control wherever appropriate. The County prefers use of bait formulations as the “standard” to be used for office space. Liquid ant bait shall be inside the manufacturer’s container/bait station and not openly placed on pieces of paper, cardboard, tile and the like.

C. Snap traps, trapping devices and glue boards used in rodent control shall be checked by the Contractor per visit and shall be included in the monthly IPM rate. Traps shall be placed out of general view and not in high traffic areas such as walkways.

D. All rodenticides, regardless of packaging, shall be placed either in locations not accessible to children, pets, wildlife and domestic animals or in EPA-approved tamper-resistant (often termed "tamper-proof') bait boxes.

i. Frequency of bait box service shall depend upon the level of rodent infestation.

ii. All bait boxes shall be labeled and dated at the time of installation and at each service.

iii. All bait boxes shall be maintained in accordance with EPA regulations with an emphasis on the safety of non-target organisms.

iv. Contractor shall remove and dispose of rodents killed or trapped within twenty-four hours of notice from the County. Disposal may be made in

Revised 02/07/24 Part II - Page 2 of 11 a County waste receptacle; however, the Contractor shall double-plastic bag all carcasses before depositing in the trash bin.

E. Contractor shall advise County staff of any cultural, housekeeping or exclusion techniques that will aid in resolving pest control problems at all County facilities, within buses and vehicles.

3. MONTHLY IPM SERVICES

A. IPM services shall include general pest control and constitutes the main body of work for the County’s IPM program.

i. All treatment shall be performed with approved products listed in Attachment 1 – Sarasota County IPM Procedural Guidelines; these products shall be provided by the Contractor and included in the monthly service rate.

ii. Advanced notice of product usage shall be attempted in all circumstances, unless immediate remediation is required.

iii. No odorous chemicals shall be used indoors without prior verbal or written approval by the County for the site where treatment is to be administered.

B. Regular monthly IPM services performed by Contractor shall include, but are not limited to:

i. Treatment of a ten-foot perimeter around the facility, all food service areas, break rooms, restrooms, janitorial closets and any areas that have a history of repeated pest issues.

ii. Inspection and treatment of building exteriors (including doorways, windows, vents, pipes, cracks and crevices).

iii. Inspection and treatment of dumpster areas, garages and carports.

iv. Rodent device monitoring, if applicable.

v. Routine inspection of site for evidence of wood destroying organisms.

vi. All kitchen areas shall be treated with chemicals appropriate for food service and included in Attachment 1.

C. Reporting:

i. Contractor shall provide a detailed report to the County following each IPM visit. The report shall be issued via email to the address provided on the County’s PO for the site(s) that was serviced. Report shall include, but not be limited to:

a. Date of Service

b. Time of Service

c. List of services performed

d. List of chemicals used.

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D. Facilities: IPM services requested for County facilities and/or structures that have various IPM needs. Contractor shall provide one IPM service call per month, with up to two additional callbacks, if needed, at no additional cost. These sites may have pest control issues such as rat abatement, bait box management, or other pest infestation issues that require ongoing management to reduce or maintain pest control issues. These sites typically involve a high volume of pedestrian traffic, food preparation and/or food consumption.

i. Contractor shall provide bait box management services at the time of their IPM service visit. This can include, but not be limited to replenishment of bait, removal of carcasses and the like. Contractor may charge the County for the cost of bait replenishment per box as indicated on the Fee Schedule.

E. Sarasota County Transit (BREEZE) Buses: Contractor shall provide one IPM service per bus per month, with one additional callback per bus, if needed, at no additional cost. Contractor shall provide corrective and preventative IPM services for buses owned and operated by BREEZE.

i. Services shall be performed monthly for approximately 45 buses (quantity subject to change as BREEZE Fleet numbers increase or decrease), for an estimated total of 540 services annually. BREEZE buses range in size from 29 feet up to 35 feet.

ii. IPM services shall only be performed on a designated Sunday when buses are not in use, during the time frame of 7:00 p.m. to 1:00 a.m.

Contractor shall work with BREEZE staff to prepare a mutually agreeable written schedule for inspection and IPM services that needs to include consideration of bus and vehicle maintenance service and BREEZE observed holidays that can alter schedules. Contractor shall ensure that all IPM services do not interfere with the flow of service with BREEZE vehicles and buses.

iii. Treatment shall be from front to rear, under seats, driver pedals, fare boxes, dashboard and any access areas where pests may enter.

Contractor shall also document and treat, all areas that have a history of repeated pest issues.

F. Callback Services: The County reserves the right to call Contractor back to a Facility site or BREEZE bus after areas have been serviced if, in the County’s opinion, service has not been effective.

i. Contractor shall acknowledge a request for a callback within 24 hours of County notification. Contractor shall complete requested callback within forty-eight (48) hours of the County’s request, not including weekends or holidays (excluding BREEZE buses), unless by verbal or written approval of the County on an agreed-upon return date. If the callback site is open on the weekend, Contractor may choose to

Revised 02/07/24 Part II - Page 4 of 11 schedule weekend work with written or verbal approval, in advance from the County.

ii. Contractor shall coordinate with the County on available times to perform callbacks on buses.

G. New Monthly IPM Service Locations: Occasionally the County may require IPM services, at a new County owned or operated site, or require revisions to a site due to site changes.

i. The County shall provide Contractor with an IPM Monthly Services Quote form, attached and incorporated herein as Attachment 2, when services for a new or revised site are needed.

ii. Contractor shall have ten days from the date of County’s request to respond by completing and returning the IPM Monthly Services Quote form.

iii. The IPM Monthly Services Quote, if accepted by the County, shall be effective for the new or revised services for no longer than 120 days while the County prepares a written amendment to the Term Contract to add or revise the Fee Schedule at the price outlined in the IPM Monthly Services Quote form.

4. AS NEEDED SERVICE CALLS:

Infrequent as-needed situations that occur in nature, such as infestations or intrusions of pests, insects, and the like, that are outside the general pest control IPM protocols. Contractor shall provide as-needed services based on IPM Service Technician service call rates listed in the Fee Schedule. Examples of these as needed service calls are:

A. Bait box maintenance:

i. Contractor may be requested to provide bait box management services at sites not included in the monthly IPM schedule. These services may include, but not be limited to replenishment of bait, removal of carcasses and the like.

ii. Contractor shall charge the County for the call as indicated on the Fee Schedule under the applicable IPM Service Technician line item.

iii. Contractor shall charge the County for the cost of bait replenishment per box as indicated on the Fee Schedule.

B. Incident Related Pest Control:

i. Contractor may be requested to provide a one-time service call for pest infestation treatment at any location not included in the regular monthly IPM service list.

ii. Pest included in this category include, but are not limited to feral bees, paper wasps, swarming ants and other arthropod, reptilian, or mammalian problems that can occur.

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iii. Treatments such as fire ant control at County properties, fire ant control prior to an outdoor event at a park or a borate pre-treat during construction, including, but not limited to greater than 10 feet from an existing foundation.

iv. Treatments to any other parts of County property grounds deemed necessary by Contractor to prevent or control infestations of buildings.

Contractor shall discuss these areas with the County before performing treatment.

C. Invasive Species Pest Control:

i. Pests in this category currently include new invasive species including, but not limited to, Caribbean Crazy Ant and Africanized bees.

Contractor shall be informed and be current on remediation processes for new invasive species announced and published through reports by the University of Florida.

ii. Treatment requires a unique control situation and shall be handled on a case-by-case basis with strong input from the University of Florida Extension research. County staff will take the lead in treatment of unique control situations.

5. SPECIALIZED TREATMENT SERVICES:

A. Pests in this category include, but are not limited to, Powderpost Beetles and the three main types of termites – Subterranean, Drywood, and Dampwood.

i. Spot treatment for localized Drywood Termite abatement at a per-hourly IPM Service Technician rate.

ii. Pre-and-post soil treatment and related abatement processes for the removal of Subterranean Termites at a per-square foot rate by an IPM Service Technician.

B. Requests for specialized treatment services may be for any Sarasota County owned or maintained site, regardless of whether it is already receiving monthly IPM services. Each request will be handled on a per-case basis with direction coming from the County with input from Contractor.

C. Contractor shall provide the County with a quote for service. When a quote is requested by the County, Contractor shall acknowledge receipt of the request within one (1) business day of the County’s request. Unless approved by the County by phone or in writing (via email), the date of service shall not be greater than five (5) business days from the date of the initial service request.

i. The quote shall be based on Contractor’s applicable hourly rates as listed on the Fee Schedule for the service being requested. The hourly rate shall be all inclusive for IMP Service Technician labor, materials and chemicals.

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ii. The quote shall include an estimated timeline in which the service will commence and will be completed, subject to final approval by the County. Contractor shall not commence service until they have been given a PO from the County.

6. CONTRACTOR RESPONSIBILITIES

A. Contractor shall follow all current best practice procedures as determined by industry standards or as directed by the County.

B. Contractor shall provide all labor, supervision, materials, equipment, tools, transportation, and technology necessary to perform the services described herein. Contractor shall ensure a sufficient number of qualified staff are available at all times to provide IPM services and as-needed pest management services at all County facilities each month.

C. Contractor shall ensure their employees who provide IPM services to the County hold a State of Florida Pest Control Operator (PCO) License in each of the following categories for the duration of the term contract:

i. Fumigation

ii. General Pest and Rodent Control

iii. Lawn and Ornamental

iv. Termite and Other Wood-Destroying Organisms

D. A single employee is not required to hold all four categories of the Florida PCO license; however, offerors total staff must collectively have all four categories of PCO license.

E. Every Contractor crew must have at least one employee on site that can effectively communicate in English with the County staff and with the general public.

F. Contractor shall utilize an IPM computerized reporting software program that enables them to provide onsite report generation at the end of the visit to include but not be limited to a synopsis of IPM services performed, the date and time of visit and a list of any chemicals that were used. The computerized reporting software shall also include Global Positioning System (GPS) accountability.

G. The Contractor shall provide a qualified employee who shall be present during the course of work, who can make on-site decisions, and shall act as a fully authorized agent of the Contractor. The qualified employee shall be knowledgeable about all procedures and practices applicable to the contracted service requirements and conditions.

H. All Contractor’s personnel shall have access to cell phone or radio to communicate with each other, any subcontractors and the County.

I. Contractor’s employees shall have identification, including a uniform or lanyard with badges for the staff identifying the company name.

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J. Contractor’s vehicles shall have identification (i.e., a sign affixed to the vehicle) and be equipped with proper safety equipment as required by transportation authorities.

K. Contractor shall coordinate work so that there is minimal to no interruption to daily work at any location and shall notify the County whenever on County property to perform requested work.

L. Meeting Attendance

i. Mandatory Kick-Off Meeting: Upon approval of the contract, Contractor shall attend a mandatory kick-off meeting with County representatives to discuss important information related to the contract and scope of services.

ii. Performance and Project Report Meetings: Contractor shall be required to participate in performance and project report meetings as deemed necessary by the County, during the term of the contract.

iii. The County shall not be responsible for payment to Contractor for any briefings or meetings held between the County and Contractor, as these meetings are to the mutual benefit of both parties.

M. Contractor shall provide the County’s Administrative Agent with either:

i. The phone number of their answering service that is monitored 24-hours per day for emergency response, or

ii. Two points of contact (a primary and a secondary) along with each contact’s phone number.

iii. If the phone number or points of contact change during the duration of the contract, Contractor shall immediately notify the County’s Administrative Agent of the change and provide updated information.

N. All correspondence between the County and Contractor concerning services within the scope of this agreement shall contain the contract number, work order (WO) number (if provided) and PO number.

O. Contractor is responsible for any damage to County or third-party property caused by Contractor or their employees. Restoration shall be made to the County’s satisfaction.

P. Contractor shall ensure conditions on the work site always reflect good housekeeping and safety practices. Contractor shall be responsible for all trash and debris disposal, resulting from work performed by the Contractor, from the work site.

Q. Contractor shall document and report all safety-related incidents on the project site immediately to the County’s Project Manager or the County’s Administrative Agent.

7. BACKGROUND CHECKS

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A. Contractor’s personnel may be required to have unescorted access to County and Judicial offices and other areas containing certain criminal justice records and is now required by federal and state law to submit to an electronic criminal background check, fingerprinting and a biannual short training program provided by the Florida Department of Law Enforcement (FDLE). An authorization and consent for release of personal information form must be completed and acknowledges that Sarasota County Government and the Sarasota County Sheriff’s Office may conduct an investigation of criminal history information on file in local, state or federal agencies. A Secure Criminal Justice Information Services (CJIS) Facilities Addendum is attached hereto and incorporated herein and details the security requirements.

B. All Contractor personnel who will perform services in designated Sarasota County facilities must pass FDLE’s CJIS background checks. Sarasota County will provide the forms to Contractor for completion. Said forms will be forwarded to the County to perform the background checks for acceptance or rejection before Contractor’s personnel may enter County facilities to provide the services herein described.

C. The County reserves the right, in its sole discretion, to preclude or deny access to any person known to be or thought to be a security risk. Failure of Contractor’s personnel who will perform services in Sarasota County facilities to pass the CJIS clearance may result in termination of the Contract.

D. Contractor shall ensure that unauthorized persons cannot gain access to rooms, areas, or buildings under the control of their personnel. At no time shall Contractor violate building and/or room security by propping doors or gates open and leaving them unattended unless the County has provided its own security door monitor. All gates, entrance and exit doors shall be secured at all times.

E. Contractor staff working in the 12th Judicial Circuit Court buildings will also be required to complete an “Authorization and Consent for Release of Personal Information and Criminal Background Check” form provided by the Court.

F. All work performed at the County’s jail facilities shall require Contractor’s employees to provide a Vendor Tool Inventory pursuant to the rules and regulations of the Sarasota County Sheriff’s Office. The County’s jail facilities shall provide Contractor’s employees with the Vendor Tool Inventory form to complete as directed by County Jail staff. The Vendor Tool Inventory form requires Contractor to list all inventory brought into the jail and out of the jail, which shall be verified by County jail staff.

8. HOURS OF WORK

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A. Contractor shall be available to perform requested services at the times specified by the County, which include normal business hours, after normal business hours, weekends, and County observed holidays.

i. Normal Business Hours are defined as Monday through Friday 7:00 a.m. – 5:00 p.m., except County observed Holidays.

ii. After Normal Business Hours are defined as Monday through Friday 5:01 p.m. – 6:59 a.m., weekends, and County observed Holidays.

B. Emergency service may occur during normal business hours and after normal business hours.

C. Any service performed outside of normal business hours requires verbal or written pre-approval of the County.

9. DISPATCH OF WORK / RESPONSE TIME

The County will designate each request for dispatch of work as either an IPM monthly service call, IPM callback service, as-needed service call or a specialized treatment service request. The County will designate whether the service call is an emergency or a non-emergency situation.

A. IPM monthly service – Contractor shall provide the County with a written IPM schedule, subject to County approval, within two weeks of the commencement of the term contract.

i. Prior to submittal of the IPM schedule, the County shall provide Contractor with regularly scheduled building activities (if applicable) and list of regularly scheduled County holidays.

ii. Contractor shall take these events into account when developing their IPM schedule.

iii. There may be times when meetings and other events will limit Contractor’s ability to service a building or area and Contractor will need to reschedule their monthly IPM visit. The schedule shall also allow for alterations as needed, with one-week advance notice by the County.

iv. IPM visits shall be coordinated with the County through a mutually agreeable schedule. WO numbers may be issued.

B. IPM Callback service – Each service level includes a certain number of call back services at no charge, based on the monthly IPM service rate for that location.

i. Contractor shall verbally respond to request for callback service requests within 24 hours of notification.

ii. Unless approved by the County by phone or by writing (via email), the date of service shall not be greater than two (2) business days from the date of the initial service request.

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C. Non-Emergency Service Calls – Requests for service will be dispatched by means of a phone call or email and may be followed up with a WO number.

i. Contractor shall verbally respond to non-emergency service requests within 24 hours of notification.

ii. The County reserves the right to schedule times and dates for performance of non-emergency services.

iii. Unless approved by the County by phone or in writing (via email), the date of service shall not be greater than five business days from the date of the initial service request.

iv. If a WO number is issued, this number must be referenced in all correspondence, including invoicing.

D. Emergency Service Calls: Service calls for emergencies shall be dispatched by means of a phone call.

i. Contractor shall be available for emergency service seven days a week, 24 hours a day.

ii. Contractor shall verbally respond to each request for emergency service within one hour of notification and shall have a qualified person on site within two hours of the initial notification.

iii. Contractor shall invoice the County at the applicable emergency rate as indicated on the Fee Schedule.

10. INVOICING

A. Contractor shall provide a monthly IPM service invoice, per issued PO, after all services for that month have been rendered. All invoices shall indicate:

i. The month of service being invoiced.

ii. The County’s PO number for the location/s of the monthly IPM service.

iii. The name of each site and the cost as indicated on the Fee Schedule.

B. As needed or specialized service request invoices shall be submitted to the County within two weeks of completion of the work. The invoice shall clearly indicate the County’s WO number and PO number. Contractor shall indicate on the invoice if it is the final billing.

i. Contractor shall invoice the County per the Fee Schedule at the applicable IPM Service Technician rate. Service call rates shall include all trip charges, mileage, vehicle charges, travel time and labor.

C. If materials are listed on Contractor’s invoice, Contractor shall provide supporting documentation (such as a quote or invoice) indicating the cost paid to the supplier. Cost should be inclusive of all profits and markups.

D. Tax and shipping costs shall be listed separately on Contractor’s invoice and shall be reimbursed at cost. No percentage markup is allowed.

11. SUBCONTRACTING

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A. Any use of subcontractors shall be approved verbally or in writing by the County.

B. Contractor shall be reimbursed at the bid line-item price for the work of the subcontractor. In the event there is no line item for such work, Contractor will be reimbursed for the actual cost of the subcontractor’s work plus the percent markup listed on the contract Fee schedule.

PART III – INSURANCE REQUIREMENTS

Insurance Template 1 Revised 05/13/16 Page 1 of 2

CONTRACTOR’S INSURANCE

Contractor shall, on a primary basis and at its sole expense, maintain in full force and effect, at all times during the life of this Contract, insurance coverage (including endorsements) and limits as described herein. These requirements, as well as the County’s review or acceptance of insurance maintained by Contractor, are not intended to and shall not in any manner limit or qualify the liabilities or obligations assumed by Contractor under this Contract.

Insurance requirements itemized in this Contract and required of the Contractor shall extend to all subcontractors to cover their operations performed under this Contract.

The Contractor shall be responsible for any modifications, deviations, or omissions in these insurance requirements as they apply to subcontractors.

Insurance carriers providing coverage required herein must be licensed to conduct business in the State of Florida and must possess a current A.M. Best’s Financial Strength Rating of A- Class VII or better.

Each insurance policy required by this Contract shall apply separately to each insured against whom claim is made and suit is brought, except with respect to limits of the insurer’s liability.

The Contractor shall be solely responsible for payment of all premiums for insurance contributing to the satisfaction of this Contract and shall be solely responsible for the payment of all deductibles and retentions to which such policies are subject.

Contractor shall furnish Certificates of Insurance to the County Administrative Agent evidencing the types and amounts of coverage, including endorsements, required by this Contract prior to commencement of work and prior to expiration of the insurance contract, when applicable. Such Certificate(s) of Insurance shall, to the extent allowable by the insurer, include a minimum thirty (30) day notice of cancellation (10 days for non-payment of premium) or non-renewal of coverage. Notwithstanding these notification requirements, the Contractor will be required to provide County with 5-day prior written notice of any policy cancellation or non-renewal.

The County reserves the right to review, modify, reject, or accept any required policies of insurance, including limits, coverage, or endorsements, herein from time to time throughout the term of this Contract. County reserves the right, but not the obligation, to review and reject any insurer providing coverage due to its poor financial condition or failure to operate legally.

A. WORKERS’ COMPENSATION: Contractor agrees to maintain Workers’ Compensation insurance in accordance with Florida Statutes, Chapter 440.

Employers Liability to be included with a minimum limit of $500,000.00 per accident/per disease/per employee. If work is to be performed over or adjacent to navigable water and involves maritime exposure, applicable LHWCA, Jones Act, or other maritime law coverage shall be included.

PART III – INSURANCE REQUIREMENTS

Insurance Template 1 Revised 05/13/16 Page 2 of 2

In the event the Contractor has “leased” employees, the Contractor or the employee leasing company must provide evidence of a Workers’ Compensation policy for all personnel on the worksite.

Contractors who are exempt from Florida’s Workers’ Compensation law must provide proof of such exemption issued by the Florida Department of Financial Services, Bureau of Workers’ Compensation.

B. COMMERCIAL GENERAL LIABILITY: Contractor agrees to maintain Commercial General Liability per ISO form CG0001 or its equivalent, including but not limited to coverage for premises and operations, personal injury, products & completed operations, liability assumed under an insured contract, and independent contractors with limits of not less than $1,000,000.00 each occurrence, $2,000,000.00 aggregate covering all work performed under this Contract. Contractor agrees to endorse Sarasota County Government as an additional insured on the Commercial General Liability coverage.

C. BUSINESS AUTOMOBILE LIABILITY: Contractor agrees to maintain Business Automobile Liability with limits not less than $1,000,000.00 combined single limit for each accident covering all Owned, Non-Owned & Hired automobiles used in the performance of this Contract. In the event Contractor does not own automobiles, Contractor agrees to maintain coverage for Hired & Non-Owned Auto Liability, which may be satisfied by way of endorsement to the Commercial General Liability policy or separate Business Auto Liability policy.

If the Contractor is shipping a product via common carrier, the contractor shall be responsible for any loss or damage sustained in delivery/transit.

D. POLLUTION LIABILITY (PESTICIDES/HERBICIDES): Contractor agrees to maintain Pollution Liability coverage with limits not less than $1,000,000 per claim/occurrence for bodily injury, property damage and environmental damage from sudden and gradual occurrences resulting from pollution conditions arising out of the application of pesticides and/or herbicides as part of the services performed under this contract. This requirement may be satisfied via endorsement to Contractor’s Commercial General Liability policy amending the pollution exclusion to include coverage for such exposures. If coverage is written on a claims-made basis: a. Any retroactive date shall precede the effective date of this contract; b. Contractor shall provide certificates of insurance evidencing the required coverage for a period of two years after final payment under this contract is made, or provide evidence showing Contractor has obtained a two year extended reporting period endorsement.