8-RFP-05-Scope of Services Mosquito.pdf

CITY OF FORT WORTH – ENVIRONMENTAL SERVICES

DEPARTMENT SCOPE OF SERVICES

RFP Ref. #: 26-0037 Doc. Ref#: RFP-05 Page 1 of 14 RFP Title: Env Mosquito Trapping and Surveillance Services

1) INTRODUCTION AND PURPOSE

a. The purpose of this solicitation is to establish an annual contract for mosquito trapping and surveillance services for the City of Fort Worth’s Environmental Services Department on an “as needed” basis. Potential proposers should ensure they download all attachments for complete responses and understanding of the agreement the City intends to award from this solicitation.

b. Contractor shall provide all equipment, delivery, setup (if applicable), pickup, and related services as specified herein.

2) BACKGROUND

a. The Environmental Services Department’s Consumer Health Division oversees the City of Fort Worth’s (City) Mosquito Surveillance and Control Program. This program is designed to monitor and reduce the risk of mosquito-borne diseases such as West Nile Virus, Dengue Fever, and other vector-related illnesses within the city limits.

b. Each mosquito season, the City conducts routine surveillance to identify mosquito breeding activity, monitor population density, and test for the presence of disease-carrying species. The City currently utilizes a limited number of in-house traps and field personnel; however, due to the wide geographic area of Fort Worth and the seasonal surge in mosquito activity, additional services from a third-party contractor are required.

c. Therefore, the City seeks to establish an annual agreement with a qualified contractor to provide mosquito trapping, collection, and surveillance services on an as-needed basis. The selected contractor will support the City’s program by deploying and maintaining traps, collecting specimens, delivering samples to the designated testing laboratory, and providing related data and reports to City staff.

d. This contract will ensure consistent coverage across all priority surveillance zones, allow for rapid response to increased mosquito activity, and support the City’s goal of protecting public health through timely and accurate vector monitoring.

DEPARTMENT SCOPE OF SERVICES

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e. The selected contractor may also be required to provide emergency response and surge support services during periods of increased mosquito activity, such as after heavy rainfall events or when elevated disease activity is detected through laboratory testing. Rapid deployment and adaptive scheduling will be essential to maintain effective mosquito control and public safety.

3) SCOPE OF SERVICES

a. Project Overview

i. All compensation for service performed under this Scope of Service shall be in accordance with the “Bid Table”. No additional cost shall be incurred without prior written authorization from the City.

ii. This project provides seasonal mosquito surveillance, trapping, and laboratory submission services for the Environmental Services Department during the City’s mosquito season (May 1 through October 31) each year. The surveillance program operates in coordination with the Tarrant County Public Health Department (TCPHD) to ensure timely collection, testing, and reporting of mosquito specimens.

iii. This Agreement shall begin upon award or execution of the City Secretary Contract (“Effective Date”) and shall expire 12 months from the effective date (“Expiration Date”), unless terminated earlier in accordance with this Agreement (“Initial Term”). Upon the expiration of the Initial Term, the Agreement shall renew under the same terms and conditions for up to four (4) one-year renewal periods, unless City or Contractor provides the other party with notice of non-renewal at least 60 days before the expiration of the Initial Term or renewal period. However, if funds are not appropriated, the City may cancel the Agreement 30 calendar days after providing written notification to the Contractor/Vendor.

DEPARTMENT SCOPE OF SERVICES

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b. Project Objective

i. Conduct consistent and reliable mosquito surveillance and sampling throughout the testing season.

ii. Detect the presence of mosquito-borne diseases through rapid laboratory submission and reporting.

iii. Maintain accurate and traceable data for each collection event.

iv. Provide timely communication and technical consultation to City staff and TCPHD.

4) CONTRACTOR MINIMUM QUALIFICATIONS

a. The Contractor shall have at least one (1) full-time Entomologist available for services.

b. Have a minimum of 3 (three) years of experience performing similar services to the Scope of Services.

i. Have and operate a full-time, permanent business address with the ability to be reached by email and telephone 24 hours a day, 7 days a week, to include holidays and weekends.

c. The Contractor staff performing work must be trained in mosquito surveillance methods and field safety procedures.

5) TRAP REQUIREMENTS AND PRODUCT SPECIFICATIONS

a. Mosquito Traps – Contractor shall provide, install, and maintain mosquito traps suitable for collecting target species found in North Texas. Traps shall meet the following minimum specifications:

b. Trap Quantity and Deployment – Contractor shall deploy a minimum of forty (40) traps per week during the mosquito season at locations designated by the City. Trap placement may vary depending on population density, complaint activity, and disease surveillance data.

c. Collection and Sample Handling – Contractor shall collect all traps within 24 hours of deployment and properly handle captured specimens to preserve sample integrity. Specimens shall be packaged and transported to the City’s designated laboratory (or City-approved testing facility) on the same business day of collection.

DEPARTMENT SCOPE OF SERVICES

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d. Equipment Maintenance – Contractor shall clean, repair, and maintain all traps and related equipment to ensure reliable operation throughout the contract term. Malfunctioning or damaged traps shall be replaced immediately at no additional cost to the City.

e. Data Collection and Reporting – Contractor shall maintain accurate digital or written records for each trapping event, including:

i. Trap identification number and GPS coordinates.

ii. Date/time of setup and collection.

iii. Species count and relevant field observations.

iv. Laboratory results when available.

v. Weekly reports shall be submitted to the City’s Mosquito Surveillance

Coordinator. The Contractor shall notify the Environmental Services Department via email each week once samples have been delivered to TCPHD and shall provide copies of the weekly sample submission forms within 24 hours of submitting them to TCPHD.

f. Emergency or Surge Trapping – Contractor shall provide additional traps or sampling services on short notice in response to increased mosquito activity, heavy rainfall, or confirmed disease presence. When requested, authorized, and approved by the Environmental Services Department.

g. Training and Safety Requirements – All personnel conducting fieldwork shall be trained in vector-borne disease safety and proper biological specimen handling. Contractor shall provide all necessary Personal Protective Equipment (PPE) in compliance with Occupational Safety and Health and Administration (OSHA) and City safety requirements.

h. Approved Equivalent Products – The City reserves the right to approve equivalent trap types, attractants, or related equipment that meet or exceed the performance specifications listed above. The Contractor shall supply all materials required to prepare gravid trap water, including staging containers, brew barrels, nets, organic material, and water.

DEPARTMENT SCOPE OF SERVICES

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i. Gravid Trap Water Requirements

i. Trap Type: Gravid mosquito trap designed for surveillance of container-breeding species or City-approved equivalent.

ii. Power Source: If required by the trap type, the Contractor shall supply an appropriate power source (e.g., 6-volt battery or rechargeable equivalent).

iii. Collection Container: heavy-duty rain-tight plastic or stainless-steel mesh container case, or removable chamber designed to prevent specimen loss or damage.

iv. Attractant: Baited water solution, other City-approved attractants appropriate for surveillance objectives.

j. BG Sentinel Trap Requirements

i. Trap Type: BG-Sentinel trap, or City-approved equivalent.

ii. Power Source: 6-volt battery or equivalent rechargeable source capable of overnight operation.

iii. Collection Container: Mesh collection bag or removable chamber designed to prevent specimen loss or damage.

iv. Attractant: Dry ice, BG-Lure, or other City-approved attractants appropriate for surveillance objectives.

k. Weekly Trapping Requirements

i. The Contractor shall deploy and retrieve traps from all City-designated locations as scheduled by the Environmental Services Department.

ii. The Contractor shall notify the Environmental Services Department within 24 hours if a trap cannot be deployed due to weather, access limitations, equipment malfunction, or any other operational reason.

Services shall resume the following day, or as soon as conditions permit.

iii. The Contractor shall return the Tarrant County Public Health Department (TCPHD) provided materials (e.g., collection containers) at the end of the season.

DEPARTMENT SCOPE OF SERVICES

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l. Positive Trap Results and Requirements

i. The Contractor will be notified by TCPHD of weekly trap results. The contractor shall maintain weekly files documenting trap data as directed by the Environmental Services Department. The file shall be made available to the Environmental Services Department continually throughout the season.

ii. The Contractor shall provide vector index calculations for all positive results at the time of notification and update the Environmental Services Department accordingly.

iii. The Contractor shall provide weekly mosquito response recommendations to the Environmental Services Department.

m. Sample Submission Requirements

i. The Contractor shall obtain sample submission containers from the

Tarrant County Public Health Department (TCPHD) at the start of the season and weekly thereafter.

ii. The Contractor shall maintain and clean all sample submission containers throughout the mosquito season.

iii. The Contractor shall obtain TCPHD laboratory sample submission forms, provided by the Environmental Services Department at the start of the season.

iv. The Contractor shall transfer mosquitoes to sample submission containers, label the samples accurately, and complete all required forms.

v. The Contractor shall punctually deliver properly labeled samples and completed submission forms to TCPHD within 24 hours of mosquito entrapment on the assigned weekly submission day.

vi. The Contractor shall notify the Environmental Services Department weekly via email once the samples have been delivered to TCPHD.

vii. The Contractor shall submit copies of weekly sample submission forms to the Environmental Services Department within 24 hours of submission to TCPHD.

DEPARTMENT SCOPE OF SERVICES

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n. Positive Human West Nile Virus Case

i. The Contractor shall respond within 24 hours to investigative trap requests related to human West Nile Virus cases.

ii. The Contractor shall deploy additional investigative traps at case sites when requested and ensure samples are submitted to TCPHD.

iii. The Contractor shall document and communicate all findings to the Environmental Services Department within 24 hours of activity completion.

o. Positive Dengue Fever Case

i. The Contractor shall respond within 24 hours to investigative trap requests related to human Dengue Fever cases.

ii. The Contractor shall deploy additional investigative traps at case sites when requested and ensure samples are submitted to TCPHD.

iii. The Contractor shall document and communicate all findings to the

Environmental Service Department within 24 hours of activity completion.

p. Public Notification

i. The Contractor shall place West Nile Virus warning signs at major intersections within a half-mile radius of a positive sample site (usually 10-12 signs per site).

ii. The City shall provide West Nile Virus warning signs to the contractor at the beginning of the season. Signs shall be returned to the City after the season ends.

iii. West Nile Virus warning signs shall be placed within 48 hours of positive sample notification.

iv. Contractor will maintain an accurate inventory of signs and request more as needed when the inventory drops below a specified level.

DEPARTMENT SCOPE OF SERVICES

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6) CONTRACTOR RESPONSIBILITIES

a. The Contractor shall provide comprehensive mosquito surveillance services during the designated sampling and testing season (May 1 through October 31).

b. The Contractor shall furnish all necessary equipment and materials necessary for mosquito sampling, including, but not limited to: Gravid Traps, BG-Sentinel Traps, power cables, double-ring collection nets, batteries, charging cords, dry ice, and related supplies.

c. The Contractor shall provide the Environmental Services Department customer support between 7:00 a.m. and 7:00 p.m., seven (7) days per week, excluding City of Fort Worth holidays. Support must be available in person or via phone, email, and text. Service Hours – Work shall be performed seven (7) days per week, excluding City of Fort Worth holidays as published annually on the City’s official website.

d. Permits and Compliance – Vendor shall comply with all applicable federal, state, and local laws, including Occupational Safety and Health Administration (OSHA).

e. The Contractor shall clearly identify as part of the City of Fort Worth Mosquito Surveillance Team while performing all activities within city limits.

f. The Contractor shall mobilize to sampling locations provided by the Environmental Services Department.

g. Relocation of sampling sites requests must be submitted to the Department in writing for approval within 3 business days before sampling.

h. Contractor shall clearly identify as part of the City of Fort Worth Mosquito Surveillance Team while performing all activities within city limits.

i. The Contractor shall return all City-provided materials (e.g., safety vests, vehicle magnets, badge) at the end of the season.

i. The City shall provide branded safety vest, vehicle magnets, trap decals, and a contractor identification badge(s).

j. The Contractor shall assume full responsibility for any damaged, lost, or stolen equipment. The City will not provide equipment reimbursement or replacement.

DEPARTMENT SCOPE OF SERVICES

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k. Safety and Compliance Requirements

i. All field operations must comply with applicable City of Fort Worth safety procedures, OSHA standards, and TCPHD laboratory protocols.

ii. Contractor staff shall wear required PPE and maintain safe handling of dry ice, traps, and biological materials.

iii. The Contractor shall immediately report any safety incidents or property damage to the City’s Vector Control Coordinator.

7) METHOD OF AWARD - Proposals will be evaluated based on “best value” to the City. Any Proposals that receive less than 50% of the total available points, excluding price points, will be considered non-responsive.

8) EVALUATION FACTORS

a. To be considered, the Proposer must submit a complete Proposal by the stated deadline and in accordance with all Proposal requirements. All required documentation must be included for evaluation. Proposals that meet these requirements will be evaluated based on the criteria listed below.

i. Cost – up to 30 points available

ii. Technical Approach and Methodology - up to 15 points available

1. Strategy for weekly trapping, collection, and laboratory submission

2. Procedures for emergency/surge response

3. Data collection, reporting accuracy, and vector index calculation

4. Handling of positive trap results and human case investigations

5. Approach to maintaining trap integrity, gravid water, and

PPE/safety compliance

DEPARTMENT SCOPE OF SERVICES

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iii. Experience and Qualifications – up to 20 points available

1. Qualifications of the team, including required Entomologist.

2. Demonstrated experience conducting mosquito surveillance and disease testing support.

3. Past performance with municipalities or public health agencies

4. Training and certifications in vector control, lab protocols, and safety.

iv. Capacity, Responsiveness and Service Availability – up to 10 points available

1. Ability to deploy forty (40) traps weekly and respond within required timeframes.

2. Ability to provide 7 a.m.–7 p.m. support, seven days/week.

3. Mobilization time for investigative traps (24-hour requirement).

4. Resources available for surge support after rainfall or disease spikes.

5. Communication procedures with City staff and TCPHD.

v. Small Business Goal – up to 25 points available

1. The criteria will be evaluated using a tiered point structure based on the percentage of Small Business participation proposed by the bidder. Points will be awarded according to the following tiers:

a. 25 points - SB participation greater than 30%

b. 20 points - SB participation between 30% and 20%

c. 15 points - SB participation between 19% and 10%

d. 10 points - SB participation between 9% and 1%

DEPARTMENT SCOPE OF SERVICES

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9) PRICING STRUCTURE

a. Bidders shall submit pricing in accordance with the format provided in the Bid Table. All pricing shall be clearly identified and shall represent the full cost to furnish, deliver, and, if applicable, remove the specified equipment and services. Prices shall include all labor, materials, supplies, fuel, delivery, overhead, and profit. No additional charges will be allowed unless specifically authorized in writing by the City.

b. Pricing must be provided on a unit-cost basis for each line item, as listed in the Bid Table.

c. Bidders shall provide the following where applicable:

i. Service Surveillance Fees: Pricing for trap; delivery, pickup, and emergency response.

ii. Optional Items: Any additional related items or services may be listed separately under “Optional Pricing.”

10) SMALL BUSINESS PROGRAM

i. The City of Fort Worth has established a 30% Small Business (SB) participation goal for this solicitation. This goal reflects the City’s determination that certified Small Business Firms are available to provide the goods and/or services required under this bid.

Accordingly, at least 30% of the total awarded contract value must be subcontracted or spent with a certified Small Business Firm. All provisions and requirements outlined in City Ordinance No. 27832- 08-2025 apply to this solicitation. Bidders are required to submit the following documentation with their proposal:

1. Small Business Utilization form V1 (RFP-08), detailing how the Small Business goal will be achieved.

2. Current Small Business Certification issued by the North Central Texas Regional Certification Agency (NCTRCA), Women’s Business Council-Southwest (WBCS), Dallas-Fort Worth Business Council (formerly DFW/MSDC), Texas Historically Underutilized Business (HUB) Program, Texas Unified Certification Program (TUCP) DBE/ACDBE and TxDOT SBE Directory.

DEPARTMENT SCOPE OF SERVICES

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11) CONTRACT AWARD PROCESS

1. The Environmental Services Department will facilitate and manage the evaluation process.

2. An Evaluation Panel consisting of representatives from various City departments and City consultants may be appointed to review and evaluate RFP responses in accordance with this RFP. City reserves the right at its sole discretion to include additional representatives at any point during the evaluation.

3. The Evaluation Committee will evaluate responses and may select the Proposer for onsite interviews, presentations or demonstrations.

4. At its sole discretion, the City may request Best and Final Offers (BAFO) from proposers whose proposals are deemed most advantageous. Contract negotiations will be based on the BAFO submissions.

5. The City reserves the right to negotiate all elements that comprise the successful Proposer’s response to ensure that the best possible consideration be afforded to all concerned.

6. The City reserves the right to shortlist firms based upon scores/ratings received during the evaluation process.

7. The City will notify all proposers in writing of the outcome once an award determination has been made.

12) PROPOSAL FORMAT AND ATTACHMENTS

a. To facilitate and expedite the evaluation process, Proposals should adequately address all evaluation factors and include the following list below of required items that will be used as part of the evaluation. A Proposal may be deemed to be non-responsive and may be disqualified, at the City’s discretion, if the Proposal fails to comply with the following instructions.

DEPARTMENT SCOPE OF SERVICES

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b. Proposal Format Requirements

i. Proposal format shall be in font no smaller than 12 point, 8.5-inch by 11-inch paper size, with one-inch margins and single-spaced for the entire submitted proposal.

ii. Required Response Forms

iii. Completed and signed RFP-02.

iv. Completed and signed RFP-03.

v. Completed and signed RFP-04.

vi. Completed and signed RFP-05.

vii. Completed and signed RFP-06

viii. Completed and signed RFP-08

ix. Signed Addendum(s), if applicable.

x. Technical Response

xi. Experience and Capability – Provide a company profile, organizational chart (if available). Include examples of comparable contracts and a summary of resources and staffing.

1. Proposers shall include a Letter of Demonstration with their submission that clearly addresses the following minimum requirements:

a. Technical Approach – A description of the proposer’s planned methodology for meeting the City’s mosquito surveillance, trapping, collection, laboratory submission, reporting, and emergency response requirements outlined in this Scope of Services.

b. Experience and Qualifications – A summary demonstrating the proposer’s relevant experience in mosquito surveillance or vector control operations, including identification of key personnel and confirmation that an Entomologist will be available for consultation.

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c. Capacity and Responsiveness – A statement confirming the proposer’s ability to deploy a minimum of forty (40) traps per week, meet 24-hour response requirements for investigative trapping, and maintain service availability between 7:00 a.m. and 7:00 p.m., seven (7) days per week.

d. Compliance and Safety – A description of the proposer’s approach to meeting OSHA requirements, City safety procedures, and proper handling of biological materials, including confirmation that all staff are trained in mosquito surveillance methods and field safety.

xii. Small Business Participation – Submit a Current Small Business Certification issued by a certifying agency listed above.

xiii. Optional Value-Added Information (Optional).

xiv. Pricing - Proposal pricing shall be assembled and presented in accordance with the format and instructions of this solicitation.