Cullman DHR Termite New Bond Specification 8-19-24.docx

Termite New Bond Specification 08/19/2024 Site Visit Required:

All suppliers shall attend a site visit to include tour of facility, and complete sign -in -sheet with signature after tour of supplier. DHR POC signature is required on sign-in-sheet which signifies supplier attended the site visit and toured the facility. Failure to attend site visit, tour facility, and complete sign-in-sheet with signature shall eliminate the supplier from quoting. During the 2nd round of quoting or if additional round is required supplier that attended the 1st round and submitted a quote shall not be required to attend a second site visit.

Supplier can make site visit through August 27th by 2:00 P.M. to complete site visit. Site visit must be scheduled with POC contact.

DHR County office shall collect all completed sign-in sheets and return to DHR General Services Purchasing Office, Tia Williams.

Service Location:

DHR Cullman Co 1220 St. Joseph Street NW Cullman, AL 35055 POC Paula Holmes – 256-737-5353 Back up POC Marcella Turner – 256-737-5320 256-737-5300 (Main)

Service This specification is for New Termite Bond Annual coverage for (1) one year with Sentricon Termite Bait System with Always Active Technology beginning October 1, 2024 per the specification requirements. New Bond coverage goes into effect at receipt of Purchase Order, bond issued out, or bond warranty in place

New Bond shall provide protection to DHR all covered structures and contents against new ground-borne Native Eastern Subterranean termites coming from soil and new ground-borne Formosan termites coming from soil.

New Bond coverage shall provide necessary treatment of aerial termites when needed during active bond and renewal term.

New Bond shall include automatic renewal coverage if specification requirements are met and maintained.

New bond shall include repair, and retreatment coverage to structure and content if specification requirements are met and maintained.

New Bond Coverage includes New Bond, installation of Sentricon termite stations and bait in soil within the perimeter around the structures according to guidelines established by manufacturer of system, 1st yr. inspection, and 1st yr. station monitoring for activity, colony reduction or elimination with bait, and subsequent monitoring and baiting, replenishment, replacement, and treatment in bait stations of all covered structures. In addition, New Bond includes renewable coverage, and Repair and Retreatment; all in compliance with the state’s regulations, applicable laws, and manufacturer’s guidelines of Sentricon bait system. Supplier shall always maintain Sentricon bait in bait stations.

Supplier shall inspect structures at time of Sentricon Bait system installation for potential formation of new termites and make aware of any potential existing termites for purpose of elimination in preparation of new Bond.

Hidden damage existing and not discovered prior to initial inspection, and after date of PO & New bond in effect shall not be covered. If live termites are not discovered, then the damage shall not be considered new and shall not be covered by the supplier. Before warranty or bond in place should live termites be discovered during initial inspection then supplier shall not cover damage/ repair under new bond. Supplier shall make every effect during initial inspection to determine if termites are present.

DHR shall cover payment for all authorized initial treatment charges. DHR shall maintain on-going payments on timely basis. Not maintaining timely payments may cause a break in service or potential cancellation of bond.

Inspection Gap- DHR structures containing stucco or wood-to-ground contact shall meet required materials to support New Termite Bond requirements; otherwise, supplier shall review, and provide direction for obtaining new bond.

DHR agrees to maintain primary structure with any adjoining structure free from wood-to-ground contact less than 4 inches including firewood, insulation, any wood members other than pressure treated or equivalent materials.

DHR agrees to minimize all conditions that are construction wicking moisture and/ or lead to conducive conditions of or support active colony of ground-borne Native Eastern Subterranean termites and ground-borne Formosan termites requiring to be kept and maintained to the above ground level bond requirement to minimize termite survival without retuning to soil.

Should situation arise with structure DHR agrees to review situation with supplier, and work with supplier to bring situation within coverage bond requirements or eliminate this structure or addition from bond warranty.

DHR shall make Property and structure inclusive of monitoring stations accessible to supplier for service in support of Purchase order & bond requirements.

DHR shall not tamper or remove bait stations or allow another supplier to tamper or remove. DHR agrees to notify supplier in advance should change be required.

DHR shall notify supplier of additions or modifications, or ownership change.

Sentricon system remains the property of supplier.

Payment Term: Net 30 paid in arrears after completion of service. No invoicing prior to completion of service.

Payment shall not be prorated should the service be cancelled.

Coverage Includes Repair & Retreatment Structure & Content:

During the term of this agreement Supplier shall provide additional Sentricon System treatment or bait /station replacement or application at no additional charge to covered areas of structure in which live ground-borne Native Eastern subterranean termites and ground-borne Formosan termites are discovered after the date of PO in effect, Bond issued out, or warranty in place, and during the term of agreement to minimize or control termites under this agreement.

Coverage shall include structure repairs, replacement of contents, pay for or reimburse for termite damage under this Purchase order, Bond issued out or warranty in place and during warranty period.

Station/Bait replacement is included in annual fee and shall be provided at no additional charge.

After initial treatment no additional charge of re-treatments.

Supplier shall cover new damage after Purchase order in place, or new bond issued out, or repair warranty in effect, after initial inspection where no termites found. Structures under new bond shall be considered “new damage” and shall be covered by supplier.

Concealed conditions: DHR shall assist if needed in locating and flagging all onsite irrigation, utilities, communication lines and all other underground lines if needed or is a problem.

Supplier shall maintain all necessary insurance coverage and DHR maintains all property damage coverage.

New Bond Coverage includes Retreatment. Supplier shall provide retreatment services necessary during the term of this agreement for control of termites and shall be performed at no extra charge.

Renewable Coverage includes annual Renewable Protection, with fixed price effective for minimum period of (3) three years following the initial installation unless property structures fail to qualify under warranty.

The Annual renewal fee rate starts twelve (12) months from the initial Bond installation. Thereafter, renewable protection may be continued on a year-to-year basis.

Renewal changes must be communicated in writing 30 days before renewal.

DHR may cancel this renewal after the first year in writing.

An adjustment in the renewal fee may be allowed at renewal period after the third year with written request and justification documents provided by supplier. Proof of burden is on the supplier. Documentation of increase is required from the supplier. Price increase must be approved by DHR. Any justifiable de-escalation in price during the then current year shall be passed onto DHR at beginning of renewal period. Proof of burden is on DHR.

Cancellation:

Service may be cancelled after the first year for the following reasons:

· Building is sold or ownership change.

· Customer or supplier fails to fulfill obligations.

· Either party gives written minimum 30-day notice prior to next renewal date.

· There occurs natural disaster which substantially alters or destroys the effectiveness of the supplier’s treatment.

· Vendor ceases to be the authorized operator for the Sentricon System DHR shall allow supplier to remove stations at cancellation.

Line 1 Unit price represents total (all) bond costs for initial yr. UOM equals each. Vendor shall enter total bond costs in unit price field.

Total Bond costs shall include total bond coverage as described per specification above, inclusive of new bond costs, for 1st. yr. plus 1st yr. annual inspection, plus bond shall be renewable after yr. 1, costs include fixed price for years 1-3 of bond costs, includes repair coverage costs 1st yr., plus replacement coverage costs 1st yr., and retreatment coverage costs for 1st yr.

Line 1 Intent is for bond to continue to be renewable yr. after yr., and bond to maintain coverage for repair and retreat yr. after yr.

Line 2-unit price represents Annual renewal fee. Vendor must insert 0.00 in unit price field for line 2. UOM equals each. This line is for PO writing purposes and invoice purposes after 1st year.

Manual quote of total renewal costs after 1st. year shall be obtained from awarded supplier to cover yr. (2) two, and thereafter. Renewal costs shall include repair and retreat coverage protection costs.