ITB_26-04_Pest_Control_Services.pdf

City of Oviedo, Florida

Invitation to Bid (ITB)

#26-04: Pest Control Services

Due Date: 2:00 p.m., September 18, 2025

Procurement Division 400 Alexandria Blvd.

Oviedo, Florida 32765

ITB 26-04: Pest Control Services Page 2

TABLE OF CONTENTS

Section 1 General Information

Section 2 General Bid Terms and Conditions

Bid Award

Anticipated Timetable

Submitall of Bids

Insurance

Section 3 Purpose

Section 4 Scope of Services

Section 5 Information to be included in Submittal

Bid Form

Attachment A, Competitive Solicitation Acknowledgement Form

Standard Insurance Requirements

Attachment B, Statement of Insurance Compliance Form

Attachment C, Non-Collusion Affidavit of Bidder

Attachment D, Conflict of Interest Statement

Attachment E, Disputes Disclosure Form

Attachment F, Drug Free Workplace Certification Form

Attachment G, Public Entity Crime Information Statement

Attachment H, Organizational Information

Attachment I, Prohibition Against Contracting with Scrutinized Companies

Attachment J, Human Trafficking Affidavit…………………………………………………………………………………33

Attachment K, Affidavit of Compliance with Foreign Entity Laws…………………………………………….….34

Attachment L, Compliance with Employment Eligibility Requirements………………………………….……35

Attachment M, References

Attachment N, Acknowledgement of Addenda

Exhibit A, Sample City of Oviedo Standard Contract

Exhibit C, Electronic Bid Submission Instructions

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SECTION 1: GENERAL INFORMATION

Thank you in advance for your interest in doing business with the City of Oviedo.

If you are interested in preparing a response to this solicitation, please read the bid package in its entirety prior to submitting a bid response. The City reserves the right to waive minor, nonmaterial irregularities in any or all qualifications and accept or reject any or all submittals, or to re-advertise. The City may withdraw all or part of this solicitation at any time to protect the interest of the City.

Under Chapter 119, Florida Statutes, all responses to this solicitation shall be considered public record, subject to distribution pursuant to the request for records by any interested party.

REQUESTING THE SOLICITATION DOCUMENT

The City of Oviedo Procurement Division is the official source to obtain information relating to the City solicitations.

All documents regarding this solicitation are posted utilizing an online bid management system, VendorLink. There is no charge to register with VendorLink and/or to participate in the solicitation process. Vendorlink is used for the submission of electronic bids. Vendors may also make an appointment with the City of Oviedo Procurement Division to obtain such information.

ON-LINE PROVIDER DISCLAIMER

Although not required, it is recommended that firms register and maintain their registration with VendorLink at www.MyvendorLink.com. This is a third-party vendor that provides a platform to communicate solicitation information to the Public. VendorLink does not represent the City nor does communications through this provider constitute communications to the City. The City of Oviedo is not responsible for errors and omissions occurring in the transmission or downloading of any documents from the online website. In the event of any discrepancy between information on this website and the hard copy specifications, the terms of the hard copy specification will control.

AMERICANS WITH DISABILITIES ACT

Persons with disabilities needing special accommodation at public meetings should contact the Procurement Division at 407-971-5534, no later than seven (7) days prior to the appropriate date on which the accommodation is requested.

TITLE VI

No person shall on the basis of race, color, national origin, sex, age, disability, family or religious status, as provided by Title VI of the Civil Rights Act of 1964, the Civil Rights Restoration Act of 1987, the Florida Civil Rights Act of 1992 and other nondiscrimination authorities, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination or retaliation under any program or activity of the City of Oviedo.

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SECTION 2: GENERAL BID TERMS AND CONDITIONS

ASSIGNMENT

The Bidder shall not assign or transfer any contract resulting from this solicitation, including any rights title or interest therein, or its power to execute such contract to any person, company or corporation without the prior written consent of the City.

PRE-BID MEETING AND SITE VISITS

There is a pre-bid meeting scheduled for Wednesday September 3, 2025, beginning at 10:30AM at City Hall located at 400 Alexandria Blvd, Oviedo, FL 32725. Site Visits will begin immediately after the Pre-Bid Meeting. Interested bidders are encouraged to attend.

BID OPENING

Electronic bids shall be received in accordance with the instructions in the bid document. Bid opening shall be public on the specified date as outlined in the bid document. All bids that have been received in a timely manner will be opened, recorded and accepted for consideration. The names of the bidders submitting bids will be read aloud and recorded. Bids received after the specified date and time will not be accepted. Bids will not be accepted by hard copy, telephone or facsimile.

Public Opening: Via Zoom at www.zoom.us, Meeting ID: 820 7726 7032 Pass Code: yk85q0

CANCELLATION

The City reserves the right to cancel, in whole or in part, any solicitation when it is in the best interest of the City. Availability of all information related to a cancelled solicitation is subject to Chapter 119, Florida Statutes.

COLLUSION AMONG FIRMS

More than one (1) bid from an individual, firm, partnership, corporation, or association under the same or different names will not be considered. Reasonable grounds for believing that a Bidder is involved in more than one proposal submittal will be cause for rejection of all bids in which such Bidders are believed to be involved. Any or all bids will be rejected if there is reason to believe that collusion exists between Bidders. Bids in which the prices obviously are unbalanced will be subject to rejection.

The bidder, by affixing its signature to this proposal, certifies that its bid is made without previous understanding, agreement, or connection with any person, firm or corporation making a bid for the same item(s), and is in all respects fair, without outside control, collusion, fraud, or otherwise illegal action.

CONFLICT OF INTEREST

The award of any contract hereunder is subject to the provisions of Chapter 112, Florida Statutes.

Bidders must disclose with their proposal the name of any officer, director, partner, proprietor, associate or agent who is also an officer or employee of the City or any of its agencies. Further, all http://www.zoom.us/

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Bidders must disclose the name of any officer or employee of the City who owns, directly or indirectly, any interest in the Offeror’s firm or any of its branches or affiliate companies.

CORPORATE STANDING AND AUTHORIZED SIGNATURE

The Proposer must demonstrate that the company is in good standing and that the person signing this proposal is an authorized signatory on behalf of the Proposer to negotiate and/or sign contracts, agreements, amendments and related documents to which the Proposer will be duly bound. Examples of satisfactory demonstration documents include:

A. A copy of your Articles of Incorporation listing the approved signatories of the corporation.

B. A copy of a resolution listing the members of staff that are authorized signatories for the company.

C. A letter from a corporate officer listing the members of staff that are authorized signatories for the company.

DISPUTES

In case of any doubt or difference of opinion as to the items to be furnished hereunder, the decision of the City of Oviedo City Manager shall be final and binding on both parties.

EFFECTIVENESS AND DURATION

A sample Agreement, of which is attached as "Exhibit A", will be the contracting mechanism for the bid award. This agreement may not be amended and any exceptions noted by the bidder to this document will not be considered. Exhibit A is an example only and shall not be included as part of your submittal. The agreement alone will not authorize the work or purchase of materials or require the City to place any orders for work or materials. Required services and/or materials will be specifically enumerated, described and depicted in the Purchase Order or Work Order authorizing the purchase of the specific service and/or materials.

During the term of the Contract, the City may require changes which alter the contract specifications provided that such changes are within the general scope of the contract. The parties agree to renegotiate to comply with any applicable current or revised state laws, regulation, or increases/decreases in allocations making any changes in the contract necessary. Modifications of provisions shall only be valid through execution of a formal contract amendment, and duly signed by both parties. There are no obligations to agree by either party.

QUANTITIES

The City of Oviedo will not be held to any maximum or minimum purchase quantities as a result of this solicitation and/or resulting contract.

FEDERAL AND STATE TAX

The City of Oviedo is exempt from Federal and State Sales and Use Taxes for tangible personal property. Contractors doing business with the City shall not be exempted from paying sales tax to their Suppliers for materials to fulfill contractual obligations with the City nor shall any Contractor be authorized to use the City’s Tax Exemption Number in securing such materials.

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FORMAL PROTEST PROCEDURES

Any actual or prospective bidder, bidder, or vendor who is aggrieved in connection with a solicitation or award of bid or contract may protest to the Procurement Manager within ten (10) calendar days after such aggrieved person knows or should have known of the facts giving rise Thereto. Said protest shall be in writing and shall state with specificity the grounds therefore and also the action requested of the Procurement Manager.

A. The Procurement Manager shall attempt to settle or resolve the protest. The Procurement Manager shall render a decision, in writing, within ten (10) calendar days following receipt of the protest. No bid award will be made during this time.

B. Any person aggrieved by the decision of the Procurement Manager may appeal to the Finance Director within ten (10) calendar days from the date of the Procurement Manager’s written decision. Any such appeal shall be accompanied by a certified check or cash protest bond equal to five percent (5%) of the aggrieved vendor’s bid made payable to the City, and shall state with specificity the grounds therefore and also the action requested of the Finance Director. The Finance Director shall attempt to settle or resolve the matter. The Finance Director shall render a decision, in writing, within ten (10) calendar days following receipt of the appeal. No bid award will be made during this time.

If protest is rescinded, the protest bond is returned.

C. Decisions of the Finance Director may be appealed to the City Manager by submission to the City Clerk of a written request of appeal within ten (10) calendar days from the date of the Finance Director’s written decision. The written request shall state with specificity the grounds for the appeal and also the action requested of the City Manager. No bid award will be made during this time.

D. The City Manager shall render a decision, in writing, within ten (10) days following receipt of the appeal. The decision of the City Manager shall be final and shall represent the position of the City.

E. Timely filing of the protest and/or appeals is jurisdictional. If the appeal is taken to court and the City’s decision is reversed, the protest bond will be returned. If the appeal is taken to court and the City’s decision is upheld, the protest bond is forfeited to the City as a cost reimbursement to the City with the recognition of the bidder that the calculations of damages to the City would be speculative with regard to the waging of the appeal and that the forfeiture of the bond is a reasonable manner in which to assess those costs.

F. In the event of a timely protest and/or appeal, the City shall not proceed further with the solicitation or with the award of the bid/contract unless the Procurement Manager, after consultation with the head of the using Department and the City Attorney, forwards to the City Manager a written request to award the contract without delay in order to protect the public health, welfare or safety.

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GOVERNING LAW/JURISDICTION

The interpretation, effect, and validity of any contract(s) resulting from this solicitation shall be governed by the laws and regulations of the State of Florida. Venue of any court action shall be in Seminole County, Florida. In the event that a suit is brought for the enforcement of any term of the contract(s).

JUDGEMENTS/LEGAL FINDINGS

By submitting this bid for consideration, the Bidder affirms that they currently have no judgements or other legal findings nor have any pending judgments or other legal findings against the company or any of its executives, with any federal, state or local governmental entities that in any way could impact or have the potential to impact their ability to complete any contract awarded them as a result of this bid. Failure to disclose any such judgments and/or findings will result in the termination of any contracts and other penalties as deemed legal and appropriate by the City.

LEGAL REQUIREMENTS

Federal, State, County and local laws, ordinances, rules and regulations that in any manner affect the item(s) covered herein apply. Lack of knowledge by the bidder will in no way be cause for relief from responsibility.

LIABILITY

The City of Oviedo assumes no responsibility for the cost of preparing this Invitation to Bid. The awarded Bidder(s) shall hold and save the City of Oviedo, its officers, agents and employees harmless from liability of any kind in the performance of or fulfilling the requirement of the Purchase Order or Contract which may result from award of this solicitation.

MISTAKES

In the event of extension errors, the unit price will prevail and the Bidder’s total offer will be corrected accordingly. In the event of addition errors, the extended totals will prevail and the Bidder’s total will be corrected accordingly. Bidders must check their bid where applicable. Failure to do so will be at the Bidder’s risk.

PAYMENT

In order for the City to provide payment, the Bidder shall submit a fully documented invoice that provides the basic information set forth in the agreement. The invoice shall be submitted to the City within thirty (30) calendar days after the service has been rendered. It shall be understood that such invoices shall not be submitted for payment until such time as the service has been completed and a City representative has reviewed and approved the service.

The Bidder shall be paid upon submission of invoices to the Accounts Payable, City of Oviedo, 400 Alexandria Blvd, Oviedo, Florida 32765. Invoices are to be billed at the prices stipulated on the Purchase Order and as outlined in this bid. All invoices must show the City of Oviedo Purchase Order Number.

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PUBLIC RECORDS

The CONTRACTOR agrees to fully comply with all State laws relating to public records. In order to comply with Section 119.0701, Florida Statutes, the CONTRACTOR must: (1). Keep and maintain public records required by the City to perform the service, (2). Upon request from the City 's custodian of public records, provide the public with a copy of the public records requested or allow the records to be inspected or copied within a reasonable time and at a cost that does not exceed the cost provided in Chapter 119, Florida Statutes, or as otherwise provided by law, (3) Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the term of this Agreement and following completion of this Agreement if the CONTRACTOR does not transfer the records to the City, (4) Upon completion of this Agreement, transfer, at no cost, to the City all public records in possession of the CONTRACTOR or keep and maintain public records required by the City to perform the service. If the CONTRACTOR transfers all public records to the City upon completion of this Agreement, the CONTRACTOR shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements.

If the CONTRACTOR keeps and maintains public records upon completion of this Agreement, the CONTRACTOR shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the City, upon request from the City's custodian of public records, in a format that is compatible with the information technology systems of the City, and (5). If the CONTRACTOR does not comply with a public records request, the City shall enforce any and all Agreement provisions in accordance with this Agreement and the CONTRACTOR shall be subject to all rights and remedies of the City and the public under controlling State law.

A request to inspect or copy public records relating to this Agreement must be made directly to the City. If the City does not possess the requested records, the City shall immediately notify the CONTRACTOR of the request, and the CONTRACTOR must provide the records to the City or allow the records to be inspected or copied within a reasonable time. Failure by the CONTRACTOR to grant such public access and comply with public records requests shall be grounds for immediate unilateral cancellation of this Agreement by the City. The CONTRACTOR shall promptly provide the City with a copy of any request to inspect or copy public records in possession of the CONTRACTOR and shall promptly provide the City with a copy of the CONTRACTOR’s response to each such request.

The CONTRACTOR agrees that if any litigation, claim, or audit is started before the expiration of the record retention period established above, the records shall be retained until all litigation, claims or audit findings involving the records have been resolved and final action taken.

IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER

119, FLORIDA STATUTES, TO THE CONTRACTOR’S (CONTRACTOR’S) DUTY TO

PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE

CUSTODIAN OF PUBLIC RECORDS AT (407) 971-5504, ELIANNE RIVERA, CITY

CLERK, CITY HALL, CITY OF OVIEDO, 400 ALEXANDRIA BOULEVARD, OVIEDO,

FLORIDA 32765, ERIVERA@CITYOFOVIEDO.NET.

mailto:ERIVERA@CITYOFOVIEDO.NET

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PUBLIC ENTITY CRIMES

Pursuant to Section 287.133(12)(a) of the Florida Statutes, “A person or affiliate, who has been placed on the convicted vendor list following a conviction for a public entity crime, may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or CONTRACTOR under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY TWO ($35,000) for a period of 36 months from the date of being placed on the convicted vendor list.”

QUALIFICATIONS OF RESPONDENTS

Before awarding the bid, the City of Oviedo reserves the right to require the bidder to submit such evidence of his/her qualifications and experience as it may deem necessary, and may consider any evidence available to it of the financial, technical and other qualifications and abilities of a bidder.

RESPONSIVENESS

Responses shall conform in all material respects to the solicitation in order to be considered for award. Any bid which fails to conform to the solicitation’s essential requirements may be rejected.

Any Bid which is not provided on the City form or fails to include the requested information, may be considered non-responsive and disqualified from consideration for award. The City shall notify any bidder in writing whose bid has been deemed non-responsive.

RIGHT OF REJECTION BY THE CITY

Notwithstanding other provisions of this bid document, the City reserves the right to award this contract to the firm that best meets the requirements of the City. Further, the City reserves the right to reject any or all submittals prior to execution of the contract, with no penalty to the City.

RESTRICTED DISCUSSIONS

From the date of issuance of this solicitation until final City Council approval, vendors shall not discuss the solicitation or any part thereof with any employee, agent, or any representative of the City except as expressly authorized by the designated Procurement Manager.

SIGNATURE OF BIDDER

The Bidder shall sign the Bid response forms in the space provided for the signature. If the Bidder is an individual, the words, "Doing Business As (business name)", or "Sole Owner"' shall appear beneath his signature. In the case of partnership, the signature of at least one of the partners shall follow the company name and the words, "Member of Firm", should be written beneath such signature. If the Bidder is a corporation, the title of the officer signing the Bid response on behalf of the corporation shall be stated. An electronic signature may be used and shall have the same force and effect as a written signature.

STATE REGISTRATION REQUIREMENTS

Any corporation submitting a bid in response to this solicitation shall either be registered or have applied for registration with the Florida Department of State in accordance with the provisions of Chapter 607, Florida Statutes. A copy of the registration/application may be required prior to

ITB 26-04: Pest Control Services Page 10 award of a contract. Any partnership submitting a response to this Solicitation shall have complied with the applicable provisions of Chapter 620, Florida Statutes. For additional information on these requirements, please contact the Florida Secretary of State’s Office, Division of Corporations, (800) 755-5111 (http://www.dos.state.fl.us).

VERIFICATION OF EMPLOYMENT STATUS

The Contractor is required to be registered with the U.S. Department of Homeland Security’s E- Verify system prior to entering into a contract with the City of Oviedo. The Contractor shall use the E-Verify system to verify the employment eligibility of all new employees hired by the Contractor during the contract term. The Contractor shall include an express provision in all of its subcontracts requiring subconsultants, who perform work or provide services pursuant to the contract, to use the E-Verify system to verify the employment eligibility of all new employees hired by the subconsultant during the contract term. Only those employees determined eligible to work within the United States shall be employed under this contract.

By submission of a bid or proposal in response to this solicitation, the Contractor affirms that all employees in the above categories shall undergo e-verification before placement on this contract.

The Contractor shall commit to comply with this requirement by completing the E-Verification Certification form attached to this solicitation.

A public employer, consultant, or subconsultant who has a good faith belief that a person or entity with which it is contracting has knowingly violated Section 448.09(1), Florida Statutes is obligated to terminate the contract with the person or entity pursuant to Section 448.095(2)(c)1, Florida Statutes. If the City terminates the contract for the foregoing reason, the consultant will be liable for any additional costs incurred by the City as a result of the termination of the contract.

REFERENCES

The Bidder shall provide a minimum of three (3) previous and current clients including name, address, phone number, e-mail address, and contact person. The City intends to conduct reference checks of those clients. These checks will be used to validate the Bidder’s past performance and determine overall satisfaction with the Bidder’s services.

PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL OR IDEOLOGICAL INTERESTS IN

GOVERNMENT CONTRACTING

Bidders are hereby notified of the provisions of section 287.05701, Florida Statutes, as amended, that the city will not request documentation of or consider a bidder's social, political, or ideological interests when determining if the bidder is a responsible bidder. Bidders are further notified that the city's governing body may not give preference to a bidder based on the bidder's social, political, or ideological interests.

EVALUATION OF BIDS

Awards shall be made to the responsive and responsible bidder(s) whose bids are determined to be the most advantageous to the City, taking into consideration the evaluation factors set forth below:

A. Price

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B. References C. The ability of the company to perform this contract

The successful bidder must be registered on Sunbiz and licensed to do business in the State of Florida.

NOTICE OF INTENT TO AWARD

The Procurement Division shall publicly post a Notice of Intent to Award for a minimum period of three (3) business days on the City of Oviedo website via VendorLink at: Oviedo, FL | Official Website (cityofoviedo.net).

BID AWARD

The City of Oviedo reserves the right to accept or reject any or all bids which they may deem to best serve the interest of the City and the City reserves the right to waive technicalities or informalities.

The City has the sole discretion and reserves the right to cancel this solicitation, to reject any and all submittals, to waive any and all informalities and/or irregularities, or to re-advertise with either the identical or revised specifications, if it is deemed to be in the best interest of the City to do so.

The selected bidder(s) will be expected to execute the City’s standard agreement provided in Exhibit A and provide all the needed insurance certificates and endorsements per that agreement.

Each bidder shall become familiar with all the terms contained in the agreement and be willing to execute the agreement before submitting a bid. There shall be no exception to either the scope of services or the terms of the agreement. The services to be provided under the agreement will be provided on an as needed basis using work orders and purchase orders issued by the City.

A Purchase Order will identify the project on which the services are to be provided and the purchase order date shall be the authorization for the services to begin.

PURCHASING AGREEMENTS WITH OTHER GOVERNMENTAL AGENCIES

All Contractors submitting a response to this solicitation agree that such response also constitutes a submittal to all governmental agencies within the State of Florida, under the same conditions, for the same contract price, and for the same effective period as this proposal, should the Contractor feel it is in their best interest to do so. Each governmental agency desiring to accept these submittals, and make an award thereof, shall do so independently of any other governmental agency. Each agency shall be responsible for its own purchases and each shall be liable only for materials and/or services ordered and received by it, and no agency assumes any liability by virtue of this solicitation. This agreement in no way restricts or interferes with the right of any governmental agency to re-solicit any or all items.

https://www.cityofoviedo.net/ https://www.cityofoviedo.net/

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ANTICIPATED TIMETABLE

Release of Invitation to Bid August 24, 2025 Pre-Bid Meeting/Site Visits September 3, 2025 at 10:30AM Deadline for Written Questions September 10, 2025 Bid Due Date September 18, 2025 Anticipated Award Date October 2025

All dates are tentative. The City reserves the right to change scheduled dates.

SUBMITTAL OF BIDS

For purposes of this solicitation, a sealed bid is considered a bid submitted using VendorLink. The bid must be received no later than 2:00 PM September 18, 2025, to ensure correct bid formatting, bidders shall:

1. Submit Bid electronically through VendorLink.

2. Upload files only in MS Word (.doc or .docx), Excel (.xls or .xlsx), Adobe Portable Document

Format (.pdf); or Compressed File (ZIP) formats.

3. Enable printing on files submitted.

4. Contact VendorLink technical support at support@evendorlink.com if technical difficulties arise during bid submission.

5. Follow all instructions outlined in this ITB and provide all requested information.

An unsigned bid is not a valid offer, therefore, failure to sign in the space provided on the Bid Form will result in the bid being considered non-responsive and the bid rejected. It is not a minor technicality which the City reserves the right to waive. An electronic signature may be used and shall have the same force and effect as a written signature.

The City may ask awarded bidders to supply one (1) hard copy set with original, written signatures and original forms, prior to the contract execution. Hard copy bids should not be submitted unless specifically requested by the City.

All bids are subject to the conditions specified herein and on any attached sheets, specifications, special conditions or vendor notes.

RESPONSE DUE DATE AND TIME

All responses are due no later than 2:00 PM Eastern Standard Time on September 18, 2025 or as may be revised by written addenda. Bids not in possession of the City by the due date and time shall be deemed late and shall not be considered for award.

The responsibility for submitting a bid before the stated due date and time is solely and strictly the responsibility of the bidder. The City is not responsible for delays caused by technical problems, any internet outages or delays incurred by electronic delivery, or any other occurrence.

mailto:support@evendorlink.com

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QUESTIONS

All questions concerning this solicitation shall be submitted in writing to the name and e-mail address listed below prior to August 22, 2025 at 5:00 p.m. (Eastern Standard Time). All responses to questions will be in the form of an addenda that will be posted on VendorLink.

Jacqueta Scott, Procurement Manager E-mail: jscott@cityofoviedo.net

Respondents will be required to acknowledge receipt of addenda, if any, on the Acknowledgement of Addenda Form included in this bid document. It is the responsibility of the prospective respondents to check VendorLink for addenda and other important information pertaining to this solicitation.

PROPRIETARY INFORMATION

In accordance with Chapter 119 of the Florida Statutes (Public Records Law), and except as may be provided by other applicable State and Federal Law, all bidders should be aware that Invitation to Bids and the responses thereto are in the public domain. However, the bidders are requested to identify specifically any information contained in their proposals which they consider confidential and/or proprietary and which they believe to be exempt from disclosure, citing specifically the applicable exempting law.

All proposals received from bidders in response to this Invitation to Bid will become the property of the City of Oviedo and will not be returned to the bidders. In the event of contract award, all documentation produced as part of the contract will become the exclusive property of the City.

EFFECTIVE PERIOD OF BIDS

All proposals must state the period for which the proposal shall remain in effect. Such period shall not be less than one hundred twenty (120) days from the proposal date to allow for the evaluation and selection process and proper execution of the Agreement.

CONTRACT TERM

The contract term shall be for a period of three (3) years beginning on date of execution of the Goods and Services Agreement. The City may renew the contract for two (2) additional one (1) year periods subject to vendor acceptance, satisfactory performance and the City’s determination that a renewal will be in the best interest of the City.

LICENSES, PERMITS, OR FEES

It shall be the responsibility of the Bidder to obtain any and all licenses and permits as required, to complete this service. The following licensing requirements shall apply when the applicable Florida Statute mandates specific licensing for Contractors engaged in the type of work covered by this bid; State of Florida, Department of Professional Regulation. Failure to hold and provide proof of proper licensing, certification and registration may be grounds for rejection of the bid.

mailto:jscott@cityofoviedo.net

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DEBARRED OR SUSPENDED BIDDERS

The Bidder certifies, by submission of its bid, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in contracting with any federal department or agency. The City reserves the right to reject any bid from a debarred or suspended Bidder or from a Bidder whose principals are debarred or suspended.

ELECTRONIC SIGNATURES

The successful bidder consents and agrees to the execution of documents using electronic signatures as allowed by the provisions of Florida Statutes §668.001-006 – The Florida Electronic Signatures Act of 1996.

INSURANCE

Each vendor shall include in its solicitation response package proof of insurance capabilities. This does not mean that the vendor must have the coverage prior to submittal, but, that the coverage must be purchased and in place prior to a purchase order or contract being executed by the City.

A certificate of insurance indicating that the awarded vendor has coverage in accordance with the requirements of this section shall be furnished by the vendor to the Procurement Division within five (5) working days of such request and before any work begins. An Additional Insured Endorsement showing the City of Oviedo has been added as additional insured to the General liability policy is required. An indemnification and hold harmless agreement signed by an authorized representative of the firm is also required.

The vendor shall provide and maintain at all times during the term of any contract, without cost or expense to the City, policies of insurance insuring the contractor against any and all claims, demands or causes of action whatsoever, for injuries received or damage to property relating to the performance of duties, services and/or obligations of the vendor under the terms and provisions of the contract. Certificate(s) of insurance shall provide for a minimum of forty-five

(45) days prior written notice to the City of any change or cancellation of the required insurance.

Certificate(s) of insurance shall identify “ITB 26-04 Pest Control Services” in the Description of Operations section of the Certificate.

The Standard Insurance Requirements for the City is included on Page 22.

The contractor shall be responsible for subcontractors and their insurance. All deductibles or self-insured retention shall appear on the certificate(s) and shall be subject to approval by the City. At the option of the City, the insurer shall reduce or eliminate such deductible or self-insured retention; or the contractor shall be required to procure a bond guaranteeing payment of losses and related claims expenses.

All insurance companies must be authorized to transact business in the State of Florida. The City shall be exempt from, and in no way liable for, any sums of money, which may represent a deductible in any insurance policy. The payment of such deductible shall be the sole responsibility of the vendor and/or subcontractor providing such insurance.

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Failure to obtain and maintain such insurance as set out above will be considered a breach of contract and may result in termination of the contract for default. Neither approval by the City of any insurance supplied by the vendor, nor a failure to disapprove that insurance, shall relieve the vendor of full responsibility of liability, damages, and accidents as set forth herein.

SECTION 3: PURPOSE

The City of Oviedo is seeking vendors to solicit bids from professional, qualified, experienced, and licensed companies for the provision of regular, preventative Pest Control Services and nuisance pest services. The services shall include all labor, material, equipment, permitting, and all other requirements by the Contractor necessary to perform the work specified herein.

During this period, the City of Oviedo shall reserve the right to seek qualifications and/or proposals from other individuals or firms for specialized projects or services, as deemed to be in the best interest of the City of Oviedo.

MINIMUM QUALIFICATIONS

Submittals will be considered only from firms that have been engaged in providing similar services as specified herein for a period of not less than three (3) years continuously, and who are presently engaged in providing these services.

The awarded firm must be registered on Sunbiz and licensed to do business in the State of Florida.

correction.

ITB 26-04: Pest Control Services Page 16

SECTION 4: SCOPE OF SERVICES

The Vendor shall perform Pest Control Services for all the facilities listed on the Attachment - Price

Sheet. Additional locations may be added or deleted at any time throughout the duration of the contract period. The Vendor will be required to provide service to any additional locations subject to all conditions identified herein and subject to the Vendor’s price submitted in the Attachment -

Price Sheet.

Pest control services include the control, or prevention, by a comprehensive approach that considers various suppression techniques, the habitat of the pest, and inter-relationships between the pest populations and the ecosystem. The work to be performed by the Vendor shall include, but is not limited to, the supply of all labor, materials, equipment, tools, licenses, permits and all other accessories, services, activities, and procedures necessary to perform the scope of work of this contract. All pest control applications shall follow labeled precautions and be performed by experienced employee(s) familiar with applications using Florida Green Industries Best

Management Practices Manual.

For the key pests found in and around City facilities (foraging and nesting ants, mice, rats, yellow jackets, bees, paper wasps, oriental cockroaches, German cockroaches, American cockroaches, bedbugs, “occasional invaders”, termites, carpenter ants, nuisance wildlife including but not limited to bats, birds, snakes, squirrels, racoons, other minor animals that have invaded City facilities/properties). Services shall include 1) Seasonal stinging insect nest removals from the facilities including the exterior of the facilities, and any structures on the City grounds. This may include removals from air vents and mechanical areas on the roof of specific facilities if deemed necessary by staff: 2) Species-specific management techniques for primary pest species including nonchemical and chemical techniques: and 3) Management of chronic ant, cockroach, and rodent problems.

NOTE: this list in no way represents a total listing of all the pests or control strategies that constitute the range of problems or management techniques covered by this bid solicitation.

1. PERMITS/LICENSES

The Vendor shall, without additional cost to the City, obtain all licenses and permits required to prosecute the work and comply with all applicable Federal, State, and local laws, rules and regulations. Evidence of such permits and licenses shall be provided with the bid submission and immediately thereafter in the event of change.

2. VENDOR’S CONTACT INFORMATION

The Vendor shall maintain current business address, telephone/cellular, and email service and provide the contact information to the City. These communication means shall be available to receive requests from the City at all hours, including days, nights, weekends, and holidays. The City will limit after-hours requests as much as possible; however, emergencies may arise that require immediate notification. The Vendor shall notify the

ITB 26-04: Pest Control Services Page 17

Facilities Manager’s authorized representative in writing of any changes to the contact information within twenty-four (24) hours.

3. VENDOR IDENTIFICATION

All Vendor personnel working on City sites shall wear distinctive uniforms and/or clothing identifying the Vendor. Vendor’s vehicles shall also be identified in accordance with local and state regulations and shall be operated in a safe manner while on City property.

4. TREATMENT AREAS

Provide pest control services on a scheduled basis once a month for all facilities listed on

Attachment – Price Sheet. When infestations occur, the Vendor shall perform follow-up inspections and, if required, perform appropriate re-treatment (call back), at no additional cost to the City. The monthly pest control will include crack and crevice treatment of all major areas including, but not limited to, all the following:

Interior

Kitchen sink, disposal, and dishwasher

Kitchen area, in general

Around refrigerator

Washer and Dryer

Water heater and surrounding areas

All bathroom areas and spaces

All work areas and spaces

Exterior

Building Exterior

Eaves, window wells, and door frames

5. RESPONSE TIMES

The response time for pest control re-treatment (call back) services, other than nuisance pest control, shall be forty-eight (48) hours from the time of notification by the City. This response time means inspection and treatment by the Vendor, not merely an acknowledgment of the City’s request. If the request is made after 3:00pm on Friday or preceding any City holiday, the response time shall be within seventy-two (72) hours from the notification time.

6. NUISANCE PEST CONTROL (OUT OF SCOPE OF MONTHLY PEST CONTROL)

Response time for nuisance pest control, such as for bees, wasps, rodents (rats/mice, etc.), gnats, etc. shall be within twenty-four (24) hours from the time of notification to the

Vendor by the City. This response time means inspection and appropriate treatment by the Vendor, not merely an acknowledgment of the City’s request. If the request is made after 3:00pm on Fridays or preceding any City holiday, the response time shall be within seventy-two (72) hours from the notification time. The authorized representative from the

Facilities Maintenance will submit a Work Order to the Vendor, describing the service

ITB 26-04: Pest Control Services Page 18 needed, location, and Point of Contact. The Vendor shall provide a quote, based on the bid price sheet, and include the extent of services and duration of time. Upon approval of the quote, the City will issue a Purchase Order to the Vendor. Some requests are to be billed at no charge to the City if the request is linked to the monthly pest control, such as re-treatment.

Use of bait for rodent control is expressly prohibited inside the City facilities under this contract. Rodent control shall be accomplished with traps or glue boards only, which shall allow retrieval and removal of the rodent. Rodent traps shall be checked and/or reset within three (3) days of installation and every three (3) days thereafter, until the removal process is complete. All traps will be monitored daily for a minimum of one week, checking on the traps every three (3) days with supporting service slips for each visit. Provide an inspection report after all rodents have been removed from the facility. All report results shall be emailed to the Facilities Manager and designee.

7. INSPECTION

Each phase of the services rendered is subject to inspection by the City during the Vendors operations and/or after the completion of the service. Any defective or incomplete work will be immediately brought to the attention of the Vendor. The Vendor shall meet with the authorized representative from Facilities Maintenance to discuss the work in question without delay. The Vendor’s failure to respond to deficiencies shall be cause for termination, or adjustment in contract price based on the City’s estimate of work not performed utilizing the Vendor’s price per facility. The City may sample the Vendor’s pesticides and inspect equipment and materials at any time.

8. RETREATMENT REQUEST (CALL BACKS)

The Vendor shall, within twenty-four (24) hours (weekends and holidays excepted) after receiving notice from the authorized representative of Facilities Maintenance, and at no additional charge to the City, re-treat previously treated areas when inspection reveals that inadequate control was obtained with the initial treatment. A dated service slip indicating the pesticide used, signed by the customer Point of Contact indicated on the

Work Order issued by the City, shall be provided to the Facilities Manager and designee within twenty-four (24) hours of treatment. If a call back is handled as part of the regular monthly service, a separate call-back slip must still be sent to the Facilities Manager and designee within twenty-four (24) hours. There is no limit to the number of for re-treatment of control failures.

9. CHEMICAL ROTATION

Crack and crevice treatment must be performed to the following specifications. All cracks and crevices capable of harboring pests, such as cockroaches, ants, fleas, ticks, spiders, silverfish, and other insects will be treated with a residual insecticide as a liquid or aerosol.

Dusting is not permitted. A crack or crevice is any junction between two elements of construction or equipment that is capable of harboring pests. Examples of such cracks or

ITB 26-04: Pest Control Services Page 19 crevices are between the kitchen cabinet and the wall, between the baseboard and the wall, between the refrigerator and the cabinet or wall, between construction members of cabinets, hinges of cabinet doors, electrical switch plates, between the wall cabinet and the wall, between plumbing and elements of construction and other similar situations.

10. EMPLOYEE SENSITIVITIES

When the City has placed the vendor on notice of any City employee’s sensitivity to any pesticide, the vendor shall coordinate with the City prior to application of pesticides in the facility where the employee conducts work.

11. SUBCONTRACTING

Subcontracting of Services is prohibited under this contract.

12. SAFETY REQUIREMENTS

All pesticides shall be procured, processed, handled, and applied in strict accordance with the manufacture’s label which shall be registered with the Environmental Protection

Agency (EPA) and applicable State Lead Agency for enforcement of the Federal Insecticide, Fungicide, and Rodenticide Act (FIFRA). The Vendor shall take the necessary precautions and bear the sole responsibility for the safety of the methods employed in performing the work. The Vendor shall always comply with the regulations set forth by federal, state, and local laws, rules, and regulations concerning "OSHA" and all applicable state labor laws, regulations, and standards. In accordance with Chapter 487 of the Florida Statutes, it is the

Vendor’s responsibility to identify and to provide to the Facilities Maintenance a Material

Safety Data Sheet (MSDS) for any material, as may apply to this contract. Dispose of all pesticides, residue, and containers in accordance with the label or other regulatory requirements. Pesticide refuse, and other pesticide-contaminated waste shall not be disposed of in refuse containers on property treated under this contract.

ITB 26-04: Pest Control Services Page 20

SECTION 5. INFORMATION TO BE INCUDED IN SUBMITTAL

In order to facilitate the bid review process, it is required that bids be organized in the manner specified below.

• Bid Form

• Competitive Solicitation Acknowledgement Form, Attachment A

• Statement of Insurance Compliance Form, Attachment B

• Non-Collusion Affidavit of Bidder, Attachment C

• Conflict of Interest Statement, Attachment D

• Disputes Disclosure Form, Attachment E

• Drug Free Workplace Certification Form, Attachment F

• Public Entity Crime Information Statement, Attachment G

• Organizational Information, Attachment H

• Prohibition Against Contracting with Scrutinized Companies, Attachment I

• Human Trafficking Affidavit, Attachment J

• Foreign Entity Law Affidavit, Attachment K

• Compliance with Employment Eligibility Requirements, Attachment L

• References, Attachment M

• Acknowledgment of Addenda (if applicable), Attachment N

• Proof of Licenses/Certification - including; but not limited to: (1) provide proof of proper State of Florida business licensure and professional certification(s)/registration(s) in the State of Florida.; (2) provide proof of corporate registration to operate in the State of Florida by the Department of State, Division of corporations http://dos.myflorida.com/sunbiz/

• Proof of Insurance

• Current W-9 Form

The City of Oviedo or its authorized representative reserves the right to obtain all documentation deemed appropriate to verify the Contractor is meeting all regulations and specification requirements.

http://dos.myflorida.com/sunbiz/

City of Oviedo

ITB 26-04

Pest Control Services Bid Form

Location Address Square Feet

Monthly Service Charge

Annual Total

City Hall 400 Alexandria Blvd 14,548 -$ -$ City Hall Annex 320 Alexandria Blvd 9,988 -$ -$ Wellness Clinic 310 Alexandria Blvd 3,000 -$ -$ Public Safety Building/Police Station 300 Alexandria Blvd 15,761 -$ -$ Gymnasium & Aquatic Facility 148 Oviedo Blvd 20,000 -$ -$ Gymnasium Trailhead Restrooms 148 Oviedo Blvd 400 -$ -$ Public Works Administration 1655 Evans Street 5,394 -$ -$ Public Works Fleet 1651 Evans Street 7,905 -$ -$ Public Works Dial Building 1725 Evans Street 7,200 -$ -$ Oviedo Sports Complex (OSC) 1251 E.