Pest_and_Termite_Control_Services_(Addendum_#2_Revision).pdf

CITY OF TUCSON

REQUEST FOR PROPOSAL

240058

PEST AND TERMITE CONTROL SERVICES

Due Date: Thursday, July 11, 2024

City of Tucson

255 W Alameda St

Tucson, AZ 85701

Procurement portal https://secure.procurenow.com/portal/tucson-az

Public Portal https://secure.procurenow.com/portal/tucson-az/projects/58547

PUBLISH DATE: June 17, 2024 https://secure.procurenow.com/portal/%7Bproject.government.code%7D https://secure.procurenow.com/portal/%7Bproject.government.code%7D/projects/%7Bproject.id%7D https://secure.procurenow.com/portal/%7Bproject.government.code%7D/projects/%7Bproject.id%7D

CITY OF TUCSON REQUEST FOR PROPOSAL NO. 240058

BUSINESS SERVICES DEPARTMENT Page 2 of 66 SHARED SERVICES PROCUREMENT DIVISION RESPONSIBLE CONTRACT OFFICER: Trina Miller

255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 PH: (520) 837-4135

Attachments:

A - Offer and Acceptance B - FCM Approved In-House Key Procedure - Sample Document C - FTA Terms, Conditions and Certifications

D - HUD-5369-B

E - HUD-5370-C, Section I F - HUD-5370-C, Section II

G - HUD-MWRD (FY22-23)

H - Section 3 (FY25) I - Price Page - Group 1 (FCM) J - Price Page - Group 2 (HCD) K - Price Page - Group 3 (TPD SDU)

BUSINESS SERVICES DEPARTMENT Page 3 of 66

A. NOTICE

A.1. CITY OF TUCSON

NOTICE OF REQUEST FOR PROPOSAL NO 240058

TITLE: Pest and Termite Control Services

SUBMITTAL DUE DATE: Thursday, July 11, 2024 AT 2:00 P.M. LOCAL AZ TIME

PRE-SUBMITTAL CONFERENCE DATE: Tuesday, June 25, 2024

TIME: 1:00 pm LOCAL AZ TIME

LOCATION: MICROSOFT TEAMS VIRTUAL MEETING

Or dial in by phone

+1 213-293-2303,,699077417# United States, Los Angeles

Phone conference ID: 699 077 417#

Find a local number| Reset dial-in PIN

QUESTIONS SHALL BE DIRECTED TO: Trina Miller

(520) 837-4135 trina.miller2@tucsonaz.gov

Posted Date: Monday, June 17, 2024

Competitive sealed offers for the material or service specified in this solicitation must be submitted through the City’s online bidding system. No late submitted offer will be accepted or considered.

Reponses submitted in physical form or by facsimile or email will not be considered. Offerors are cautioned to commence the submittal process sufficiently ahead of time to allow for unanticipated delays resulting from things like a slow internet connection, internet outage, difficulty uploading large documents, differing system requirements, etc.

Questions about this solicitation must be addressed to the responsible Contract Officer listed herein.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_YTRkYmFjNDctZjAwMi00YWFkLTkxYjItMzEzZTg1YjNhOGVk%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%22311efc6e-29bf-40d3-a978-949fa972317c%22%7d tel:+12132932303,,699077417 https://dialin.teams.microsoft.com/2c60b41f-ade1-4bcb-8fa6-36d6e327015e?id=699077417 https://dialin.teams.microsoft.com/usp/pstnconferencing

BUSINESS SERVICES DEPARTMENT Page 4 of 66

B. INTRODUCTION

B.1. Summary

The City of Tucson is seeking proposals from qualified Offerors to establish annual requirements Contract(s) for pest and termite control services, as per the Scope of Work herein.

The Contract(s) will be primarily utilized by the Facilities and Communications Maintenance (FCM) Division of the Environmental and General Services Department (EGSD) for various City owned or leased facilities and sites (Group 1), the Housing and Community Development (HCD) Department for various City residential units and complexes (Group 2), and the Tucson Police Department (TPD) Service Dog Unit (SDU) for handlers' private residences (Group 3). It is the City’s intent to award by group:

• Group 1 - City Facilities (FCM)

• Group 2 - City Residential (HCD)

• Group 3 - TPD SDU

Proposals will be accepted from Offerors for one, two, or all three groups. Offerors must provide a price proposal as requested on each applicable Group's Price Page attached herein for the:

• Group (e.g., Group 1, Group 2, or Group 3),

• Combination of groups (e.g., Groups 1 and 2, Groups 2 and 3, or Groups 1 and 3), or

• All groups (e.g., Group 1, Group 2, and Group 3) for which an Offer is being submitted.

United States Federal Transit Administration (FTA) funding will be utilized for the services at various City owned or leased facilities and sites under this Contract for Group 1. Therefore, the services under this Contract for Group 1 are subject to the FTA terms and conditions which are included as an attachment to this solicitation and incorporated into this Contract for Group 1. These terms and conditions cannot be modified or negotiated. By submitting an offer for Group 1, the Offeror must agree to abide by the federal terms and conditions included as an attachment to this solicitation.

United States Department of Housing and Urban Development (HUD) funding will be utilized for the services at City public housing units and complexes under this Contract for Group 2. Therefore, the services under this Contract for Group 2 are subject to the HUD and Section 3 terms and conditions which are included as attachments to this solicitation and incorporated into this Contract for Group 2.

These terms and conditions cannot be modified or negotiated. By submitting an offer for Group 2, the Offeror must agree to abide by the federal terms and conditions included as attachments to this solicitation.

B.2. Background

Group 1 - City Facilities (FCM): The City Facilities and Communications Maintenance (FCM) Division of the Environmental and General Services Department (EGSD) administers pest and termite control services for multiple City departments throughout the Tucson metropolitan area.

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Group 2 - City Residential (HCD): The City Housing and Community Development (HCD) Department has approximately 1,900 housing units located throughout the Tucson metropolitan area. These units include high rise buildings, small multifamily complexes, duplexes, triplexes, and single-family homes.

Included in this portfolio are multiple units subsidized by the United States Department of Housing and Urban Development (HUD) Public Housing Program. The housing units are scattered across the City wards and grouped according to Asset Management Project (AMP) offices. The City is seeking to accommodate the pest and termite control needs of the residents at the multiple housing units administered by HCD.

Group 3 - TPD SDU: The Tucson Police Department (TPD) Service Dog Unit (SDU) currently has eight

(8) handlers who are charged with the care and maintenance of Police Service Dogs (PSD). While the City does not anticipate the SDU to increase to more than approximately a total of ten handlers, the City reserves the right to increase or decrease the assigned number of handlers within the SDU on as as-needed basis. PSDs reside with their handlers at the handlers’ respective private residences and will be secured during the time of scheduled service. PSDs are the property of the City; therefore, in the effort to safeguard that City property, pest control services are required at the handlers’ private residences. Handlers either reside within the City limits or within a 30-mile radius of Downtown Tucson.

B.3. Contact Information

Trina Miller Contract Officer Email: trina.miller2@tucsonaz.gov Phone: (520) 837-4135 Department:

EGSD

B.4. Timeline mailto:trina.miller2@tucsonaz.gov tel:(520)837-4135

BUSINESS SERVICES DEPARTMENT Page 6 of 66

Release Project Date June 17, 2024

Pre-Proposal Meeting (Non- Mandatory)

June 25, 2024, 1:00pm

MICROSOFT TEAMS VIRTUAL MEETING

Question Submission Deadline July 1, 2024, 5:00pm

Proposal Submission Deadline July 11, 2024, 2:00pm

BUSINESS SERVICES DEPARTMENT Page 7 of 66

C. SCOPE OF WORK

C.1. PEST CONTROL SERVICES – Group 1 - City Facilities (FCM)

A. The Contractor must be responsible to provide routinely scheduled and on an as-needed basis pest control services to include prevention, elimination, monitoring, and control of structural pests. Services must include but are not limited to clean out and control of the following pest types:

1. Ants, bed bugs, carpet beetles, crickets, fleas, flies, gnats, insects, lice, mites, mosquitoes, moths, roaches, scorpions, silverfish, spiders (including Black Widow and Brown Recluse), spider webs, ticks, and weevils.

2. Bees, hornets, and wasps - colonies, nests, and swarms.

3. Mice, pack rats, rats, and rodents.

B. Outside barrier treatment must include a dust, granule, or liquid to be applied around building perimeters, at the base of flower beds and trees adjoining buildings, door frames, fire hose storage areas, garage areas, pipe openings, pool areas, perimeter of rooms, single wall cavities, storage areas, thresholds, weep holes, windowsills, and any other areas to prevent pest migration into the building.

C. Inside treatment must include a similar application as the outside barrier treatment of all wall floor joints, baseboards, closets, custodial closets, bottom of drawers and shelves, inside perimeter, kitchens, locker areas, lounges, mechanical equipment rooms, molding, offices, pool equipment rooms, restrooms, under sinks and stoves, storage areas, traps, around water pipes, and any other areas necessary for effective control.

D. Mosquito treatment will include the application of adulticide, larvicide, and fog.

C.2. PEST CONTROL SERVICES – Group 2 - City Residential (HCD)

A. The Contractor must be responsible to provide routinely scheduled and on an as-needed basis pest control services to include prevention, elimination, monitoring, and control of structural pests. Services must include but are not limited to clean out and control of the following pest types:

1. Ants, bed bugs, carpet beetles, crickets, fleas, flies, gnats, insects, lice, mites, mosquitoes, moths, roaches, scorpions, silverfish, spiders (including Black Widow and Brown Recluse), spider webs, ticks, and weevils.

2. Bees, hornets, and wasps - colonies, nests, and swarms.

3. Mice, pack rats, rats, and rodents.

B. Outside barrier treatment must include a dust, granule, or liquid to be applied around building perimeters, at the base of flower beds and trees adjoining buildings, door frames, fire hose storage areas, garage areas, pipe openings, pool areas, perimeter of rooms, single wall cavities, storage areas, thresholds, weep holes, windowsills, and any other areas to prevent pest migration into the building.

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C. Inside treatment must include a similar application as the outside barrier treatment of all wall floor joints, baseboards, bedrooms, closets, custodial closets, dining rooms, bottom of drawers and shelves, inside perimeter, kitchens, living rooms, locker areas, lounges, mechanical equipment rooms, molding, offices, pool equipment rooms, restrooms, under sinks and stoves, storage areas, traps, around water pipes, and any other areas necessary for effective control.

1. Fog and/or foam treatment will be used around plumbing protrusions and/or wall voids when necessary.

D. Mosquito treatment will include the application of adulticide, larvicide, and fog.

E. Bait Boxes

1. The Contractor must be responsible to supply, install, monitor, re-bait, remove, and dispose of bait boxes and all pest carcasses in an appropriate and timely manner.

2. All bait boxes must be maintained in accordance with the Environmental Protection Agency (EPA) regulations, with an emphasis on the safety of non-target organisms.

3. All bait boxes will be placed and concealed out of the general view and in protected areas so as to not be affected by routine cleaning and other operations.

a. For bait boxes in concealed locations, the Contractor will clearly mark the outside of the wall or ceiling with colored tape or marking to identify the location of bait boxes and traps.

b. The Contractor will remove the marking when traps and carcasses are removed.

4. The lids of all bait boxes must be securely locked or fastened shut.

5. All bait boxes must be securely attached or anchored to the floor, ground, wall, or other immovable surface so that the box cannot be picked up or moved.

6. Bait must always be secured in the feeding chamber of the box and never placed in the runway or entryways of the box.

7. All bait boxes will be labeled on the inside with the Contractor's business name and address.

8. The Contractor will date all bait boxes at the time of installation and upon each service date.

F. Rodenticide treatment

1. Prior to the application of any rodenticide treatment, the Contractor must obtain approval from the Contract Representative or City designee.

2. All rodenticides, regardless of packaging, must be placed either in locations not accessible to children, pets, wildlife, and domestic animals or in EPA-approved tamper-resistant bait boxes.

3. Rodenticide application outside buildings must emphasize the direct treatment of pest burrows wherever feasible.

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C.3. PEST CONTROL SERVICES – Group 3 - TPD SDU

A. The Contractor must be responsible to provide routinely scheduled and on an as-needed basis pest control services to include prevention, elimination, monitoring, and control of structural pests, for the handlers' private residences of the Tucson Police Department (TPD) Service Dog Unit (SDU) who are charged with the care and maintenance of Police Service Dogs (PSD).

Services must include but are not limited to clean out and control of the following pest types:

1. Ants, bed bugs, carpet beetles, crickets, fleas, flies, gnats, insects, lice, mites, mosquitoes, moths, roaches, scorpions, silverfish, spiders (including Black Widow and Brown Recluse), spider webs, ticks, and weevils.

B. Outside barrier treatment must include a dust, granule, or liquid to be applied around residential perimeters, at the base of flower beds and trees adjoining buildings, door frames, garage areas, pipe openings, pool areas, perimeter of rooms, single wall cavities, storage areas, thresholds, weep holes, windowsills, and any other areas to prevent pest migration into the residence.

C. Inside treatment must include a similar application as the outside barrier treatment of all wall floor joints, baseboards, bedrooms, closets, dining rooms, bottom of drawers and shelves, inside perimeter, kitchens, living rooms, molding, offices, pool equipment areas, restrooms, storage areas, under sinks and stoves, storage areas, traps, around water pipes, and any other areas necessary for effective control.

D. Mosquito treatment will include the application of adulticide, larvicide, and fog.

E. TPD SDU handlers may choose to forgo pest control services at their private residences under this Contract in the event they have existing pest control services provided by their own personal means.

C.4. BEES, HORNETS, AND WASPS – Group 1 - City Facilities (FCM) and Group 2 - City Residential (HCD)

A. The Contractor must provide bee, hornet, and wasp treatment and removal as an emergency on-call service, seven (7) days per week, twenty-four (24) hours per day.

B. The price of bee, hornet, and wasp treatment and removal must be in accordance with the On- Call Service Request hourly labor rates as indicated on the applicable Price Page (Price Page

- Group 1 (FCM) and/or Price Page - Group 2 (HCD)) attached herein.

1. An additional charge may be quoted if the bee, hornet, or wasp treatment and removal is determined to be in a location requiring a ladder taller than eight (8) feet and/or is too significant of a nature that it would be unreasonable for one (1) pest control technician to handle alone.

a. These determinations must be made by and agreed upon by both the Contract Representative and the Contractor's designated (or alternate) representative.

C. The Contractor will apply residual spray and/or dust to wall voids where bees were present.

D. The Contractor must remove any remaining honeycomb, debris, and deceased bees.

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C.5. BED BUG INSPECTION AND TREATMENT – Group 1 - City Facilities (FCM)

A. The Contractor must provide bed bug inspection and treatment as an emergency on-call service, seven (7) days per week, twenty-four (24) hours per day.

B. Upon suspicion of bed bug exposure or presence and upon arrival to the City site, the Contractor must conduct inspection of bed bugs and identify the areas to be treated on an emergency basis.

C. The Contractor must immediately spot treat as needed to remediate the bed bug infestation and prevent the spread of the bed bugs to other areas.

D. After spot treatment, the Contractor must implement a plan for a full-site treatment within two

(2) business days.

E. The Contractor must move furniture and vacuum as needed for bed bug harborage zones.

F. The price of bed bug inspection treatment will be quoted at the time of the service request.

C.6. BED BUG INSPECTION AND TREATMENT – Group 2 - City Residential

(HCD)

A. The Contractor must provide bed bug inspection and treatment as an emergency on-call service, seven (7) days per week, twenty-four (24) hours per day.

B. Upon suspicion of bed bug exposure or presence and upon arrival to the City site, the Contractor must conduct inspection of bed bugs and identify the areas to be treated on an emergency basis.

C. The Contractor must immediately spot treat as needed to remediate the bed bug infestation and prevent the spread of the bed bugs to other areas.

D. Bed bug treatment plan and implementation

1. After spot treatment, the Contractor must implement a plan for a full-site treatment within two (2) business days.

2. The Contractor’s bed bug treatment service plan and implementation will include a minimum of three (3) treatment cycles, 7-10 days apart from each cycle.

3. The Contractor must provide a follow-up bed bug inspection one (1) to two (2) weeks after the third treatment cycle is complete.

4. The Contractor will notify the Contract Representative of the results upon completing the follow-up bed bug inspection.

5. Harborage zones

a. Treatment applications will be focused on bed bug harborage zones including but not limited to the following areas: along seams, folds, edges, and crevices of mattresses, box springs, bed frames, and headboards; along and beneath baseboards and molding;

along seams, folds, and crevices of upholstered furniture; at ceiling-wall junctures;

underneath enclosed areas; and behind wall-mounted items.

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b. The Contractor must remove wall plates, switch covers, and access panels for treatment application.

c. The Contractor must move furniture and vacuum as needed for treatment.

E. The Contractor must provide heat treatment application(s) as needed or upon request by the Contract Representative or City designee.

F. The price of bed bug treatment must be in accordance with the unit costs as indicated on the Price Page - Group 2 (HCD) attached herein.

G. Mattress and box spring encasements

1. The Contractor must provide mattress and box spring encasements, specifically for the control of bed bugs, as needed or upon request by the Contract Representative or City designee.

2. The price of mattress and box spring encasements must be in accordance with the unit costs as indicated on the Price Page - Group 2 (HCD) attached herein.

H. Preparation sheets and services

1. The Contractor must provide the tenant with a bed bug preparation sheet.

2. If a tenant is unable to perform his/her own treatment preparation, the Contractor may provide bed bug preparation services.

a. The price of bed bug preparation services will be quoted at the time of the service request and must be in accordance with the hourly labor rate as indicated on the Price Page - Group 2 (HCD) attached herein. The Contractor will guarantee that actual cost will not exceed 10% over the estimate.

b. The City reserves the right to obtain bed bug preparation services from another source when necessary.

C.7. TERMITE CONTROL SERVICES – Group 1 - City Facilities (FCM)

A. The Contractor must be responsible to provide new termite treatments on an as-needed basis and will have the opportunity to take over existing termite warranties for the City at various locations.

B. Existing Termite Treatments

1. The City has an expansive portfolio of facilities currently under warranty with various vendors. For facilities where the City has existing warranties with other termite pest control providers, the Contractor will be given the opportunity to take over that warranty.

C. New Termite Treatments

1. Liquid Termite Treatments

a. When requested, a liquid termite treatment will be applied through specific procedures clearly identified by the Contractor. The acceptable treatment options include but are not limited to trenching, down drilling, angle drilling, etc.

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b. When treating for termites, both the interior and the exterior perimeter of the building must be treated, when applicable.

c. Once treatment is completed, the disturbed areas of earth work and interior surfaces will be returned, to the greatest extent possible, to the original condition and appearance.

d. The Contractor must complete an annual inspection of the location and must produce a report of termite activity/inactivity.

e. Pricing for liquid treatments must be per linear foot and in accordance with the unit costs as indicated on the Price Page - Group 1 (FCM) attached herein. The linear feet and corresponding diagram of the area to be treated will be made part of the cost proposal provided to the Contract Representative at the time of the request for service.

2. Subterranean Termite Baiting System Treatments

a. When requested, a baiting system termite treatment must be applied through specific procedures clearly identified by the Contractor. The bait stations should be installed in conspicuous areas where they will not be an attraction for vandalism.

b. When necessary, the bait station will be refilled by the Contractor.

c. The Contractor must complete a quarterly inspection of the bait stations and must produce a log report indicating termite activity/inactivity by bait station.

d. Pricing for baiting system treatments must be per linear foot and in accordance with the unit costs as indicated on the Price Page - Group 1 (FCM) attached herein. The linear feet and corresponding diagram of the proposed bait station locations to be installed will be made part of the cost proposal provided to the Contract Representative at the time of the request for service.

C.8. TERMITE CONTROL SERVICES – Group 2 - City Residential (HCD)

A. The Contractor must be responsible to provide new termite treatments on an as-needed basis.

B. New Termite Treatments

1. Liquid Termite Treatments

a. When requested, a liquid termite treatment will be applied through specific procedures clearly identified by the Contractor. The acceptable treatment options include but are not limited to trenching, down drilling, angle drilling, etc.

b. When treating for termites, both the interior and the exterior perimeter of the building must be treated, when applicable.

c. Once treatment is completed, the disturbed areas of earth work and interior surfaces will be returned, to the greatest extent possible, to the original condition and appearance.

d. The Contractor must complete an annual inspection of the location and must produce a report of termite activity/inactivity.

e. Pricing for liquid treatments must be per linear foot and in accordance with the unit costs as indicated on the Price Page - Group 2 (HCD) attached herein. The linear feet

BUSINESS SERVICES DEPARTMENT Page 13 of 66 and corresponding diagram of the area to be treated will be made part of the cost proposal provided to the Contract Representative at the time of the request for service.

2. Subterranean Termite Baiting System Treatments

a. When requested, a baiting system termite treatment must be applied through specific procedures clearly identified by the Contractor. The bait stations should be installed in conspicuous areas where they will not be an attraction for vandalism.

b. When necessary, the bait station will be refilled by the Contractor.

c. The Contractor must complete a quarterly inspection of the bait stations and must produce a log report indicating termite activity/inactivity by bait station.

d. Pricing for baiting system treatments must be per linear foot and in accordance with the unit costs as indicated on the Price Page - Group 2 (HCD) attached herein. The linear feet and corresponding diagram of the proposed bait station locations to be installed will be made part of the cost proposal provided to the Contract Representative at the time of the request for service.

C.9. ON-CALL SERVICE REQUIREMENTS – Group 1 - City Facilities (FCM) and Group 2 - City Residential (HCD)

A. The Contractor must provide on-call pest and termite control services on an as-needed basis and to include standard and emergency responses.

B. On-call services may consist of pest and termite control services and at locations not listed in monthly service descriptions in the applicable Price Page (Price Page - Group 1 (FCM) and/or Price Page - Group 2 (HCD)) attached herein.

C. On-call services may include regular business hours, after-hours, weekends, and City holidays.

1. Regular business hours are defined as being from Monday through Friday, between the hours of 7:00 a.m. and 5:00 p.m. Local AZ Time, except designated official City holidays.

2. After-hours are defined as Monday through Friday, between the hours of 5:01 p.m. and 6:59 a.m. Local AZ Time and Friday commencing at 5:01 p.m. through Monday ending at 6:59 a.m. Local AZ Time, except designated official City holidays.

3. Holiday hours as defined as the 24-hour period on designated official City holidays.

a. The link to the City holidays is located here:

https://www.tucsonaz.gov/Departments/Human-Resources/City-Holidays.

D. For standard on-call service requests, the Contract Representative or City designee will notify the Contractor via the Contractor’s designated phone number(s) or email address during regular business hours.

E. For emergency on-call service requests, the Contract Representative or City designee may contact the Contractor via the Contractor's designated (or alternative) representative's phone number(s) during regular business hours, after-hours, weekends, and City holidays.

https://www.tucsonaz.gov/Departments/Human-Resources/City-Holidays https://www.tucsonaz.gov/Departments/Human-Resources/City-Holidays

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F. The Contractor’s response time for on-call services must be as follows, unless otherwise mutually agreed upon by both the Contract Representative and Contractor:

1. Standard On-Call Service Request: The Contractor must arrive on-site within twenty-four

(24) hours of notification to assess and commence to resolve the on-call service request.

2. Emergency On-Call Service Request: The Contractor must arrive on-site within two (2) hours of notification to assess and commence to resolve the on-call service request.

C.10. CLEAN-UP REQUIREMENTS – Group 1 - City Facilities (FCM), Group 2 - City Residential (HCD), and Group 3 - TPD SDU

A. The Contractor must keep all service premises free from accumulations of waste material or rubbish caused by employees and their work.

B. The Contractor must immediately clean all areas of any excess or spilled materials or debris resulting from the Contractor’s work.

C. Prior to completion of the work, the Contractor must remove any of the Contractor's equipment, materials, scaffoldings, tools, debris, and rubbish from the work site.

D. Upon completion of the work, the Contractor must leave the work and premises in a clean and neat condition.

C.11. CONTRACT COMPLIANCE – Group 1 - City Facilities (FCM), Group 2 - City Residential (HCD), and Group 3 - TPD SDU

A. City Departments will each designate a Contract Representative and/or City designee(s) to serve as a consultant to monitor adherence to the Contract and ensure the City receives all contracted services and work performed is to the City's satisfaction.

1. Department Representative(s)

a. Responsible for routine direct coordination with the Contractor and Contractor's employee(s) by requesting and scheduling services, providing or coordinating access to buildings and sites, providing technical assistance and support, monitoring of Contractor performance, and discussion and resolution of performance problems.

2. Department Management

a. Designated as the City's Contract Representative, responsible for overall Contract administration and compliance, documenting contractor performance, resolving performance issues unresolved at the first level, and coordination with the City's Procurement Division.

B. The Contract Representative or City designee will give final approval on all work performed under this Contract. If in the opinion of the Contract Representative or City designee, performance becomes unsatisfactory, the Contract Representative or City designee will notify the Contractor within forty-eight (48) hours of identification of a deficiency.

C. Should the Contractor fail to correct deficiencies within the time frame specified by the Contract Representative or provide an acceptable reason why more time is necessary for

BUSINESS SERVICES DEPARTMENT Page 15 of 66 correction, the Contract Representative may have that service performed by City personnel or by a separate Contract. The cost of services performed by an individual other than the Contractor will be documented and deducted from payment to the Contractor.

D. The Contract Representative or City designee will have the authority to stop work whenever such stoppage may be necessary to ensure the proper execution of services. The Contract Representative or City designee will also have the authority to reject work and materials that do not conform to the Contract specifications and make decisions regarding questions which arise in the execution of work.

E. The Contractor must understand and agree to the City’s work priorities, maintenance methods, and management techniques. Upon request or as necessary, the Contract Representative or City designee may accompany the Contractor to work areas to further describe or clarify maintenance methods and priorities.

C.12. CONTRACTOR’S PERFORMANCE – Group 1 - City Facilities (FCM), Group 2

- City Residential (HCD), and Group 3 - TPD SDU

A. City Departments will utilize the following steps when monitoring the Contractor's performance:

1. On-Site Monitoring

a. The Contract Representative or City designee will monitor Contractor performance at any time during any service calls, through the use of observation, discussion, and technical assistance, and may use the Contract, personal expertise and judgment, inspection, observation and independent testing to draw conclusions about the performance of the Contractor.

2. Inspection of Equipment, Parts, Materials, and Supplies

a. The Contract Representative or City designee may conduct inspection or testing of any and all equipment, parts, materials, or supplies provided by the Contractor to verify Contract requirements regarding compliance with manufacturer’s specifications.

3. Independent Inspection or Audit

a. Notwithstanding any other audit clause in this Contract, the Contract Representative or City designee may at any time conduct a review, inspection or audit of the Contractor's work or performance related to any Contract requirement.

4. Documentation of Performance Monitoring Results

a. The Contract Representative or City designee will provide the results of any Contract monitoring activities or tests, either verbally or in writing, to the Contractor.

B. The Contractor must adhere to and cooperate with the following process and steps to document and correct performance issues. These steps will be in addition to any other standard contractual remedies. It is the intent of these steps to resolve performance related matters to the full satisfaction of the Contract Representative, thereby ensuring that the interests of the City are protected.

1. Informal Discussion

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a. The Contract Representative or City designee will attempt to promptly and informally resolve non-critical Contract performance issues at the first level through a discussion with the on-site Contractor employee. Matters unresolved will be forwarded to the Contract Representative.

2. Notification to Department Management

a. If in the judgment of the Contract Representative or City designee, the performance issue is of a repetitive, serious or critical nature, or a first level information discussion has not resolved a non-critical issue, the Contract Representative or City designee will notify the Department Management.

3. Reporting Deficient Performance to the Contractor

a. The Department Management will forward copies of written performance comments to the Contractor's designated representative, requesting follow-up action on the part of the Contractor's designated representative to resolve the performance matter.

4. Consultation with the Contractor

a. The Contractor's designated management representative must, at the request of the Department Management, meet to discuss and resolve noted instances of deficient Contract performance. The purpose of this step is to informally but promptly give the Contractor the opportunity to correct deficient performance.

5. Unresolved Performance Issues

a. Performance issues that have not been fully resolved and corrected by the Contractor will be referred to the City Procurement Division for remedy.

C.13. CONTRACT KICKOFF MEEETING – Group 1 - City Facilities (FCM), Group 2

- City Residential (HCD), and Group 3 - TPD SDU

A. The Contractor will attend any requested "kickoff meeting" after Contract award with City staff for the purposes of reviewing the Contract requirements, establishing a transition plan, scheduling services, and any other applicable Contract related discussions. If any requirements are not discussed in this meeting, it will not relieve the Contractor of any responsibility under this Contract. It is incumbent upon the Contractor to know the requirements of the Contract.

C.14. EQUIPMENT, LABOR, MATERIALS, PRODUCTS, AND SAFETY

REQUIREMENTS – Group 1 - City Facilities (FCM), Group 2 - City Residential (HCD), and Group 3 - TPD SDU

A. The Contractor will provide all necessary equipment, labor, materials, products, supplies, and vehicles to perform services under this Contract.

B. All materials and workmanship provided to the City must be of the highest industry standard.

Materials purchased by the City through this Contract must be new and subject to inspection and approval by the Contract Representative prior to delivery or installation.

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C. All equipment, labor, materials, products, supplies, and vehicles will be of a type and quality to efficiently and effectively accomplish required services and may be subject to random, unannounced inspection by the Contract Representative.

D. The City will not provide office or storage space for the Contractor's equipment, materials, products, supplies, or vehicles.

E. The Contractor must exercise caution at all times for the protection of persons and property.

The safety provisions of all applicable laws and ordinances must be strictly observed, and the Contractor and Contractor’s employees must at all times be attentive to the safety of persons and the preservation of property at all sites. All fines, penalties and/or repair charges resulting from the Contractor’s neglect of safety provisions will be the sole responsibility of the Contractor.

F. In the progress of work, the Contractor will take all necessary precautions to prevent accidents and protect the public. The Contractor must provide and maintain all safety equipment necessary for the performance of this Contract at the Contractor’s sole expense.

G. The Contractor will outfit all equipment and materials used with any and all such safety devices and warning mechanisms as may be necessary to advise and protect the public and prevent personal injury and property damage.

H. The Contractor will avoid damage to equipment, furniture, structures, and other miscellaneous items. In the event of any damage caused by the Contractor or Contractor’s personnel in the course of work, the Contractor will be solely responsible for its replacement or repair at replacement value. The Contractor will be responsible for all costs of labor and materials in connection with such replacement or repair. These specific damages do not limit the Contractor’s liability for other unspecified potential damages.

I. Use of Products in Performance of Contract

1. All chemical products used will be approved by the Contract Representative and/or designee(s) prior to use on a City location. Any product that has not been approved by the Contract Representative will not be used by the Contractor while performing any service under this Contract.

2. In the event that there is a need to use a product requiring a site re-entry delay, the Contractor will inform the Contract Representative in advance and must state that the product requires re-entry delay. The Contractor must obtain approval from the Contract Representative on every occasion prior to using a product requiring a re-entry delay.

3. All products used by the Contractor in performance of any and all services under this Contract must be manufactured products specifically intended for the purpose for which they are being used. The Contractor must not devise any product(s) of their own making or concoction for use under this Contract. The use of all products must be in strict conformance with the manufacturer's specifications.

4. Contractor must not use any products or substances in the performance of services under this Contract which exceed one (1) year after the date of their original purchase.

5. The Contractor will ensure that all employees have immediate access to the Safety Data Sheet (SDS) for each product used in the performance of this Contract.

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6. All products must be in their original or properly labeled containers and must retain the manufacturer's label at all times while on City premises. All chemical products used must be clearly labeled as to contents and stored properly and safely. Unmarked containers of any type must not be stored at any City location at any time.

7. Responsibility for maintaining full control of all products, equipment, or other materials brought onto City premises for the performance of services under this Contract and for ensuring the proper management and use of such products, equipment, or other materials brought onto City premises under this Contract will be the sole responsibility of the Contractor.

J. Upon request by the Contract Representative, the Contractor will submit to the Contract Representative:

1. A list of all equipment and labor, as well as chemical products, herbicides, insecticides, pesticides, rodenticides, termiticides, or other potential hazardous materials necessary to provide pest and termite control services at various City locations.

2. The corresponding SDS for all chemical products, herbicides, insecticides, pesticides, rodenticides, termiticides, or other potential hazardous materials intended for use in the performance of this Contract.

C.15. EMPLOYEE REQUIREMENTS – Group 1 - City Facilities (FCM), Group 2 - City Residential (HCD), and Group 3 - TPD SDU

A. Background Checks

1. The Contractor must only utilize employees to work on this Contract who have successfully completed and passed a background investigation conducted by the Tucson Police Department (TPD).

2. The Contractor will submit the names of employees the Contractor intends to perform work under this Contract to the Contract Representative.

3. Employees must not perform work under this Contract until the Contract Representative notifies the Contractor of the employee's successful completion and passing of the employee's background investigation.

a. The Contract Representative will notify the Contractor of the results of the employee's background investigation as either "Pass" or "Fail".

b. No other information about the employee's background investigation will be provided.

4. The Contractor must not assign work under this Contract to employees who have "failed" the criminal background investigation.

B. Conduct and Professionalism

1. The Contactor must ensure that all Contractor employees, while performing work under this Contract at any City location or handlers' residences, are not in the possession of a deadly weapon, not engaged in any illegal activity, and/or not be in the possession of, using, or under the influence of alcohol, dangerous or narcotic drugs, or other intoxicants.

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2. In the event any Contractor employee, while working under this Contract at any City location or handlers' residences, is found to be in the possession of a deadly weapon, engaged in any illegal activity, and/or in the possession of, using, or under the influence of alcohol, dangerous or narcotic drugs, or other intoxicants, the Contractor employee will be excluded from City premises or the handlers' residence, immediately and permanently removed from assignment to this Contract, and may be subject to arrest and criminal prosecution.

3. The Contractor must ensure that all Contractor employees conduct themselves in a professional manner and maintain positive, open, respectful, and constructive communication with the Contract Representative(s), other City personnel, public housing residents, and the public.

4. The Contractor must immediately and permanently remove from assignment to this Contract, any Contractor employee, whether supervisory or non-supervisory, who is determined by the Contract Representative to be abusive, disorderly, disruptive, incompetent, ineffective, uncooperative, unethical, and/or unprofessional.

a. The Contract Representative will rely on his or her own observations of the employee’s work performance, work products, or resulting system performance, and/or the input of other City employees or citizens in making such determination. The City reserves the right to have Contractor employee(s) removed with the assistance of security personnel or TPD; therefore, the individual may be subject to arrest and criminal prosecution. The City reserves the right to have Contractor employee(s) removed at the City’s sole discretion.

C. Contractor's Designated and Alternate Representatives

1. The Contractor must designate one (1) specific individual to oversee and inspect work performed by the Contractor employee(s) assigned to this Contract.

2. The Contractor's designated representative will be accessible locally and able to respond to the abatement of an emergency.

3. In the event the Contractor's designated representative is unreachable in the case of an emergency, a back-up (alternative) representative must also be assigned to this Contract, accessible locally, and able to respond to an emergency.

4. The Contractor's designated (or alternate) representative must be available to accompany the Contract Representative to inspect sites and/or work upon twenty-four (24) hours' notice.

5. The Contractor's designated (or alternate) representative must be available to respond to emergency requirements and authorized to resolve management issues within two (2) hours of initial contact from the Contract Representative and/or City designee(s).

6. In case of emergencies, the Contractor must provide the Contract Representative with telephone numbers where the Contractor's designated and alternative representatives will be reachable within one (1) hour on any day of the year. In the event the Contractor's designated or alterative representative(s) change or the telephone number(s) change, the Contractor will immediately notify the Contract Representative(s) in order that the City at all

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D. Experience, Knowledge, and Training

1. The Contractor and Contractor employees assigned to work under this Contract must be fully knowledgeable of all Contract requirements and specifications before commencing any work and at all times thereafter while assigned to this Contract.

2. The Contractor will utilize only fully trained, competent employees in the performance of this Contract and provide evidence of their qualifications and training to the Contract Representative upon request.

3. The Contractor and Contractor employees assigned to work under this Contract must maintain complete and up-to-date expertise, knowledge, and training (including all appropriate professional and technical certifications) for the professional performance of any and all required or recommended manufacturer processes, procedures, and techniques for the proper methods of pest and termite control application and treatment.

a. Contractor employees performing services under this Contract preferably will have a minimum of one (1) year of pest control application and treatment experience.

E. Identification

1. The Contractor must ensure that while performing services under this Contract, all employees wear photo identification badges that clearly show the Contractor's company name as well as the first and last name of the employee.

F. Key Personnel

1. It is essential that the Contractor provide adequate experienced personnel, capable of and devoted to the successful accomplishment of work to be performed under this Contract.

The Contractor must agree to assign specific individuals to the key positions.

2. The Contractor agrees that, once assigned to work under this Contract, key personnel will not be removed or replaced without written notice to and subsequent concurrence by the Contract Representative.

3. If key personnel are not available for work under this Contract for a continuous period exceeding 30 calendar days or are expected to devote substantially less effort to the work than initially anticipated, the Contractor will immediately notify the Contract Representative, and will, subject to the concurrence of the Contract Representative, replace such personnel with personnel of substantially equal ability and qualifications.

G. On-Site Contractor Supervisor – Group 1 - City Facilities (FCM) and Group 2 - City Residential

(HCD)

1. While performing services at City facilities for Group 1 - City Facilities (FCM) or City housing units for Group 2 - City Residential (HCD), the Contractor will assign an experienced, qualified, and trained supervisor to direct work during the application and treatment for pest and termite control.

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C.16. GUARANTEES AND WARRANTIES – Group 1 - City Facilities (FCM), Group 2 - City Residential (HCD), and Group 3 - TPD SDU

A. In performing services under this Contract, the Contractor must fully and unconditionally guarantee all work under this Contract against defects of materials and/or workmanship for a period of five (5) years from the completion date. Chemical agents used must be warranted for one (1) year and must not exceed the shelf time, if applicable.

B. Application Guarantee - Pest Control Treatment

1. The Contractor must guarantee all pest control treatment for sixty (60) calendar days following the actual date of treatment.

2. In the event the pest infestation re-occurs at any time between scheduled applications (maximum of sixty (60) days), the Contractor must retreat for control of the same pest within twenty-four (24) hours of being notified by the Contract Representative or City designee at no additional cost to the City.

3. This service must be performed at the convenience of building occupants.

C.17. TERMITE GUARANTEES AND WARRANTIES – Group 1 - City Facilities (FCM) and Group 2 - City Residential (HCD)

A. The Contractor must guarantee the effectiveness of termite treatment for a period of one (1) year following the actual date of treatment.

B. In the event termite infestation re-occurs during the one (1) year guarantee period, the Contractor must retreat for termite control within seven (7) business days of being notified by the Contract Representative or City designee at no additional cost to the City.

C. Termite Warranties

1. The Contractor must provide the City with an initial one (1) year termite warranty from the date of initial termite treatment at any City site location.

a. Group 2 - City Residential (HCD) site locations can have multiple units per one (1) site location; therefore, a termite warranty must include the entirety of the one (1) site location verses individual units at that site location.

2. The Contractor must provide the City with four (4) additional one-year renewal options, for a total of a five (5) year termite warranty period.

a. The City may, at its sole option, renew the termite warranty for up to four (4) additional one-year periods from the initial date of termite treatment.

b. On the sixth (6th) year from the initial date of termite treatment, the Contractor will either provide one (1) additional one-year renewal period or retreat for termite control, depending on termite activity level.

3. The termite warranty must include termite inspection and termite treatment.

4. In the event renewed termite activity is found to be present through the scheduled inspection, routine maintenance, or by City personnel, the Contractor will retreat the affected area at no additional cost to the City during the warranty period.

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C.18. KEY ACCOUNTABILITY REQUIREMENTS – Group 1 - City Facilities (FCM)

There are two (2) options for building access: Option One (1) and Option Two (2), as described below.

For either option, the Contractor must meet the following requirements:

A. In-House Key Procedure

1. The Contractor must provide the City an In-House Key Procedure for securing the City keys in the Contractor’s possession.

2. The Contractor must present the In-House Key Procedure to the Contract Representative for approval prior to keys being issued.

3. Once the Contract…