Pest Control Scope of Work final.pdf

Title: Fairfax County Adult Detention Center Kitchen / Laundry Pest Control

Commodity Code(s): 91059

I. SCOPE:

The purpose of this solicitation is to request bids, from qualified vendors, to obtain a reliable pest control service specifically targeting the Fairfax County Adult Detention Center (ADC) Kitchen, Laundry room and Loading Dock located at 10520 Judicial Drive, Fairfax, VA 22030.

The service is to include all related materials, record keeping, chemicals and devices, and to provide regular weekly/monthly service visits to prevent, eliminate, and/or control pests such as rodents, cockroaches, ants, and flies in the most environmentally friendly manner. To maintain compliance with our American Correctional Association (ACA) certification, the chosen vendor will provide Fairfax County Sheriff’s Office with all treatment plans and obtain prior approval before utilizing any substance not considered a least toxic pesticide.

HOURS

All service visits will need to be Monday – Friday, 06:00 AM – 2:00 PM, unless circumstances dictate otherwise. Any unforeseen visits off hours will be scheduled with the Fairfax County Sheriff’s Office 2nd Lieutenant in charge of the kitchen or Sheriff’s Office designee.

COVERED PESTS

The Vendor shall adequately suppress the following pests:

1. Indoor populations of rodents, insects (including cockroaches, and ants), arachnids, and other arthropods.

2. Outdoor populations of potentially indoor-infesting species that are within the property boundaries of the specified building.

3. Nests of stinging insects within the property boundaries of the specified building.

4. Individuals of all excluded pest populations that are incidental invaders inside the specified building, including winged termite swarmers emerging indoors.

CATEGORIES OF SERVICES

Vendor shall perform the following tasks for the areas listed in this Scope of Work.

• Initial Inspection: Conduct an initial inspection during the first month of the contract.

The initial inspection is for the Vendor to evaluate the needs of the facility, for the vendor to create a treatment recommendation, and for the vendor to present findings to the Adult Detention Center. The following specific points should be addressed:

Identification of problem areas in and around the building, sanitation problems, moisture sources and areas where pests may enter the building.

Discussions of effectiveness of previous efforts.

Vendor access and coordination to all necessary areas; and

Establish locations for routine monitoring in common areas.

Initial Inspection will be conducted at no additional cost to the Sheriff’s Office.

• Initial Treatment (Initial two weeks of Service)

Initial treatment of problem areas identified during the inspection.

Include the replacement and installation of 30 mechanical mouse traps. The

Contractor will check and replace if needed, 10 exterior rodent bait stations in the loading dock area.

Include placement of a variety of glue tray and snap traps in protected areas such as offices, storage rooms and closets.

Rodenticide bait will be placed in all accessible ceiling areas. Surfaces below will be covered to minimize contamination from rodent droppings and other ceiling debris.

During initial two weeks interior gaps and holes will be treated with rodenticide bait when possible and sealed.

Rodent proof door sweeps will be installed during the first two weeks. There are 42 doors in the service area. There are atleast 20 doors, with the door sweep, the Contractor will be required to inspect and replace if needed.

Perform insecticide drain foam treatments to all accessible floor drains to minimize small fly and roach activity.

• Routine Inspection:

Conduct regularly scheduled once per week inspection of specified area. Upon mutal agreement by the Contractor and the Sheriff’s Office, the Sheriff’s Office reserves the right to increase the frequency to twice per week, if needed.

Maintain a minimum of 30 multi catch mice traps. These will be checked and reset every visit. Any missing devices will be replaced in a timely manner.

Maintain a minimum of 10 exterior rodent bait stations in the loading dock area.

These will be checked at least once per month and refilled/replaced as needed.

Maintain a reasonable level of rodenticide bait inside inaccessible voids and ceilings. These bait placements will be checked and replaced or removed as necessary every two months.

Implement all necessary preventative measures.

Treat active pest infestations as needed.

Priority monthly inspections areas include, but are not limited to kitchen and kitchen storerooms, laundry, and loading dock.

Emergency Inspection/Call-Back Service:

Conduct inspections and necessary treatment in response to requests by the Adult

Detention Center for corrective action. This service arises from pest situations requiring action outside the regularly scheduled once per week treatment. This service may include, but is not limited the specified service area, other areas in the Adult Detention Center, and other Sheriff’s Office areas at the Judicial Complex.

Emergency Inspections, when requested, are to be performed within one (1) day of notification, during normal working hours of Monday-Friday from 6:00 AM to

2:00 PM.

Service will be paid at a flat per visit rate. Travel time and mileage are not reimbursable.

Call back service required due to Contractor negligence will not be charged.

II. QUESTIONS

1. Please submit all questions to Michelle Nelson, michelle.nelson@fairfaxcounty.gov on or before Wednesday May 8, 2024 by 12:00 PM EST.

III. OPTIONAL SITE VISIT:

1. An optional site visit will be held on Tuesday May 7 , 2024 at 9:00 A.M. EST at the Fairfax County Adult Detention Center, 10520 Judicial Drive, Fairfax Virginia, 22030. The purpose of this site visit is to allow potential bidders an opportunity to see the job area. Attendance at the conference will be evidenced by the representative’s signature on the attendance roster. No one will be admitted after 9:15 A.M. EST.

2. To attend the site visit, offeror must complete and e-mail Attachment 1 – Criminal

History Background Check Form to Michelle Nelson, michelle.nelson@fairfaxcounty.gov on or before Friday May 3, 2024 by 12:00 P.M.

EST. Each company will be limited to 2 representatives at the site visit. Once registration forms are received and attendees cleared, instructions will be sent regarding where to meet.

IV. SITE INSPECTION:

1. Contractor is expected to have become familiar with and take into consideration, site conditions that may affect the work.

2. No plea of ignorance of conditions that exist on the site of the work, or difficulties that may be encountered in the execution of the work, as a result of failure to make necessary investigations and examinations, will be accepted as an excuse for any failure or omission on the part of the Contractor to fulfill in every detail all the requirements of the contract documents and to complete the work, or as a basis for any claim.

3. The Contractor must employ such methods or means as will not cause interruption of or interference with the work of any other Contractor, or County personnel at the site.

V. QUOTATION LIMITATION:

Bidders shall offer only ONE ITEM AND PRICE for each line item bid. If an “or equal” item is to be bid, the bidder must select the brand and model that meets or exceeds the specified item and submit their bid, along with product specification materials for that item. Failure to provide materials with your bid, will result in a no bid for that item.

Nothing shall be entered on or attached to the Pricing Schedule that alters or proposes conditions or contingencies on the prices. Alterations and/or conditions usually render the Bid non-responsive, which means it will be rejected.

VI. DELIVERY:

All prices/discounts shall be F.O.B. Destination and shall include all charges that may be imposed in fulfilling delivery. The Sheriff’s Office requires that delivery be made at destination within the shortest time frame possible. Bidders must insert a definitive time frame, IN DAYS, on the Pricing Schedule within which delivery will be made after receipt of order (ARO). Indefinite terms such as “promptly,” “stock,” “without delay,” etc., will not be given consideration.

VII. COMPLETION OF WORK:

The Sheriff’s Office requires that completion of the work to be within two (2) days when work commences. Completion time must be stated IN CALENDAR DAYS in the appropriate spaces of the Pricing Schedule. Indefinite terms such as "promptly", "without delay", etc., will not be given consideration. Where no days are entered, it is understood that the Completion time shall be two (2) days after work commences. FAILURE TO

INDICATE COMPLETION TIME MAY BE CAUSE FOR REJECTION OF THE

QUICK QUOTE.

VIII. PRODUCT INFORMATION:

The bidder shall clearly and specifically identify the product being offered and provide detailed descriptive literature, catalog cuts and specifications with the bid to enable the Sheriff’s Office to determine if the product offered meets the requirements of the quick quote. Failure to provide such information may be cause for rejection of the quick quote.

IX. WARRANTY:

The bidder agrees that the services and goods furnished under any award resulting from this solicitation shall be covered by the most favorable commercial warranties the contractor gives any customer for such goods and services and that the rights and remedies provided therein are in addition to and do not limit those available to the Sheriff’s Office by any other clause of this solicitation. A copy of this warranty should be furnished with the bid.

X. SECURITY:

Prior to the start date, Bidder must provide the SS#, DOB, Race & Gender of all personnel that will be working in the Adult Detention Center. This information will be used by the Fairfax County Sheriff’s Office (FCSO) to conduct a background checks.

Entry into the Adult Detention Center is subject to the results of the background check and approval of the FCSO’s administration staff. While working in the Adult Detention Center, all Bidder employees will comply with the FCSO’s policies and procedures.

XI. BID VALID PERIOD:

Any bid in response to this quick quote shall be valid for a minimum of ninety (90) days.

At the end of the validity period the bid may be withdrawn at the written request of the bidder. If the bid is not withdrawn at that time it remains in effect until an award is made or the quick quote is canceled.

XII. USE OF PREMISES:

1. The Contractor must make sure there are no loose or unsecure tools/items or machine parts at the end of each workday as they must be removed from the work area.

2. The work site shall be kept in such orderly fashion and will not interfere with the progress of the work or the work of any other Contractor.

3. The Contractor is responsible for repairing or replacing any work damaged by his/her operations within ten (10) days after notification by the Sheriff's Office representative.

4. It is the responsibility of the contractor to report in writing, to the Sheriff’s Office representative any damages found prior to any work at the site.

XIII. PROTECTION OF WORK AND PROPERTY:

The Contractor shall protect the Sheriff's Office property from injury or losses in connection with this contract at all times. The Contractor’s own work and that of adjacent property (as provided by law and the quick quote documents) from damage shall be guarded. The Contractor shall replace or make good any such damage, loss or injury unless caused directly by errors contained in the quick quote documents or by the Sheriff Office or by his/her duly authorized representatives. All passageways, guard fences, lights and other facilities required for protection by local authorities or local conditions must be provided and maintained.

XIV. INCOMPETENET OR DISORDERLY EMPLOYEES:

If any person employed on the work by the Contractor shall appear to the Sheriff’s Office representative to be incompetent or to act in a disorderly or improper manner, such person shall be removed immediately on the requisition of the Sheriff’s Office representative and shall not again be reemployed (on subject project) except on written consent of the Sheriff’s Office representative.

XV. CLEANING UP:

The Contractor shall keep the premises and adjacent areas free from accumulations of waste material or rubbish at all times. At the end of each workday, all rubbish, tools, used for work and surplus materials shall be removed from and about the premises and adjacent areas, and the area shall be "broom cleaned" and ready for use. In case of a dispute, Fairfax County may remove rubbish or otherwise clean up, and may charge the Contractor either by deduction from amounts unpaid to the Contractor, or by other means with such cost as the Sheriff’s Office representative shall determine to be fair and equitable.

The old traps will be properly removed and/or dispose of in accordance with any applicable Federal, State, and municipal laws, codes, and regulations.

XVI. PERMITS AND LICENSES:

The Contractor is responsible for obtaining any necessary licenses and permits, and for complying with any applicable Federal, State, and municipal laws, codes, and regulations, in connection with the prosecution of the work without additional expense to the County. The Contractor is similarly responsible for all damages to persons or property that occurs as a result of their fault or negligence. The Contractor shall take proper safety and health precautions to protect the work, the workers, the public, and the property of others. The Contractor is also responsible for all materials delivered and work performed.

XVII. EVALUTION/AWARD:

1. The quick quote will be award in the aggregate to the lowest responsive and responsible bidder meeting the requirements of the quick quote.

2. See eVA quick quote terms and conditions.

XVIII. ADDITIONAL TERMS AND CONDITIONS:

See eVA quick quote terms and conditions.

PRICING SCHEDULE

Provide all labor, supervision, materials, equipment, tools, transportation, supplies required, etc. in accordance with the Quick Quote.

Item No.

Item Description Est.

Yearly Qty

Unit of Measure

Unit Price

1.

Initial Treatment Service area limited to kitchen, related storage areas, related offices, laundry, staff dining area, and loading dock

1 EA

2.

Routine Inspection 1 x Per week

52 EA

3. Emergency Inspection/Call-Back Service

50 EA

TOTAL Project (items 1-3)

WARRANTY ______________________________

RESPONSE TIME (Not to exceed 48 hours) ______________________________

AVAILABLE TO START DATE ______________________________

HOURS OF OPERATION: ____________________________________________________________

BEST CONTACT METHOD TO SET UP AN APPOINTMENT: ______________________________________

BIDDER NAME: .

CONTACT NAME: .

CONTACT NUMBER: .

CONTACT E-MAIL: .

ATTACHMENT 1

Background Screening Authorization Form

Attachment 1 to SOP 224

Revised: 10/2018, 02/2020

Fairfax County Office of the Sheriff

Background Screening Authorization Form

(Please allow 3 working days for processing all requests.)

Last Name: __________________________ First Name: ________________ M.I.: _____

Social Security # :_________ ______________ Date of Birth:______Phone:__________

Height:_____Weight:_____Eye Color:_____Hair Color:________Email:_____________

Sex: ___ Race: ___ Place of Birth: ___________________ U.S. Citizen: Yes __ No ___

If “No” explain your resident status in U.S.: ____________________________________

Alias Names, Maiden Names or Other Names Used: _____________________________

Home Address (P.O. Boxes not accepted): _____________________________________

City: _____________________ State: ____ Zip Code: _________ Phone: ____________

Work Organization________________________________________________________

City: _____________________ State: ____ Zip Code: _________ Phone: ____________

Emergency Contact:________________Relation:_____________Phone #:____________

Have you ever been convicted of a crime? Yes ___ No ___, Date if yes _____________

Explain if yes_____________________________________________________________

Have you ever been arrested? Yes _____ No ______, Date if yes ___________________

Explain if yes ____________________________________________________________

Have you ever engaged in sexual abuse in a prison, jail, lockup, community confinement facility, juvenile facility, or other institution (as defined in 42 U.S.C. 1997)? Yes _____ No ______

Have you ever been convicted of engaging or attempting to engage in sexual activity in the community, facilitated by force, overt or implied threats of force, or coercion, or if the victim did not consent or was unable to consent or refuse? Yes _____ No ______

Has been civilly or administratively adjudicated to have engaged in the activity described the previous two questions? Yes _____ No ______

Do you know anyone currently or formerly incarcerated? Yes _____ No _____

Explain (name, location, date) if yes _________________________________________________________

By signing this application below, I certify that all information contained in this document is true and accurate.

SIGNATURE: ____________________________PRINT NAME: _________________________________

Attachment 1 to SOP 224

Revised: 10/2018, 02/2020

PLEASE NOTE: A CRIMINAL HISTORY CHECK WILL BE MADE ON ALL APPLICATIONS AND

CHANGES TO ANY OF THE ABOVE INFORMATION MUST BE REPORTED IMMEDIATELY TO STAFF

***SECTION BELOW TO BE COMPLETED BY FCADC STAFF ONLY***

Reason for admittance: ___________________________________________________________________

Requested date and time(s) of admittance: ____________________________________________________

Staff requesting admittance: _________________________Section: ________Date Submitted: _________

Record Check completed by: ________________________Comments: ____________________________

APPROVED / DISAPPROVED by: ________________________________ Date: ___________________