PestControlServicesFinalDraft.pdf

Travis County Purchasing Office

P.O. Box 1748 Austin, TX 78767

Invitation For Bid NO. 270-TR

FOR

Pest Control Services

You are invited to submit a response in accordance with the attached requirements packet.

FOR INFORMATION RELATED TO THIS SOLICITATION, THE RESPONDENT SHALL NOT CONTACT ANYONE AT TRAVIS COUNTY OTHER THAN THOSE PERSONS LISTED AS THE POINT OF CONTACT. ANY OTHER CONTACT MAY

DISQUALIFY THE RESPONSE FROM CONSIDERATION FOR AWARD.

INDIVIDUALS OR ENTITIES INTENDING TO RESPOND TO THIS SOLICITATION AND ANY PERSON ACTING ON BEHALF OF THEM ARE PROHIBITED FROM CONTACTING INDIVIDUAL MEMBERS OF THE TRAVIS COUNTY COMMISSIONERS COURT OR THEIR STAFF OR USER DEPARTMENT STAFF ABOUT THIS SOLICITATION. ANY SUCH CONTACT MAY

DISQUALIFY THE RESPONSE FROM CONSIDERATION FOR AWARD.

Solicitation Submissions: Bidders, you are strongly encouraged to submit your bids online via Bidnet. A secondary option would be to submit your bid via USPS mail, FedEx, DHL, etc. IF YOU PLAN TO DELIVER A HARD COPY TO THE PURCHASING OFFICE, YOU MUST CONTACT THE PROCUREMENT SPECIALIST ONE (1) BUSINESS DAY PRIOR TO DELIVERY. Bids submitted electronically will be available immediately after the solicitation opening date and time on Bidnet. Please note hard copy responses will be uploaded on Bidnet and available to the public within four business hours of the opening date and time.

Solicitation Openings: The Purchasing Offices strongly encourages you to download the bid tab from BidNet or use the virtual Microsoft TEAMS dial-in information (supplied below) during which the bids will be read aloud. We are strongly discouraging you from going to our office for the bid opening.

FOR INFORMATION REGARDING THE CONTRACT AWARD(S) RESULTING FROM THIS SOLICITATION, PLEASE REFER

TO THE TRAVIS COUNTY COMMISSIONERS COURT PORTAL AT:

https://countyclerk.traviscountytx.gov/departments/commissioners-court/

Important Announcement: On July 28, 2026, the Travis County Commissioners Court approved raising the County’s formal competitive bidding threshold from $50,000 to $100,000. The Commissioners Court also approved raising the

County’s informal threshold from $15,000 to $30,000.

This increase will align the County’s policy and formal bidding threshold with State law, particularly Texas Senate Bill

1173 (89th Legislature), which was effective September 1, 2025, and increase operational efficiency by reducing the administrative workload and resources needed for procurements between $30,000 and $100,000.

This change will allow our office to focus resources on larger, more complex, high-value and high-impact procurements, as well as more accurately reflect current market conditions.

https://countyclerk.traviscountytx.gov/departments/commissioners-court/

Bid Opening Microsoft TEAMS Meeting Information:

Meeting ID: 256 143 370 261 188 0

Passcode: kn6ap6oa

Dial in by Phone

+1 512-854-8326,,92828806# United States, Austin

Phone conference ID: 928 288 06#

Prices Good For 120 Days https://www.traviscountytx.gov/purchasing/solicitation tel:+15128548326,,92828806 https://www.traviscountytx.gov/purchasing/solicitation

BIDDING INSTRUCTIONS FOR INVITATION FOR BIDS (IFB)

1.0 PREPARATION OF BIDS. Bids will be prepared in accordance with the following:

1.1 Bidders must thoroughly examine all documents in the Invitation for Bids (IFB), including the drawings, specifications, schedule, and instructions.

1.2 Bidders may visit and review all service and delivery locations stated in the Specifications. Bidders must investigate all conditions necessary to be thoroughly informed about departments, plans, and facilities for delivery of material and equipment and performance of services required by the IFB. Bidders may arrange a site visit by contacting the Bid Contact listed in BidNet.

1.3 Bidders must submit bids on the forms furnished. Other bid forms are not acceptable.

1.4 Bidders must furnish all information required by the IFB.

1.5 Travis County does not pay any costs incurred by Bidder in the preparation of a bid.

1.6 Unless authorized by the IFB, the Purchasing Office does not consider alternate bids.

2.0 PRE-BID CONFERENCE. This section applies if a pre-bid conference is included in the solicitation requirements:

2.1 By submitting a bid, the bidder warrants that they are fully satisfied that these specifications, as amended if applicable, accurately describe or indicate that all conditions, site or otherwise, have been taken into account in determining the bid price(s). There will be no increase in the contract price based upon a bidder’s misunderstanding or lack of knowledge about the intent of this solicitation.

2.2 Bidders are encouraged to attend the Pre-Bid conference and make their attendance a matter of record by completing a sign-in roster identifying the prospective bidder, name, and title of their attending representative.

2.3 The purpose of the Pre-Bid Conference is to ensure:

2.3.1 A clear understanding of County needs,

2.3.2 The accuracy of specifications, descriptions, and solicitation terms, conditions, and documents,

2.3.3 Identifying any problems that might prevent obtaining the proper services or equipment/supplies, at a fair and reasonable price, or any issues that inhibit fair and accurate solicitation or restrict competition.

2.4 Any changes resulting from the Pre-Bid Conference affecting specifications, the scope of work, or which may require an extension to the bid opening date will be reduced to writing in the form of an amendment to this solicitation. Such amendment will be disseminated to all prospective bidders.

3.0 DESCRIPTION OF GOODS. Any catalog or manufacturer's reference in this IFB is merely descriptive, unless specifically stated otherwise. The reference is used only to indicate type and quality of goods. Bidder must state exactly what brand name and model number it intends to furnish in the "BIDDING ON" blank after each item in the Item Response Form. If no entry is made in the "BIDDING ON" blank after each item, Bidder must furnish the exact brand name and model number referenced in the item description if awarded the contract.

4.0 DESCRIPTION OF SUPPLIES. Any catalog or manufacturer's reference used in describing an item is merely descriptive, and not restrictive unless otherwise noted, and is used only to indicate type and quality of material.

Bidders must state exactly what they intend to furnish.

5.0 BID PRICES. Bidder must enter unit prices in the Item Response Form based on following criteria:

5.1 Bidder must quote prices that include any and all associated costs necessary to properly provide the services, including the cost of all labor, equipment, materials, and travel, including travel to the site, and the cost of shipping and delivery of all items to the designated FOB point.

5.2 When the Bidder must provide both unit prices and a total price, the unit price governs if a conflict exists between the unit price and total price.

5.3 Bidder will deliver equipment completely assembled, adjusted, serviced, and ready for continuous heavy-duty service.

5.4 Bidder must not include federal, or Texas limited sales, excise and use taxes in bid prices because the County is exempt from paying these taxes. (Tex. Tax Code Ann. 151.309).

5.5 Bidder warrants that its price will remain firm and subject to acceptance by the Commissioners Court after bid opening date for the “Prices Good For” period on page 1 (cover page).

5.6 Unit prices MUST remain firm for the DURATION of the contract unless extraordinary, verifiable circumstances justify a change.

6.0 PURCHASE ORDER. Contractor will not deliver any items and/or perform any services until a purchase order number is assigned by the designated representative of the County Purchasing Office. Contractor will reference purchase order and contract number on all invoices submitted to the Travis County Auditor. Upon issuance of a purchase order, the contract administrator will call the Contractor with the items needed or work to be performed. The Contractor must respond by supplying the parts or performing the maintenance service at the time required. Failure to act in this manner may result in termination of this contract.

7.0 DELIVERED SUPPLIES.

7.1 If the Contractor did not specify what he intends to furnish, Contractor must furnish items as specified in the item description.

7.2 Contractor certifies that any substitute brand matches the essential performance and salient characteristics of the Brand Name stated in the item description and must replace it if it does not conform.

7.3 All supplies or equipment shall be the latest improved model meeting specifications in current production at the time of delivery. The delivered items shall be of new manufacture including all parts, components, and accessory items. Equipment shall be delivered completely assembled, adjusted, serviced, and ready for continuous heavy-duty service.

8.0 HISTORICALLY UNDERUTILIZED BUSINESS (HUB) DECLARATION. The HUB Declaration Form (if applicable) must be completed and submitted with your bid. It includes the explanation and instructions required for completion.

9.0 CERTIFICATION REGARDING DEBARMENT. The Certification Regarding Debarment, Suspension, Ineligibility and

Voluntary Exclusion for Covered Contracts Form must be completed and submitted with your bid. It includes the explanation and instructions required for completion.

10.0 CLARIFICATION OF BID SPECIFICATION.

10.1 Before the Question-and-Answer End Date listed in BidNet, if in doubt about the true or intended meaning of any part of the IFB, a potential Bidder may ask for clarification from the Bid Contact listed in BidNet.

10.2 After the Question-and-Answer End Date, a potential Bidder may submit a written request for clarification to the Bid Contact listed in BidNet if further clarification is desired or the Bidder objects to the IFB. A request for clarification must be submitted on BidNet or delivered to the Purchasing Office at least 5 days before the scheduled opening of bids. The person making the request is responsible for its timely delivery. The

Purchasing Office only responds to requests for clarification in Bid Amendments posted in BidNet. Bidders cannot rely on any explanation or interpretation that is not in compliance with this paragraph. The full description of this procedure is described in Section 18.002 Requests for Clarification of the Travis County

Purchasing Procedures Guide available at:

https://www.traviscountytx.gov/images/purchasing/Doc/purchasing-procedures-guide.pdf

11.0 DOCUMENTATION.

11.1 Before the date scheduled for bid opening, Bidder must submit a complete bid package which includes at least:

11.1.1 Bidder Acknowledgement Form

11.1.2 Completed Item Response Form

11.1.3 Historically Underutilized Business (HUB) Declaration

11.1.4 Ethics Disclosure Form

11.1.5 Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion for Covered

Contracts

11.1.6 Internal Revenue Form W-9 that is completed in compliance with the Internal Revenue Code, its rules and regulations. This form may be accessed at: https://www.irs.gov/pub/irs-pdf/fw9.pdf

11.1.7 References, if applicable

11.1.8 Safety Questionnaire, if applicable

11.1.9 Location by Service Technician, if applicable

11.1.10 Request For Approved Equal, if applicable

Note: Failure To Provide All Information Requested May Result in Disqualification of The Bid as non-responsive.

11.2 Before award, Bidder must submit a Certificate of Interested Parties - Form 1295.

12.0 BID BONDS. If the IFB states that a Bid Bond is required, Bidder must submit a Bid Bond equal to 5% of its bid when Bidder submits its bid. The Bid Bond may be submitted in any of the following forms: 1) a SURETY BID BOND executed with a Surety Company authorized to do business in Texas, 2) a CASHIERS CHECK made payable to Travis

County, or 3) an IRREVOCABLE LETTER OF CREDIT made payable to Travis County. The Bid Bond must be conditioned on the Bidder executing a contract, if awarded the contract, and providing a Performance Bond, if required. Travis County returns Bid Bonds no later than 10 days after the later of contract award or the successful

Bidder providing a Performance Bond, if required.

13.0 SUBMISSION OF BIDS. There is NO COST to the Bidder for submission of a bid. Bidders may submit bids either electronically through BidNet or in paper format by delivery to the Travis County Purchasing Office.

13.1 Electronic submission. To submit a bid electronically, refer to https://www.traviscountytx.gov/purchasing/solicitation for further information.

13.2 Paper submission. To submit a bid in paper form, the Bidder must print a complete copy of the Invitation for Bids, including all Amendments, and print or type its name on the bid form, and manually sign it. The

Bidder must put the original and copies in a SEALED ENVELOPE or package. The Bidder must put the NAME

AND ADDRESS OF BIDDER, the DATE OF BID OPENING, the GOODS OR SERVICES BID ON, and the IFB

NUMBER on the outside of the envelope or package. The Bidder must deliver the bid to the Purchasing

Agent at 700 Lavaca, 8th Floor, Austin, Texas OR to the Purchasing Office, P.O. Box 1748, Austin, Texas

78767.

14.0 REPRESENTATIONS BASED ON SUBMISSION. By submitting a bid, the Bidder represents and warrants that:

14.1 Bidder is fully satisfied that the IFB, as amended if applicable, accurately indicates that all specifications, requirements, conditions, site or otherwise, and Bidder has considered these in determining its bid prices and Bidding On description.

14.2 Bidder will not make any plea for increase in the contract price or vary the County’s requirements due to:

14.3 Bidder’s ignorance resulting from failure or omission to make the necessary investigations, about the IFB conditions that exist or may exist.

14.4 Bidder’s inability to fulfill every detail of the IFB requirements and acknowledges that none will be accepted as a reason bid.

14.5 If Bidder stated a brand or model in the "BIDDING ON" blank after an item in the Item Response Form other than the reference used by the County, the substituted brand or model matches the essential performance and salient characteristics of the Brand Name referenced by County and will replace the substitute if it does not conform.

14.6 All supplies or equipment shall be the latest improved model meeting specifications in current production at the time of delivery.

15.0 WITHDRAWAL OF BID. A Bidder may not withdraw its bid after the time scheduled for bid opening, unless approved by Commissioners Court.

16.0 LATE BID OR MODIFICATION. The Purchasing Agent will not accept a bid or modification to a bid received after the time scheduled for bid opening.

17.0 PRE-AWARD SURVEY. After bid opening and before award, County may perform a pre-award survey of the bidder's facilities and equipment to be used in the performance of work under this IFB. Bidder agrees to allow all reasonable requests for inspection of its facilities and equipment with one (1) week notice. FAILURE TO ALLOW A

REQUESTED SURVEY MAY RESULT IN DISQUALIFICATION OF THE BID AS NON-RESPONSIVE. County may reject facilities or equipment as inadequate to perform this IFB as a result of the pre-award survey.

18.0 CERTIFICATE OF INTERESTED PARTIES.

18.1 Section 2252.908 of the Government Code does not allow a county to enter into certain contracts with a business unless the business submits a disclosure of interested parties form to it when the business submits the signed contract to the county. This form discloses any interested parties who own 10% or more of the business and those persons who actively participate in facilitating the contract or negotiating the terms of the contract like a broker, intermediary, advisor, and/or attorney.

18.2 The Certificate of Interested Parties (Form 1295) is posted on the Texas Ethics Commission’s website.

Vendors who are awarded contracts requiring an action or vote by the Commissioners Court for goods or services over $50,000, or any contract over $1 million are required to submit a signed Form 1295 to the

Purchasing Office before the Commissioner Court approves the contract or a purchase order is issued.

18.3 Please follow the process to create a Form 1295 at: https://www.ethics.state.tx.us/filinginfo/1295/

The “identification number” to be used on Form 1295 for this procurement is the solicitation number.

19.0 METHOD OF AWARD OF CONTRACT.

19.1 Award, if any, will be made to the responsive and responsible Bidder submitting the lowest bid price for the item(s) as specified in the Item Response Form and meeting all the requirements of this IFB.

19.1.1 A bid is non-responsive if the Bidder does not provide all of the forms and information required in the IFB or does not allow a pre-award survey of its facilities and equipment or does not strictly comply with any of the requirements stated in the IFB.

19.1.2 A Bidder may be determined not to be responsible for any factor that supports a reasonable conclusion that the Bidder is not able to perform fully and deliver in compliance with the contract requirements based on past performance, financial capabilities, and business management.

Examples of these factors might be inadequate facilities or equipment to perform the work on time, lack of sufficient experience based on the size or complexity of the work, or inability to obtain required bonds or insurance.

19.2 Commissioners Court may award one or more contracts to responsive, responsible Bidders who submits the lowest and best bid for all, or a portion of the items described in the IFB or may reject all bids and issue a new solicitation if the goods or services are still needed. The County may also waive any minor informalities or irregularities in any bid.

19.3 Travis County may award on an “all or none”, or “group” or “line item” basis. The County may accept any item or group of items in this bid, unless the bidder limits acceptance of his bid on an "All or None" basis.

To be considered responsive, bidder must bid on all items in a group or groups that must be awarded together as stated in the IFB. A Bidder may bid on all groups or only some groups.

19.4 The Delivery Time or Delivery Schedule offered by Bidders will be considered in determining the lowest and best bid.

19.5 If the Bidder does not have its principal place of business in Texas, Texas law requires that nonresident

Bidder to underbid Texas Bidders by the same amount that Texas bidders would be required to underbid that bidder in its home state. TEX. GOV'T CODE ANN., Ch. 2252. This does not apply to a contract involving federal funds.

19.6 If two or more responsive, responsible Bidders submit the lowest and best bid, the Commissioners Court decides among them by drawing lots as prescribed by the County Judge. County may not award a contract to a Bidder who is not the lowest dollar Bidder meeting specifications unless, before the award, each lower

Bidder is given notice of the proposed award AND an opportunity to appear before the Commissioners Court and present evidence about that Bidder's responsibility or responsiveness.

19.7 Prompt payment discounts will not be considered in determining low bids and making awards.

20.0 PROTEST AFTER AWARD.

20.1 Protests after award must be submitted within 10 Working Days after award by Commissioners Court. The

Purchasing Agent must issue a written decision on the protest within 10 Working Days after date of receipt of it.

20.2 The Bidder may appeal the Purchasing Agent's decision within 10 Working Days after receiving it. The Bidder must submit the request for an appeal to the Purchasing Agent, who presents it to the Commissioners Court.

The Bidder is notified of the time and place that Commissioners Court will hear the appeal.

20.3 The full description of protest and appeals procedure is described in Section 18.004 Protest of Award of the

Travis County Purchasing Procedures Guide, available at:

21.0 REJECTION OF BIDS. County may reject a bid if it is not satisfactory to Commissioners Court.

21.1 The County may reject all bids and re-advertise if appropriate, whenever it is in the best interest of the

County.

21.2 The County may reject any part of a bid unless the bid has been qualified as All or None.

22.0 COUNTY ETHICS POLICY.

22.1 The County Ethics Policy requires Contractors to disclose these activities involving County officials and employees who make contracting decisions:

22.1.1 Doing business with them when Contractor would not offer the same deals to the general public

22.1.2 Making political contributions to them, and

22.1.3 Lobbying to influence them to make these decisions based on factors other than demonstrated competence.

22.2 To comply complete the forms at: https://purchasingtransparency.traviscountytx.gov/public

PART I- SPECIFICATIONS

1. PURPOSE

To provide Travis County with comprehensive Pest Control Services. Contractor shall perform services at various locations located throughout Travis County.

2. APPLICABLE STANDARDS

Contractor shall perform all pest control services in a safe manner and in accordance with chemical manufacturers’ specifications and in compliance with applicable laws and regulations.

3. REFERENCE CODES AND STANDARDS

Standards of the following organizations may be referenced in the specifications. Unless noted otherwise, references are to standards or codes current at the time of bidding.

3.1 Environmental Protection Agency (EPA)

3.2 Occupational Safety Health Act (OSHA)

3.3 United States Department of Agriculture (USDA)

3.4 Texas Department of Agriculture (TDA)

3.5 Texas Department of Health (TDH)

3.6 Texas Structural Pest Control Board (TSPCB)

3.7 Material Safety Data Sheet (MSDS)

4. GENERAL SCOPE OF WORK

4.1 Contractor shall provide a comprehensive Pest Control Program for all flying or crawling insects at designated County Facilities. Contractor shall provide all labor and materials needed to perform comprehensive pest control services.

4.2 A continuing and effective extermination program shall be instituted to control ROACHES, RODENTS, FIRE

ANTS, CRAZY ANTS, SPIDERS, SILVERFISH, SCORPIONS, CRICKETS, and OTHER FLYING AND CRAWLING INSECTS, (excluding Carpenter Ants, and Termites).

4.3 Contractor shall be Licensed and Regulated by the Structural Pest Control Board and Licensed and regulated under the Structural Pest Control Act.

4.4 Contractor shall furnish a copy of their current Structural Pest Control Business License.

4.5 Contractor shall have been in the pest control business for a minimum of two (2) years.

4.6 Contractor shall furnish a copy of a current Certified Commercial Applicator(s) License for all employees who will be servicing County facilities.

4.7 Contractor shall furnish a Board-approved Consumer Information Sheet of all materials/chemicals that will be used on County facilities upon request of the County Purchasing Agent.

4.8 All chemicals used on County facilities shall be approved by the State Structural Pest Control Board and shall be EPA registered. Contractor shall comply with manufacturer’s instructions for application of chemicals.

4.9 Contractor shall furnish the current Material Safety Data Sheet on all chemicals that will be used at County facilities as an attachment to the bid submittal.

4.10 Special care and consideration must be made due to clinics and kitchen areas.

4.11 No chemicals will be mixed inside of any County facility.

4.12 For the purpose of this contract, normal working hours for Travis County shall be defined as the hours of

8:00 a.m. to 5:00 p.m. Monday through Friday. Contractor may be required to perform services after 5:00 p.m. on Mondays through Fridays, and/or on Saturdays, Sundays, and holidays when County offices are closed. Refer to Exhibit A for treatment areas, service frequencies and required service times and days.

5. INSPECTION OF CONTRACTOR'S PERFORMANCE:

5.1 Upon arrival and departure from the premises, Contractor's service representative shall report to a designated County representative. Upon completion of all work under this performance contract, Contractor's service representative must certify that the work was done by obtaining the signature of the County's representative. Payment may be withheld if work is not performed as specified.

5.2 The County reserves the right to make any test deemed advisable to ascertain that the requirements of this contract are being fulfilled. In the event a pest control services treatment is not being satisfactorily performed, the County shall request that the Contractor provide immediate corrective action to meet contract requirements.

5.3 All work performed under this contract is subject to inspection by the County or a specialist designated by the County at any time to ensure compliance with all terms and conditions of this contract.

6. COST REIMBURSEMENT:

6.1 Contractor may be required to provide pest control services outside of the monthly service treatments listed in Exhibit A. For these special circumstances, Contractor shall provide an estimate for labor and materials based on the line items listed in Group F. Contractor will be reimbursed for the cost of materials actually used in the performance of the work. Contractor will be reimbursed for all direct job/project labor cost actually used in the performance of the work. Travis County will only pay for the portion of the labor assigned to the job/project and approved by the Estimate Form.

6.2 Travis County shall reimburse Contractor for materials plus cost percentage markup which is included on the approved Estimate Form. Amount of material cost mark up will be as per bid.

6.3 Any subcontracted work must be supported by invoices issued by the supplier of Contractor describing the quantity and cost of the subcontract work, parts and material. All prices in the estimates shall include the cost of shipping and delivery of all items to the designated FOB point. Any subcontract work, part or material with a cost of less than $25.00 each and a combined cost total of less than $500.00 will not need to be accompanied with a copy of the supplier’s invoice. Travis County will only pay for the portion of the subcontract work, parts and materials purchased for the assigned job/project and approved by the department.

6.4 Contractor must have necessary equipment, tools, vehicles and materials which are standard to pest control services profession. All costs associated with meeting this requirement shall be the sole responsibility of and be totally borne by Contractor.

6.5 Contractor will be expected to meet established schedules and deadlines for the completion of work as outlined on approved estimates.

6.6 Once Travis County has accepted a job estimate, the dollar amount reflected on the job estimate shall constitute the County’s total obligation for that job. Contractor shall endeavor to submit an accurate cost estimate. However, the County recognizes that some elements of work cannot be detected until work is in progress. When latent physical conditions are discovered, Contractor shall submit a revised cost estimate for approval from Travis County Department requesting a PO modification for additional services or materials. Once Travis County has approved the request for additional work, the original Purchase Order (PO) will be modified to reflect the additional cost. POs are the only valid approval mechanisms for payment against an invoice from Travis County.

7. GENERAL TREATMENT AREAS

General treatment for all locations shall be treated as per industry standards to include the following: ALL OFFICES, HALLWAYS, UTILITY CLOSETS, PARKING GARAGES, REST ROOMS, MECHANICAL ROOMS, and ACCESSIBLE PLUMBING CHASES, ALL VACANT CELLS and outside perimeter, a minimum distance of twenty (20) feet from all exterior walls. In addition to office space, utility closets, restrooms and mechanical rooms, Gardner Betts Facility Juvenile Detention Grounds is also occupied by a HALFWAY HOUSE, DETENTION CENTER, COURT ROOMS, CENTRAL KITCHEN, FOUR CAFETERIAS, INFIRMARY, POLICE INTAKE and ACTIVITY COURTYARD. Occupied cells will be sprayed upon request by the County while the vendor is on site. General treatment pricing consists of all chemicals, materials and labor required to complete pest control services at each location for interior and exterior treatment. Any services that may require Contractor to go outside the scope of work for general treatment as defined in Section 4.1 and 4.2 shall be priced at an hourly rate.

8. SPECIAL CARE TREATMENT AREAS

8.1 Special care treatment areas are where extra care must be exercised in application of treatment chemicals due to food preparation, confinement or medical care areas.

8.2 Special care treatment areas include but are not limited to Medical Facilities, Health Care Clinics, Cafeterias/Kitchens, Food Storage Facilities, Commissary, Detention Facilities, all inmate cells and housing units, all unit recreation yards (interior and exterior type) and Laundry Facilities.

9. FOGGING TREATMENT

Low volume, food safe, fogging treatment (either handheld electric applicator or wall mounted) for kitchen only, and as agreed upon by authorized local manager. Equivalents to fogging treatment to be approved by site contract manager.

10. CRACK & CREVICE TREATMENT

Crack & Crevice Treatment for kitchen areas shall be monthly.

11. RODENT CONTROL

11.1 COUNTY FACILITIES:

11.2.1 Rodent Control method for inside building(s) areas shall be non-poisonous glue boards, bait stations and snap traps, as required for control of rodents, placed in designated areas to be serviced upon each visit. Inspection cards must be in all bait stations and Contractor is required to notate each service date on the inspection card. Each week, all bait stations located within the area being serviced that week will be cleaned out by Contractor. Fresh bait will be added to the bait stations on each visit – NO EXCEPTIONS. Contractor will be offered to warrant treatment for thirty (30) days from the day of treatment.

11.2.2 Rodent control method for outside buildings (alongside or attached to exterior walls) at the building(s) location shall be enclosed bait stations (for field mice). Bait stations shall be placed in designated areas to be serviced upon each visit.

11.2.3 Installation of snap traps program. Snap traps will be installed throughout the kitchen and warehouse areas in all active rodent activity zones at TCCC and TCJ. Traps will be placed at floor level and above any false ceiling areas as needed to ensure proper coverage of all accessible activity areas. Service frequency: provide twice-per-week follow-up visits for trap monitoring, servicing, and adjustment as needed.

11.2.4 Rodent control bait stations will be provided for the duration of the contract by Contractor.

11.2.5 Contractor shall service Contractor and County supplied bait stations per each location’s Contract

Manager. The County has approximately one hundred (100) bait stations between TCCC & TCJ.

12. TERMITE AND/OR CARPENTER ANT INSPECTION/SPOT TREATMENT CONTROL

12.1 Termite Inspection and Spot Treatment for Termites and/or Carpenter Ants shall be on a per call basis.

12.2 Materials, products and/or methods for termite and/or carpenter ant control shall be in accordance with the State Structural Pest Control Board regulations.

12.3 Each pesticide product or device shall be registered by the EPA and/or the Texas Department of

Agriculture for termite control and shall be approved by the Structural Pest Control Board.

12.4 All pesticides shall be applied according to manufacturer specifications.

12.5 Termite Control work for Subterranean Termite Post Construction Treatment, Subterranean Termite Pre-

Construction, Partial Treatment, and Spot Treatment, shall be in accordance with the Structural Pest Control Act.

12.6 Contractor shall submit a Disclosure Document Statement and Cost Estimate as outlined by the State of

Texas Structural Pest Control Board Treatment Standards for Termite Control, to Travis County Facilities Management, before conducting any termite treatment.

12.7 Once Travis County Facilities Management has approved the Disclosure Document Statement and Cost

Estimate, a purchase order will be issued by the Travis County Purchasing Agent.

13. CONTINUATION OF TRAVIS COUNTY’S OPERATIONS

13.1 The operations of the facilities are essential to county government and it is imperative that all pest control services be performed without disruption to the facility. Work in county buildings must be scheduled so that there will be no interruption to the operation of the building and shall be performed in such a manner as to not interrupt the occupant’s work. In the case of facilities with kitchen services, Contractor may be required to return at a later time to finish required services due to food serving schedules.

13.2 Contractor shall erect signs and barriers as may be necessary to protect Travis County’s operations while work is in progress. Any work that may be essential to the pest control work shall be secured by Contractor when not in use to protect Travis County’s operations.

13.3 Notice must be given to the occupants of the building when it is possible that pest control services could impact building occupants. If service has the potential to affect the occupants of the building, a written notice must be sent to all departments (offices) in the building at least five (5) days in advance of such work. Contractor will notify Travis County Facilities Management of need to send notices at least seven

(7) days prior to treatment.

14. PROTECTION OF WORK AND PROPERTY

14.1 Contractor shall maintain adequate protection of all his work from damage and shall protect Travis County and adjacent property from injury or loss arising from this contract.

14.2 Contractor shall provide and maintain at all times any danger signs, guards and/or obstructions necessary to protect the public and his workers from any dangers inherent with or created by the work in progress.

14.3 At no time will any equipment, materials or any other items be placed on or stored in an undesignated area.

15. JOB CONDITIONS

15.1 Contractor shall employ competent technicians to be in attendance at all times pest control service is in progress.

15.2 There is NO SMOKING allowed on County property. Contractor shall be responsible for enforcement of this job rule at all times.

15.3 All ladders used on the job must be in good condition and OSHA approved. Ladders must also be secured at all times while in use. When services are being performed at the Travis County Correctional Complex, all ladders will be locked securely on Contractor’s truck.

16. OTHER REQUIREMENTS

16.1 ACCESS TO TRAVIS COUNTY FACILITIES: A County representative will provide Contractor with access to all County premises.

16.1.1 Contractor’s service representative shall notify the Travis County Facilities Management department upon arrival and departure from the facilities being serviced by calling (512)854- 9500. Upon completion of pest control service under this maintenance contract, Contractor’s service representative must certify that the work was done by obtaining the signature of the Travis County using department representative or designee. Contractor shall furnish Travis County Facilities Management with a signed copy of the service ticket. Payment may be withheld on any unit if scheduled service is not performed and/or certification is not submitted as specified.

16.1.2 Contractor and/or representative may be required to meet monthly with Facilities Management contract administrator. The purpose of this meeting (to be held on the first Thursday of each month) is to review performance for the previous month, receive signed work orders, receive and approve Contractor’s invoices for services and to discuss any issues impacting on the successful execution of this contract. Meetings are anticipated to require approximately 30 minutes each month.

16.1.3 Following contract award, a purchase order will be issued for the remaining months of the

County’s fiscal year (which ends on September 30th of each year). This purchase order will authorize Contractor to provide the services specified under the specifications of this contract.

Contractor should prepare and submit an approved (approval obtained at the monthly review meeting) invoice to the County Auditor for payment of the previous months service fee. At the beginning of the following fiscal year and each complete year of the contract term, a purchase order covering the full 12 months of the year will be issued.

16.1.4 Contractor shall furnish the Facilities Management contract administrator a monthly schedule of dates that Facilities Management locations will be serviced. The schedule is due within five (5) days after award of contract.

16.1.5 Contractor will not perform any services or deliver any items until a purchase order number is assigned by the designated representative of the Purchasing Office. Contractor will reference contract number and purchase order number on all invoices submitted to Travis County Auditor.

The County will not be held responsible for payment of items delivered without authorized purchase orders.

16.2 ACCESS TO GARDNER BETTS FACILITIES: Contractor shall furnish Gardner Betts Facilities authorities with complete identification for all contractor service representatives who will be required to provide pest control service located in the Gardner Betts Complex.

16.2.1 The identification shall be a photocopy of Driver License, and Company I.D. that will become a permanent part of file records.

16.2.2 Upon entering and leaving the Gardner Betts Complex, Contractor’s service representative will be required to sign in and out with the on-duty supervisor.

16.2.3 Contractor’s service representative shall log all pest control service work and upon completion of all the work that was performed, Contractor’s service representative must certify that the work was done by obtaining the signature of the on-duty supervisor or Authorized Local Manager.

16.2.4 Contractor should be aware that special rules and regulations may apply to work performed at the Gardner Betts Complex, and contractor should endeavor to familiarize him/her with procedures.

16.2.5 Contractor’s service representative shall leave a signed copy of the work ticket Gardner Betts

Complex on-duty supervisor.

16.3 ACCESS TO TRAVIS COUNTY EXPO CENTER COMPLEX: Contractor shall perform Pest Control Service work through the direction of the Travis County Expo Center Director or his representative.

16.4 ACCESS TO TRAVIS COUNTY CORRECTIONAL COMPLEX: Before treatment of each building, the pest control technician will check in with the Duty Supervisor (or representative). That Duty Supervisor (or representative) will ensure all areas are treated (inside and outside) and assign and escort as needed, and make available all accessible plumbing chases, mechanical rooms (inside and outside), offices, and all other locations listed under Section #5 “General Treatment Areas”. A Verification of Treatment sign-off sheet shall be used to ensure that all services were provided and signed off by the Duty Supervisor (or representative) and the pest control technician. The Verification of Treatment sign-off sheet will be returned to the TCCC warehouse office the same day, or the next day the company is on site. If the filled out sign-off sheet is not received, it will be implied that the service did not occur and the County will not be invoiced for that day.

17. BACKGROUND CHECK

Contractor’s employees providing service to Travis County under this contract will be required to undergo extensive criminal background check in order to acquire clearance to any Travis County facility. Contractor employees will be required to provide clear copy of Driver’s License and Social Security number to perform criminal background check. This background check will be required annually and it is Contractor’s responsibility to provide all employees’ information to the County at least fourteen (14) days in advance of expiration of previous background check. Contractor should also have at least two (2) additional employees that have passed the criminal background check to fill in for assigned employees that may be out due to illness, vacation, etc.

18. SERVICE WARRANTY

18.1 All areas treated at the time of regular service will be re-treated in the event of a recurring or infestation of the targeted pests at no charge to the County. It is the intent of this warranty that Contractor performs all warranty work.

18.2 All the pest control treatments shall be warrantied for at least one (1) month which will eliminate the additional charges for service calls that might occur within the period between the scheduled (regular) monthly treatments.

PART II - SPECIAL PROVISIONS

1. SCOPE OF CONTRACT: This is a firm fixed price, estimated quantity contract calling for delivery of the services and items identified in the Item Response Form at the stated prices submitted by the bidder. Upon acceptance of a bid by Travis County Commissioners and issuance of a Contract Award by the Travis County Purchasing Agent, Bidder shall be obligated to deliver the services at the stated prices, within the time specified, and in accordance with all Terms and Conditions, and General Provisions contained herein. The quantities stated in the Item Response Form are the best estimates of Travis County's needs for a one (1) year period. They represent a realistic estimate based on past consumption for purposes of securing a bid price. The quantities are not firm and are not hereby ordered or called for. Actual requirements will be stated through issuance of individual purchase orders against the contract, and no obligation to pay for any quantities shall be deemed to exist unless or until such purchase orders are issued. Travis County is not obligated to order products or services not covered by this contract and the County is free to secure those requirements from other sources in accordance with applicable purchasing statutes.

2. TERM OF CONTRACT: This contract shall be for one (2) year period commencing upon award by the Travis County

Commissioners Court or December 6, 2026, whichever is later.

3. OPTION TO EXTEND: County may unilaterally extend this Contract for (i) two (2) additional two (2) year periods and (ii) three (3) additional one (1) month periods (individually, an “Option to Extend” and collectively, the “Options to Extend”), and all provisions of this Contract, except for term and price, shall remain unchanged and in full force and effect. County shall exercise an Option to Extend no sooner than ninety (90) calendar days prior to expiration of the then current term. The total term of this Contract, including the Options to Extend, shall not exceed sixty-three (63) months. County shall have the right to exercise all or a portion of the Options to Extend in any combination it deems necessary.

4. BID PRICES: Unit prices quoted shall include the cost of all labor, materials, travel and equipment necessary to properly provide services and shall not include Federal or State of Texas sales, excise and use taxes. Prices also shall include travel time to each site. Bidder shall include any and all cost associated in the unit prices. Prices shall remain firm for the period of the contract. All travel and per diem shall be included in the unit price.

5. OPTION TO ADD OR DELETE: County may add or delete line items as needed. Travis County Purchasing Office will notify contractor in writing of scheduled addition or deletion of items. If a line item is to be added to the contract, Travis County shall request a quote and will provide specifications for that line item. Contractor shall provide a quote within ten (10) business days of the request. If a line item is to be deleted, Travis County shall provide a fourteen (14) day notice to Contractor note an official date for Contractor to no longer provide service for that location. Any additions or deletions shall be incorporated through a contract modification.

6. TRAVIS COUNTY REPRESENTATIVE STATUS: Travis County's representative shall have general supervision and direction of the work and shall represent Travis County in all matters pertaining to the work as provided in the contract documents. The Travis County representative has authority to stop the work whenever such stoppage may be necessary to ensure the proper performance of the contract and shall have authority to reject any and all materials, whether worked or unworked, if such materials are not in accordance with the plans and specifications.

7. COOPERATIVE PURCHASING. Contractor shall allow other governments that have cooperative purchasing or inter-governmental contracts with County to purchase goods or services under this Contract. Under co-operative purchasing contracts with County, each government makes its own orders. Contractor shall deliver to other governments located within Travis County on the same terms and conditions as you deliver to County. Contractor may negotiate other delivery charges for governments located outside Travis County if that other government makes an order. Contractor must bill all purchases by other governments directly to the government placing the order and that government must pay Contractor directly. County is not responsible for purchases or debts incurred by any other government. Contractor acknowledges and expressly agrees that County is not a partner with or agent or representative of any other government purchasing under this Contract.

8. COMPLIANCE WITH APPLICABLE LAW: For projects authorized under this contract which has Federal and/or State funding, Contractor shall comply with all applicable federal, state and local laws, regulations and ordinances related in any way to this Contract. Contractor shall notify the County in writing of any failure to comply with such laws, regulations, or ordinances, where such failure affects in any way Contractor’s ability to provide services(s) under this Contract. Contractor shall provide all invoices and other project related documents for Federal and/or State funded projects as outlined in the project’s final approved proposal/scope.

9. CONTRACT ADMINISTRATOR: For purposes of monitoring performance, establishing requirements, approving and coordinating schedules, the County department(s) named below shall act as Contract Administrator on behalf of Travis County.

Dept Name TNR Tim Speyrer

Phone Number: 512-854-7218 Email Address: Tim.Speyrer@traviscountytx.gov Neelie Kildow Phone Number:512-854-1710 Email Adress: Neelie.Kildow@traviscountytx.gov

Dept Name JPD

Carol Allen

Phone Number: 512-854-5626 Email Address: Carol.Allen@traviscountytx.gov

Dept Name FMD

Antonio Sanchez Rodriguez

Email Address: antonio.sanchez.rodriguez@traviscountytx.gov

Dept Name TCSO

Mary Fleming

Phone Number: 512-854-4490 Email Address: Mary.Fleming@traviscountytx.gov

10. ENVIRONMENTAL COMPLIANCE: It shall be grounds for termination of the contract if Contractor or its business owner or operator, partner, affiliated corporation, or subsidiary is in substantial violation of an applicable environmental requirement relating to environmental quality, including but not limited to the federal Clean Water Act (CWA), federal Clean Air Act (CAA), Resource Conservation and Recovery Act (RCRA), Comprehensive Environmental Response, Compensation, and Liability Act (CERCLA), Chapters 26 and 27 of the Texas Water Code, Chapters 361 or 382 of the Texas Health and Safety Code, or local ordinances and code. Substantial violation means one or more violation of an applicable environmental requirement resulting in the potential for a significant adverse impact on human health, aquatic life, a surface or groundwater resource, or enjoyment of property, including any violation resulting in a civil or administrative enforcement action. Applicable environmental requirement means an environmental law, regulation, county or municipal ordinance, permit, order, consent, decree, or other requirement.

Within ten (10) days of receipt of any Notice of Violation, Notice of Enforcement, or other citation from the Texas Commission on Environmental Quality (TCEQ) associated with the Contractor’s facilities, Contractor shall notify the Purchasing Agent in writing. Contractor shall notify the Purchasing Agent of TCEQ’s requirements for resolution of Notice of Violations, within ten (10) days of resolution.

mailto:Emily.Ackland@traviscountytx.gov mailto:Tim.Speyrer@traviscountytx.gov mailto:Neelie.Kildow@traviscountytx.gov mailto:Emily.Ackland@traviscountytx.gov

Contractor shall ensure that any facility or operation that is the subject of this contract or related to this contract will be operated and maintained in conformance with all federal, state, and local requirements for wastewater discharge, storm water management, solid waste (including hazardous waste) management, petroleum product, oil, and hazardous substance storage and management, and similar environmental management.

Contractor must maintain an accurate and up-to-date spill prevention and spill response plan that can immediately be implemented to address and contain a spill or discharge of any hazardous substance, solid waste, or hazardous waste. Contractor shall ensure each facility has staff trained and qualified to immediately implement a spill response plan, if the need should arise.

Contractor shall ensure the use of best industry practices for the management of waste at its facilities and operations. For purposes of this contract, the failure to respond to any Notice of Violation, Notice of Enforcement, or other citation issued after the date of this contract, in the manner and within the time prescribed in such Notice of Violation, Notice of Enforcement, or other citation, as defined in the Travis County policy regarding consideration of the safety record of bidders, for a violation of an environmental protection law or regulation at a facility, or for any Contractor affiliated company or operation associated with the facility, shall be deemed evidence of failure to use best industry practices and shall be grounds for terminating…