Revised_Exhibit_A_-_Scope_of_Services.pdf

SCOPE OF SERVICES

I. INTRODUCTION. Seminole County Facilities Management has a requirement for Pest Control

Contract Services. Pest Control Services covered under this agreement shall include Integrated Pest Management Services, Structural Pest Control Services, and “Emergency Support Services.”

This contract shall cover all Offices / Buildings as listed in Exhibit C – Price Proposal form (located in Attachments of the solicitation) including all supplies, materials, and equipment to successfully provide pest control services.

Seminole County Facilities Management desires to implement an Integrated Pest Control (IPC) program with the goal of achieving satisfactory, economical pest control with minimal or negligible human health and environmental consequences. Control is to be considered in terms of both short-term and long-term objectives. Short-term objectives would typically be to eliminate or reduce current unacceptable pest populations. Long-term objectives would focus on the prevention of unacceptable pest populations and reduce the amount of pesticide applied and the frequency of applications. IPC integrates all pest control methods to include the following:

• Limiting pest access to food, water, and harborage

• Use of traps, baiting and other techniques to remove pests

• Carefully controlled application of pesticides

• Use of least-hazardous pesticides

This specification establishes the basic requirements for a comprehensive IPC program for Seminole County buildings. This IPC contract is intended to reduce or maintain pest populations at tolerable levels through the use of minimal amounts of pesticides and by employing other pest control strategies including structural and procedural modifications to reduce food, water, harborage, and access used by pests.

II. BACKGROUND / CONCEPT OF OPERATION. Seminole County Facilities Management manages over 200 county buildings with a diverse customer base that in some cases, invite pest problems by failing to maintain adequate sanitary conditions. In addition to our requirement to perform Integrated Pest Control in each building, the successful contractor shall plan for “emergency services” to be rendered as needed by the building occupants.

The frequency of these requirements shall result in the need for technicians to be available to service this contract daily. Facilities Management’s internal work order process starts when a building occupant recognizes a problem and calls the Facilities Management office with responsibility for the specific building. The Facilities Management office creates an internal work order that will record the work completed by the contractor. This will include monthly, semi-monthly, and emergency service needs. No emergency work shall be recognized without a valid Facilities Management work order number. The work order will be transmitted to the contractor via MaintStar platform electronically. Contractor may not be reimbursed for work completed without a County’s written release order or internal work order.

The Facilities Management office will maintain a record of pest control service calls in their buildings in order to help “educate” building occupants that may be contributing to the problem. After a service technician completes a monthly, semi-monthly or an emergency service, the technician will complete a service ticket (provided by the contractor) that will be attached to the invoice detailing the building name, Facilities Management work order number, the problem found (i.e. ants or roaches), and his corrective action taken. In addition to attaching the service ticket to the invoice, the contractor will email the completed service ticket to FMreports@seminolecountyfl.gov immediately upon completion of the service.

III. GENERAL REQUIREMENTS. The Contractor shall furnish all professional / special pest control services including, supervision, labor, materials, pesticides, tools, equipment, insurance, permits mailto:FMreports@seminolecountyfl.gov and fees necessary to accomplish pest control tasks. These tasks include surveillance, trapping, pesticide application, and pest removal, and to assist in control of pests including carpenter ants, crawling insects, nuisance, and rodent control services included in this contract.

Contractor shall supply all equipment needed to provide service. These shall include ladders to reach all service areas, flashlights, and traps. At no time shall the contractor use Seminole County equipment or tools.

"Pests" are defined as, but not limited, to the following: American brown banded, Oriental, German and smoky brown cockroaches, ants, silverfish, rats, mice, flies, wasps, hornets, spiders, ticks, "sewer flies", house flies, fruit flies, flour beetles, fleas, and other vermin. “Rodents” are defined as, but not limited to the following: rats, mice, squirrels, and other small animals that may infiltrate building spaces.

IV. PERSONNEL, EMPLOYMENT PRACTICES, AND STAFFING.

A. Pest Management Certification. In cases where the Contractor has two or more persons reporting to work under this contract, one will be designated as supervisor and must be fully certified in all pest management categories in which work is to be performed.

Uncertified employees may assist the supervisor in work performance as long as they are in immediate contact to the supervisor. The supervisor will assume all responsibility for their work.

NOTE: "Certification" means a current certificate of competency in pest management in any and all categories or sub-categories as identified by the State of Florida.

B. Employee Management. Personnel relations of Contractor's employees on payroll shall be Contractor's responsibility. Contractor shall comply with all applicable government regulations related to the employment, compensation, and payment of personnel.

C. Removal of Contractor’s Employee(s) for Cause. The County reserves the right to request removal of Contractor’s employee(s) if in the event, said employee is deemed careless, incompetent, insubordinate, or otherwise objectionable and whose continued employment on County property is not in the best interest of the County. Removal must not be arbitrary.

D. Contractor agrees to use only certified, experienced, competent, and responsible qualified technicians and competent supervisors in the performance of the specified work, by virtue of submitting a response to this solicitation.

E. Uniforms. All service technicians will present a neat appearance and wear a uniform with the company name and the technician’s name clearly visible. Company provided identification tags should be worn in an easily visible manner. Seminole County will issue identification badges for each of the Contractor’s technicians serving Seminole County at no cost to the Contractor.

F. Safety. Contractor shall take necessary precautions to prevent injury to humans, domestic animals, and property. Special care shall be exercised in the use of liquid pesticides in areas having asphalt, mastic, or linoleum surfaces. Special care shall also be exercised in areas where food and children may be present during and after treatment. The contractor shall observe all safety precautions throughout the performance of this contract. Occupant health or productivity shall not be adversely affected. All work shall comply with applicable federal, state, and local environmental and safety laws. Where there is a conflict between regulations, the most stringent shall apply. Contractors shall wear protective clothing that conforms to the requirements of protection specified on the pesticide label and/or MSDS.

Where the Contractor must apply a pesticide in an occupied area, the Contractor should describe how he would prevent occupants' exposure (e.g., evacuation, non-volatile product, small application in cracks, etc.) and how he will determine the airing out period, if needed. MSDS sheets shall be provided on all products used to the Facilities Management Division.

G. Regular scheduled work, will be performed between 7:00 a.m. and 5:00 p.m., Monday through Friday. Work in kitchens and public spaces will be done between 7:00 a.m. and 5:00 p.m., in coordination with the County’s Contract Administrator. Specific times for specific buildings other than that listed above will be noted on the Building List. Work in crawl spaces, mechanical rooms and other secured areas shall be coordinated with the County’s Contract Administrator. When it is necessary to perform routine work outside normal working hours, the Contractor shall coordinate with the County’s Contract Administrator (or their designee) at least three working days (72 hours) in advance of such work.

H. Building access. All Contractor employees shall wear a County/Sheriff furnished identification badge which shall be visible on the outside of their clothing. The identification badge shall include, as a minimum, the employee’s name, recent photograph, and name of the Contractor. Upon execution of the contract the Contractor shall immediately complete the background check and fingerprinting through the Seminole County Sheriff’s Office. This service will be provided free of charge. County Representative will provide all the necessary information to the Contractor for completion of this process. The SHERIFF’S OFFICE will provide badges for employees assigned to these facilities following background checks done by the Sheriff’s Office. The SHERIFF’S OFFICE will obtain fingerprints and all individuals will complete Level 2, unescorted access, Security Awareness Training. Training is done remotely on either personal phone or a computer device. The exclusion of an employee for security reasons shall not relieve the Contractor of his responsibility to perform the services required under this contract.

V. PESTICIDES, BAIT TRAPS & STATIONS.

A. Pesticides. Only EPA, FDA and USDA approved pesticides will be used in a manner so as not to adulterate or contaminate product equipment or product containers as provided by Food, Drug and Cosmetic Act as amended. Pesticides will be changed as Federal and Local regulations change and new products are approved, or existing ones become restricted.

Contractor shall submit for approval a list of all pesticides and copies of the Material Safety Data Sheet (MSDS) which are to be used in each location and shall not deviate from the pesticides unless written permission is received prior to any change in the use of said pesticides.

The Contractor shall not apply any pesticide that has not been included in the Pest Control Plan or otherwise approved by the County’s Contract Administrator.

The Contractor shall not store any pesticide on Seminole County premises.

B. As a rule, rodent control in buildings shall be accomplished with live traps, “one-ways” or bait traps. Traps shall be concealed in protected areas not affected by routine cleaning & operations. Traps will be checked, emptied, and cleaned at least weekly or more frequently if required by the County’s Contract Administrator. Spring-loaded kill traps shall not be used without prior approval of the County’s Contract Administrator. If kill traps are approved, they must be checked and cleared daily. Kill traps will only be considered in areas where building occupants do not have access.

C. Bait traps and stations. "Ketch-All" traps and bait stations will be placed strategically in food processing areas for immediate rodent control. Bait stations showing activity will be tamper proof and labeled POISON. Traps shall be labeled identifying poison being used, date of each service, servicing technician and Contractor's phone number. Rodents will be removed, properly disposed of, and identified on the service report including the trap number. Contractor shall not dispose of dead rodents by putting the carcass in a local dumpster.

Traps shall be numbered, and a corresponding number will appear on a premise graph detailing trap locations. Traps shall have a floor number. Contractor will be responsible for updating the graph when locations are added or deleted.

Traps and bait stations will be cleaned of rodent hair, decayed matter, and droppings.

Removed rodents will be placed in plastic or paper bags and disposed of off campus in a sanitary manner by technicians. Seminole County Facilities Management will not be responsible for damage or loss of traps or bait stations.

In exceptional circumstances when rodent poisons are deemed essential for adequate rodent control inside occupied buildings, the Contractor shall obtain approval from the County’s Contract Administrator prior to using rodent poison. All rodent poisons, regardless of packaging, shall be placed in inaccessible locations and in EPA-approved tamper-resistant bait boxes.

D. Existing insect infestations shall be eliminated, and re-infestation prevented within practical limits. Only the safest and most effective materials shall be used, and they shall conform to Federal, State and Local ordinances and laws.

E. Treatment. Each building and kitchen/food service area shall be serviced as part of an integrated pest control program that shall include baiting and poison application as appropriate. In kitchens, all insecticides will be applied within crack and crevice or spot treatment using a low-pressure pinpoint application to eliminate possibility of food contamination.

F. If physical defects in the facilities are conducive to contamination or infestations, the contractor shall report those conditions on the applicable work order and on the summary, sheet provided to the appropriate County’s Contract Administrator. If these conditions are not corrected or altered, the Contractor will not be held responsible for complete control of said pests. The Contractor shall report any defects or problems that are not corrected in a timely manner to the County’s Contract Administrator.

VI. LEVELS OF SERVICE.

The successful contractor will provide integrated pest control services for Seminole County buildings based on the individual building occupant’s needs and requirements. To ensure that pest control needs are met, three levels of service have been established for Seminole County buildings. The service levels are based upon the frequency of basic insect and rodent control treatment.

The specific levels of service to be provided are:

A. Level I: Provided to small buildings, maintenance buildings, office buildings, parks structures or other buildings / structures. These sites may also have kitchen facilities / break room areas / vending machines. Seminole County leased office or warehouse space will also receive Level I service.

i. Required Service. Monthly Insect and Rodent Control.

This service level shall be provided on a monthly treatment basis, and shall include at least the following:

Monthly Insect and Rodent Control shall include at least the following:

ii. The Contractor shall adequately control the following pests:

1. Indoor populations of all species of ants, cockroaches, flies, rodents (mice and rats), stored product pests, spiders, fleas and millipedes.

2. Outdoor populations of the above pests within 5 feet of any building.

3. Other indoor pests that are a nuisance to occupants (e.g., fleas, gnats, etc.).

4. Individual excluded pests that are incident invaders inside buildings.

iii. The Contractor shall use non-pesticide methods of control wherever possible.

iv. These methods include use of portable vacuums for initial clean-outs of cockroach infestations, swarming insects and spiders in webs, and low visibility trapping devices for indoor fly control other methods that preclude chemical pesticide usage. (Low visibility precludes use of fly strips hung in public areas).

v. As a general rule, the Contractor shall apply insecticides as "crack and crevice" treatment only (using an appropriate application tool or nozzle). Bait formulations should be used for cockroach and ant control wherever appropriate. Sticky traps should be used to guide and evaluate indoor insect control effort.

vi. The Contractor is responsible for minor applications of caulk, expanding foam, and other sealing materials to eliminate harborage or access.

vii. The contractor shall provide rodent control inside occupied buildings. The contractor shall accomplish control primarily with traps. All such devices need to be concealed in a protected area so as not to be affected by routine cleaning and other operations. The contractor is responsible for appropriate disposal of all trapped rodents and rodent carcasses within 24 hours.

1. In exceptional circumstances, when rodent poisons are deemed essential for adequate rodent control inside occupied buildings, the Contractor shall obtain approval from the County’s Contract Administrator prior to using those poisons. All rodent poisons, shall be placed in inaccessible locations and in EPA-approved tamper-resistant bait boxes. Frequency of bait box servicing depends on the level of rodent infestation. Bait boxes shall be maintained according to EPA regulations and with an emphasis on protecting non-target organisms.

2. All bait boxes shall be placed out of general view and in locations that will not be disturbed by routine operations. The lids of all bait boxes shall be securely locked or fastened. All bait boxes shall be securely attached or anchored to the floor, ground, wall, or other immovable surface. Bait shall be placed in the baffle-protected feeding chamber and never in the runway of the box.

viii. Wood Destroying Organism Control shall include at least the following:

1. The Contractor shall inspect each building annually for WDO; Facilities Management anticipates that the initial WDO inspections will be completed within 90 days of contract commencement. The purpose of the inspections is to determine if buildings are infested with WDO and determine the best control methodology to suppress existing WDO populations and to prevent future infestations. Access to building spaces will be provided by the County’s Contract Administrators.

2. The Contractor shall advise the County’s Contract Administrator where

WDO infestations are observed, provide recommendations for WDO population suppression, provide recommendations for structural and / or landscaping modifications to prevent infestations, and total estimated cost for WDO treatments. These additional treatments are outside the scope of this contract and will be competitively solicited on a site by site basis.

Approval would be based on review of the proposed treatment for the infestation observed, termiticides proposed, and the expected duration of treatment effectiveness. The County’s Contract Administrator will issue purchase orders for treatments that Facilities Management desires.

B. Level II: Provided to community centers, correctional facilities, dormitory buildings or any buildings that have operating kitchens or serve a large amount of food on a regular basis.

i. Required Service: Twice Monthly Insect and Rodent Control.

This service level will include all services performed under Level I but twice monthly.

VII. APPROXIMATE QUANTITIES IN THE CONTRACT.

Basic Period (Years One through Three):

Level I Service: 693,975 Square Feet Level II Service: 782,629 Square Feet

VIII. LOCATIONS OF WORK. Exhibit C – Price Proposal contains a listing of county buildings, the service level for each building location, and the square footage of the building. However, since it is anticipated that the total square footage to receive pest control services could reach a maximum of 700,000 Square Feet for Level I Service, and 1,300,000 Square Feet of Level II Service, additional location listings will be issued as they become available. Exhibit C – Price Proposal, and these additional location listings (up to the maximum amount allowed for the first three years of the contract) constitute the total contract requirements.

IX. SERVICE REQUIREMENTS.

A. The successful contractor shall develop and implement an integrated pest control plan for

Seminole County Facilities Management within 30 days of contract commencement. The pest control plan will contain the following elements:

i. The plan shall include proposed materials and equipment for service. Actual container labels and Material Safety Data Sheets (MSDS) for chemical pesticides, brand names of pesticide application equipment and trapping devices, pest monitoring devices, pest surveillance and detection equipment, and other pest control used to meet the requirements of this contract shall be included in the IPC plan.

ii. The Contractor shall be responsible for the selection of the pesticide and for applying the pesticide according to label instructions. All pesticides used for fulfilling the terms of this contract shall be registered with the US Environmental Protection Agency (US EPA). Transport, handling, and use of pesticides shall be in strict accordance with the label instructions and applicable federal, state and local laws and regulations.

iii. The Contractor shall adhere to the following rules for pesticide use: When pesticide use is necessary, the Contractor shall employ the least hazardous material, most precise application method, and the least amount of pesticide necessary to achieve control. No pesticide application work may start until the County’s Contract Administrator approves the plan.

iv. The Contractor shall receive concurrence from the County’s Contract

Administrator prior to implementing any subsequent changes to the approved pest control plan including additional or replacement pesticides, and changes in personnel servicing the contract (for access control & background check validation).

v. Work order request and inspection forms shall be used to advise the Contractor of routine service requests and to document performance of all work, including emergency work.

vi. The County’s Contract Administrator shall continually evaluate the progress of this contract in terms of effectiveness and safety and shall require changes within the scope of the contract as necessary. The Contractor shall take prompt action to correct identified deficiencies.

B. The successful contractor shall conduct a detailed site survey within (45) days of contract commencement to add necessary detail to their integrated pest control (IPC) plan. Such details will include locations for bait stations and IPC service frequencies.

C. Within 30 days of contract commencement, the successful contractor shall provide MSDS sheets for all chemicals and begin implementation of IPC services. The contractor shall provide written notification to the County’s Contract Administrator that background checks have been completed on technicians identified to service this contract.

D. Within 60 days of contract commencement, the contractor shall finalize the IPC and present three copies to the County’s Contract Administrator for approval and implementation.

Within 30 days of contract commencement, the contractor shall coordinate with the County’s Contract Administrator for an on-site orientation for the contractor’s service technicians that will be servicing this contract. During this orientation, the technicians will be introduced to key staff in the buildings.

E. EMERGENCY SERVICE. Building occupants may require emergency service. Emergency

Services are identical to routine service calls except if the County’s Contract Administrator has determined that the problem cannot wait until the next routine service. Emergency Service shall be called into the contractor and immediately followed up with a fax or e-mail copy of the work order stating the Emergency Service. The County’s Contract Administrator shall provide a list of the individuals authorized to request Emergency Service within 30 days of contract commencement. Emergency Service calls shall be responded to within two (2) hours of the contractor receiving the call, fax or e-mail.

X. CONTROL OF NUISANCE ANIMALS. Contractor is required to control the occasional nuisance animals such as snakes, opossums, raccoons, birds, etc. The successful contractor shall include pricing for these services under Lot # 4 as a separate line item in this contract.

XI. CONTRACT MANAGEMENT.

A. Contract / Project Coordinator or designee is designated as the County’s Contract

Administrator for this contract. The Facilities Management staff listed below shall be the initial point of contact for information and work authorization:

Facilities Main Line (407) 665-5282 Contracts / Leasing Coordinator (407) 665-5280 Facilities Fax (407) 665-5285

B. Reports: In addition to submittal of the daily service tickets, the contractor shall provide a written summary report every three (3) months regarding the following pest control activities. The report will be emailed to FMreports@seminolecountyfl.gov.

i. Pesticide reduction (amounts and number of applications).

ii. Recommendation for structural, sanitation and other repairs to reduce access, harborage, food, and water.

iii. Trouble spots eliminated.

iv. Risk reduction achieved.

v. Recommendations to change management practices (e.g., policies prohibiting bringing food into certain areas, etc.).

C. Coordination Meetings. The County’s Contract Administrator (or designee) shall meet with the contractor’s representatives on a regular basis. The successful contractor shall include in their cost of doing business, provision for the contractor’s contract manager to attend these meetings every quarter to discuss quality of service issues. A supervisor / manager level individual will attend this meeting, not solely a service technician.

D. Emergency Service. The County’s Contract Administrator, or staff, will determine if a pest control problem is an “emergency problem”. Emergencies shall be handled within two (2) hours (See Building List for hours of operation). The Contractor will be notified via phone, fax or e-mail by the County’s Contract Administrator or staff if emergency service is required.

E. It is important that frequent communication occur between the Contractor and the County’s

Contract Administrator. Furthermore, it is mandatory that the County’s Contract Administrator be kept informed of Contractor activity in their building(s). While the use of work orders will go far to maintain communications, direct communication between contractor personnel and Seminole County staff is encouraged.

F. The Contractor is responsible for advising the County’s Contract Administrator of any structural, sanitary, or procedural modifications that would reduce pest food, water, harborage, or access. The Contractor is not responsible for carrying out structural modifications as part of the pest control effort.

XII. QUALITY CONTROL PROGRAM. The Contractor shall establish a Quality Control Program to assure that the requirements of this contract are met and provide three (3) copies to the County’s mailto:FMreports@seminolecountyfl.gov

Contract Administrator. The Quality Control Program is part of the Integrated Pest Control Plan that is due to the County’s Contract Administrator 30 days after contract commencement.

The contractor shall send a supervisor to either accompany or check after the service technician every other month. That supervisor is required to attend a quarterly meeting with the County’s Contract Administrator (see section 12.3). The quality control program shall include an annual records review to document continued Pest Control certification, continued eligibility to work in Seminole County buildings (criminal background checks, driver’s license current, and current proof of insurance, etc.) and other internally specified (by contractor) technical quality control measures.

Contractor Supervisors or managers attending the quarterly meetings shall bring contractor summary records of work done in the previous three months in order to answer any concerns.

The Contractor shall employ the services of a professional entomologist when necessary. The entomologist would review the quality control program for appropriateness and effectiveness in control pest populations. No additional charges to Seminole County Facilities Management shall apply for this review.

QUALIFICATIONS / PAST PERFORMANCE:

The Proposer shall include qualifications and past performance of the firm / individual(s) who will provide the services, including resumes. The submission must include:

1. Contractor financial responsible for obtaining all required permits, licenses and bonds to comply with pertinent municipal, county, state and federal laws, and shall assume liability for all applicable taxes. The contractor shall provide current copies of all licenses. Copies of current certificates and licenses shall be provided for at least six (6) current employees that will be assigned to service this contract.

2. All Contractor personnel performing work according to this contract shall be appropriately trained and certified to perform the work.

3. The successful contractor shall perform (or have performed) background checks on employees selected to service the Seminole County Facilities Management Account.

4. The contractor shall present evidence that the firm has been engaged in the pest control business for at least the past five (5) years. Contractors responding to this RFP shall have experience in servicing a similarly sized and complex customer.

5. Contractors shall provide five (5) references. At least two references must be customers whose pest control needs are similar to Seminole County in size and scope. Acceptable references in this category would be commercial office complexes in excess of 1 million square feet, large apartment complexes, and other governmental operations. At least two of the references must be from customers that have used your company’s services consecutively for three (3) years or longer. References must include the name, position and telephone number of a contact person, size and description of the units / buildings serviced, and how long your company has serviced the customer. If contacted, all clients must verify that a high level of satisfaction was provided.

TECHNICAL PLAN

1. Approach to Work. The Proposer shall include information pertaining to logistical factors, familiarity with Seminole County, reporting and communication procedures, also the proximity of office.

2. Resources Available. The Proposer shall include information about their employee’s equipment to perform the work and name all subcontractors.

3. Vendor Service Representative. Proposers must submit with their proposal the name, address, and phone number of the person(s) to be contacted for the placement of an order and the coordination of service. A contact for both regular work-hours and afterhours, weekends, and holidays must be identified.

PRICE PROPOSAL

Using the attached Price Proposal forms, the Proposer shall present the financial proposal for providing the Described Services. Price Proposals not submitted on the Attached Forms shall render the Proposal non-responsive. The prices or discounts offered are for firm, fixed price proposals. Exhibit C – Price Proposal Excel Spreadsheets located in “Attachments.”