Scope-_FInal.docx

1.2. Scope of Work

1.2.1. A. Scope of Work

The County of Volusia requires pest control services at various locations, as detailed in Price Sheet, Section 2.0. It shall be noted that some of the locations listed in Price Sheet require service of more than one building. The County reserves the right to add or delete sites, buildings, square footage, and/or vehicles during the term of the Agreement resulting from this invitation to bid (ITB). Pricing for additional locations shall be based on the fixed cost per square foot charge for pest control services, as submitted on Price Sheet.

B. Contractor Responsibilities The Contractor shall designate, in writing, one project manager as the point of contact. The Contractor’s Project Manager shall have the authority to represent the Contractor for making decisions, carrying out pest control management techniques, and evaluating the effectiveness of the program. The County Project Manager shall be immediately notified of any changes to the project manager during the term of the Agreement resulting from this ITB.

All pest control services shall be performed in accordance with federal, state, and local regulations. The Contractor shall keep fully informed of all federal, state, and local regulations associated with pesticide application and pest control service.

Bidders shall bid according to the square footage listed on Price Sheet. After award, if contractor can show that the square footage listed is not accurate, the County Project Manager will confirm measurements and, if needed, pricing may be adjusted at that time.

When requested, the Contractor shall provide a product label and Safety Data Sheet (SDS) to the County Project Manager for each product used. New SDS sheets shall be provided prior to the application of any new product in any facility.

The County Project Manager will forward to the Contractor a copy of all complaints associated with the pest control program via e-mail.

Integrated Pest Management (IPM) methods shall be used, to the extent possible, to remove and exterminate rodents, insects, and other pests. The Contractor shall use the lowest possible application rates for effective pest control. The Contractor shall furnish all supervision, labor, materials, and equipment necessary to accomplish the monitoring, trapping, pesticide application, and pest removal components of the IPM program. The Contractor shall also provide detailed recommendations for area concerns on the report submitted to aid in pest prevention.

All service technicians that perform services in County facilities shall have a background check conducted through the Florida Department of Law Enforcement (FDLE) and approved by the County Project Manager prior to working in County facilities. The cost of the background check shall be the responsibility of the Contractor. A copy of the all background checks shall be provided to the County Project Manager prior to service being performed. The Contractor shall immediately report any new arrest, criminal charges, or convictions of a current employee to the County Project Manager. Contractor personnel shall wear uniforms provided by the Contractor. The uniform shall clearly identify the employee as working for the Contractor. All vehicles shall be clearly identified with the company name.

The Contractor is responsible for obtaining the necessary state license as required by Florida State Statute (F.S.S.) 482.071. Each employee of the Contractor shall have an employee identification card as required by F.S.S. 482.091, as well as, a pest control operator’s certificate per F.S.S. 482.111. Copies of state license, identification cards, and operator’s certificates shall be included with each bid submittal and shall remain current during the entire term of the Agreement resulting from this ITB. Employee qualifications will be one of the criteria used to evaluate bid submittals.

The Contractor is encouraged to utilize qualified subcontractors for services that require licenses, certifications, or specialized expertise beyond the scope of standard pest control licensure under F.S.S. Chapter 482. This includes, but is not limited to, Florida Fish and Wildlife Conservation Commission (FWC)-licensed wildlife trappers, certified bat exclusion specialists, and licensed nuisance wildlife removal operators. The use of approved subcontractors for bird management, small mammal control, and urban wildlife services is expressly permitted and encouraged where such services fall outside the Contractor’s primary licensure.

The County reserves the right to approve or reject any proposed subcontractor. No subcontractor shall perform work under this Agreement without prior written approval from the County Project Manager. Approved subcontractors may be subject to the same licensing, insurance, background check, and conduct requirements as the primary Contractor. The Contractor shall remain solely responsible to the County for all work performed by subcontractors, including quality, compliance, and liability.

C. General Treatment All facilities shall receive treatment per the general treatment guidelines listed in this section. Facility-specific requirements listed elsewhere in this ITB shall be performed in addition to the general treatment.

Pest control treatment of all facilities shall be performed between the hours of 8:00 a.m. and 5:00 p.m., Monday through Friday, excluding county recognized holidays, unless otherwise specified in this ITB. County recognized holidays shall be those days as noted on the Volusia County website https://www.volusia.org/about-us/holidays.stml.

Contractor’s personnel shall report to the building supervisor at the following locations, prior to performing any service:

Thomas C. Kelly Building/Matt Gentile Volusia County Courthouse/Matt Gentile S. James Foxman Justice Center/Bruce Davis Volusia County facilities covered under this agreement shall be treated a minimum of once in a named calendar month minimum twelve (12) times per year. Failure to service any location in any month shall result in a deduction of twice the monthly bid amount for each location missed (two {2} times each monthly bid amount).

Pest control service shall include, but not be limited to, the following:

● Six foot perimeter around facility;

● Loading docks;

● All building restrooms and janitorial closets;

● Common areas, entrance ways, hallways, and stairways;

● All drain and water pipe wall and floor access points;

● Window frames;

● Lunchrooms, kitchens, kitchenettes;

● Under tables and counter tops at points that provide access for crawling insects, and the tops of legs, wall joints, etc.;

● Maintenance areas;

● Dormitory areas;

● Trash collection areas;

● Basement areas;

● Mechanical rooms and utility areas;

● Elevator rooms and associated elevator pits;

● Parking garage at the DeLand Courthouse; and

● Accessible structural voids.

The Contractor shall identify and report in writing to the County Project Manager any environmental conditions that encourage potential insect, rodent, or other pest problems.

The Contractor shall maintain a pesticide application record keeping system, which includes, at a minimum, the following:

● The specific pest for which the facility was treated.

● The specific location within the facility that was treated.

● The type and quantity of pesticide applied.

● The date and time of application.

● Any difficulties encountered during treatment.

A copy of the initial record developed at the start of this Agreement shall be furnished to the County Project Manager. The date and details of all changes to the initial record shall be sent to the County Project Manager.

Records of pesticide application shall be made available to the County Environmental Management Department, or any federal, state, or local regulatory agency, within two (2) working days after receipt of written request.

D. Insect/Pest Control Contractor shall have the knowledge and ability to identify all pests to be controlled, and the rate of pesticide application for eradication.

Contractor shall notify the County Project Manager of damage symptoms associated with insect, rodents, or other pests.

The Contractor shall use only pest control products that have been approved by the Environmental Protection Agency (EPA) and the State of Florida Department of Agriculture and Consumer Services. Contractor shall be required to provide, complete, and submit the National Pollution Discharge Elimination System (NPDES) Annual Report Section 6a3 – Contractor Pesticides, Herbicides and Fertilizer Management.

All chemicals used shall be non-irritating, odorless, and harmless to facility occupants and visitors.

Internal areas of buildings shall be treated using the bait method of treatment only. No liquid chemicals shall be sprayed inside any Volusia County Facility, unless approved in writing by the County Project Manager for a one-time specific pest treatment. All approved liquid spray treatments shall be conducted during non-operating hours unless approved by the County Project Manager.

External facility treatment shall use the spray method. An area of not less than six (6) feet from the base of the structure and all areas under covered walkways, halls, archways, etc. shall be treated monthly. Insecticide that is appropriate for identified pests shall be used.

Buildings, both interior and exterior, shall be inspected and treated to eliminate wasp nests and/or beehives. After the pests have been destroyed, the physical nest(s) shall be removed and disposed of by the Contractor.

Building exteriors shall be inspected for carpenter bees. If bees are present the nest(s) shall be located; bees destroyed, and nest entrances sealed with clear silicone rubber.

The Contractor shall respond between monthly services for treatment of any pest observed in any covered facility. This service shall be provided at no additional charge to the County. When called back for a retreat, the facility shall be inspected and treated only for the problem that exists. This treatment will not replace the next normal scheduled treatment. All call back service shall be completed within next business day of the facility (based on the operating hours of the facility.)

E. Ant Control Termidor shall be used to treat the external structure of all facilities for ant control.

Termidor shall:

● be mixed at a concentration of 0.06% a.i. (active ingredient);

● be applied twice annually. The first treatment shall be in March/April, the second treatment shall be in July/August with application details per location included with the coinciding invoice;

● be applied on the outside of the structure in a one (1) foot out and one (1) foot up band on and along the sides of the structure, around doors, windows, eaves, exterior lights, and any building penetrations within twelve (12) feet of the base of the structure; and,

● be applied directly to any nests that are found in or near the structure exterior.

Any ant trails shall be followed to the source and ants shall be exterminated.

Contractor shall provide ant bait stations for interior ant infestation.

F. Rodent Control The Contractor shall inspect each site for rodent entry points when a rodent problem has been reported. A written recommendation concerning said entry points shall be prepared and provided to the County Project Manager. The County Facility Management Division will perform all repairs to the location for any damage caused by rodents.

Rodent sticky boards and/or live traps shall be the only method of rodent control. A diagram of the building showing the location of each sticky boards and/or live traps shall be developed and a copy of the diagram provided to the County Project Manager.

Rodent sticky boards and/or live traps shall be placed in inconspicuous places in the facility out of reach of building occupants and visitors. Location identifiers shall be placed in visible locations to indicate the location of non-visible traps.

Rodent sticky boards and/or live traps that are set shall be inspected daily by the Contractor for trapped rodents. The Contractor shall remove all trapped rodents daily.

All sticky boards and/or live traps shall be removed when the rodent problem has been eliminated as approved by the County Project Manager. Trap location identifiers shall be removed when a trap is removed.

If any other method of rodent control is used, and a rodent dies within the wall of a facility, the Contractor is responsible for the removal of the dead rodent, and the cost to repair the facility to its original condition. This repair work shall be conducted by Volusia County maintenance personnel only. Repair cost will be calculated using actual cost of materials plus fifty dollars ($50.00) per man hour.

G. Termite Control Inspection for all types of dry wood and subterranean termite infestation shall be accomplished on an ongoing basis while performing normal treatment.

Thorough termite inspection shall be accomplished upon request by the County Project Manager.

Termite eradication shall be performed only upon compliance with the following conditions:

● The Contractor has determined the type of termite infestation.

● The Contractor has determined the total area of infestation.

● The Contractor has submitted a written estimate for the service to the County Project Manager.

● The Contractor has received written authorization to proceed from the County Project Manager.

Cost for spot treatment of dry wood termites shall be calculated on a square foot basis. Cost for subterranean termite eradication shall be calculated on a linear foot basis. Tenting a building for dry wood termite infestation shall be calculated on a cubic foot basis.

Subterranean termite preventive control shall be conducted using the Termidor injection, as approved in writing from the County Project Manager.

H. Bird Control Services under this section shall be performed on an as-needed basis only, upon issuance of a County Work Order.

The Contractor shall provide bird management services at County facilities in accordance with applicable federal, state, and local wildlife regulations, including compliance with the Migratory Bird Treaty Act (MBTA). All bird control activities shall prioritize humane, non-lethal methods. Lethal control shall only be employed when non-lethal methods have been exhausted and written authorization has been obtained from the County Project Manager and any required wildlife agency permits have been secured.

Bird control services shall include, but are not limited to, the following:

● Routine inspection of facility exteriors, rooftops, loading docks, HVAC equipment, and structural ledges for evidence of bird roosting, nesting, or fouling activity.

● Installation and maintenance of exclusion and deterrent devices such as bird netting, spike strips, wire systems, visual deterrents (e.g., reflective tape, predator decoys), and acoustic deterrents where appropriate.

● Safe removal and disposal of bird nests (where permitted), droppings, and associated debris in accordance with applicable health and safety regulations, including use of appropriate PPE.

● Trap-and-relocate services for non-migratory nuisance birds (e.g., feral pigeons, geese, muscovy ducks) where permitted by law. All trapping activities shall be conducted humanely, with the Contractor responsible for transport and legal disposition of captured birds.

● Written recommendations to the County Project Manager for structural modifications or site management practices (e.g., landscaping adjustments, food source elimination) to reduce bird attraction.

All bird control work shall be documented in the Contractor’s service records, including species observed, deterrent devices installed or serviced, and any remediation actions taken. The Contractor shall promptly notify the County Project Manager of any protected or migratory species encountered before taking any action.

I. Small Mammal and Urban Wildlife Control The Contractor shall provide management services for small mammals and urban wildlife at County facilities in a manner consistent with Florida Fish and Wildlife Conservation Commission (FWC) regulations, federal wildlife laws, and applicable local ordinances. All wildlife management activities shall employ humane, non-lethal methods as the primary approach. Any lethal action shall require prior written authorization from the County Project Manager and all required state or federal permits.

Small mammal and wildlife services shall include, but are not limited to, the following:

● Routine site inspections for evidence of small mammal activity, including signs of burrowing, structural entry points, food source access, and droppings. Species commonly addressed include, but are not limited to, raccoons, opossums, armadillos, squirrels, bats, and feral cats.

● Live trapping and humane relocation of nuisance wildlife. The Contractor shall be responsible for transport and legal disposition of all captured animals in compliance with FWC guidelines. Traps shall be checked at minimum once every twenty-four (24) hours and more frequently in extreme weather conditions to ensure animal welfare.

● Exclusion services including the identification and sealing of structural entry points used by small mammals. Exclusion repairs shall be coordinated with the County Project Manager; structural repairs beyond minor sealing shall be performed by County Facility Management personnel.

● Bat exclusion services shall comply with FWC regulations regarding maternity season restrictions (typically April 15 through August 15). No exclusion work shall be conducted during the maternity season without written FWC authorization. The Contractor shall advise the County Project Manager of any seasonal timing constraints prior to initiating work.

● Written recommendations to the County Project Manager regarding sanitation, waste management, landscaping modifications, and structural conditions that contribute to wildlife attraction or harborage.

All small mammal and wildlife control activities shall be documented in the Contractor’s service records, including species, trapping locations, methods used, and disposition of animals. The Contractor shall immediately notify the County Project Manager of any protected, threatened, or endangered species encountered, and shall take no action with respect to such species without explicit written authorization.

J. Site Specific Requirements Branch Jail/Correctional Facilities

1. The Branch Jail and Correctional Facility are controlled areas, and all service must be performed in compliance with security requirements.

2. The interior of Branch Jail and Correction Facility shall be serviced between the hours of 7:00 p.m. and 11:00 p.m. only.

3. The exterior of the Branch Jail and Correctional Facility may be treated as needed permitted by security requirements.

4. The Branch Jail and Correctional Facility are large buildings and shall be serviced by developing a schedule to treat individual areas within the buildings on a monthly basis. The monthly program shall be reviewed and approved by the County Project Manager to ensure that the entire facility is treated monthly.

5. Large kitchen areas in the Branch Jail and Correctional Facility shall be treated once per week, unless directed otherwise in writing by the County Project Manager or designee. A record of each area serviced with the date it was serviced shall be given to the Building Supervisor when work is completed.

6. The exterior of the buildings shall be treated twice per calendar year for ant control in accordance with manufacturer specifications. It shall be mixed at 0.06% a.i. It shall then be applied on the outside of the structure in a one foot out and one foot up band on and along the sides of the structure. It shall also be applied around all first floor doors, windows, eaves, exterior lights, shutters, etc., and all ant mounds found within twelve (12) feet of the base of the structure.

7. Bait pesticides shall be placed inside buildings where they are not accessible to building occupants and in small quantities that are not hazardous to building occupants.

Thomas C. Kelly Administration Center

1. The snack bar, City Slickers, within this building shall be serviced monthly, between 8:00 a.m. and 2:00 p.m., Monday through Friday, excluding County recognized holidays.

2. A service work order showing the date and time of service shall be given to the operator of the snack bar at the time of service.

3. The Contractor shall be financially responsible for any fines or loss of income to the snack bar operator that is a direct result of not providing proof of monthly service.

Daytona Beach International Airport (DAB) Portions of the work performed under this Contract shall be performed in the Security Identification Display Area (SIDA) within close proximity to aircraft. All Contractor personnel shall be required to obtain Secured Area access badges from Airport Security. The fee for this is currently fifty dollars ($50.00) per person and the Contractor will be responsible for this cost.

Applicants for access badges shall be required to successfully complete a fingerprint scan, have a criminal history record check (CHRC), and a security threat assessment (STA) and successfully pass the Airport’s “Security Identification Display Area” three hour training program. (Individuals with a criminal history are not automatically excluded, but all convictions must be disclosed on the application). It could take two (2) to three (3) weeks to process applications. Awarded Contractor’s employees must complete the Airport badge application, available in Solicitation, ITB Documents, Forms, Section 1.5.11. All cost associated with the badging process is the responsibility of the Contractor.

The awarded Contractor shall assign an individual as the Authorized Signatory for the badging process at DAB. The authorized signatory shall work directly with the Airport Security Coordinator. The Contractor personnel designated as the authorized signatory shall verify all badge applications as well as control and be accountable of Contractor’s badged employees. The responsibilities of the Contractor’s Authorized Signatory shall include, but not limited to, the following:

● Review and sign airport badge applications and determine the level of access and privileges;

● Verify applicant’s ID to ensure that he/she has the required documents;

● Schedule new signatories for fingerprints and signatory class;

● Verify application is complete and all information is correct;

● Ensure renewal badge process begins 30-60 days prior to expiration dates;

● Informs badge applicants of their clearance and ensure the badge process is completed within 30 days of approval email;

● Maintain badge accountability and security;

● Complete airport badge audits; and

● Attend annual recertification classes.

I. Service Tracking The Contractor shall provide a service tracking scanner system to ensure each location is serviced per the contract specification.

Scan locations shall be installed in each building at a location agreed to by both the Contractor and the County Project Manager.

Each location shall have two (2) sensors installed, one to log in when service is started and one to log out when service is completed.

A monthly printout of the service provided shall be attached to the monthly invoice.

The Contractor shall have this system installed and operational within thirty (30) days of award of the Agreement resulting from this ITB.

J. Invoicing The monthly invoice shall have every location listed, the cost of each location serviced, and the total monthly cost of locations serviced.

Invoices shall be sent to the billing address listed on Price Sheet for that section or as follows:

● Invoices for those locations listed under Facility Management shall be sent to Facility Management, 3811 Tiger Bay Rd, Daytona Beach 32124.

The Contractor shall generate and submit individual, separate invoices for each of the following Constitutional Offices. These invoices must not be bundled with general County Facility Management billing:

· Department of Elections

· Volusia Sheriff’s Office

· Property Appraiser

· Tax Collector

● Invoices for those locations listed under Votran shall be sent to Votran, 950 Big Tree Rd, South Daytona 32119.

● Invoices for those locations listed under Ocean Center shall be sent to Ocean Center, 101 N. Atlantic Avenue, Daytona Beach 32118-4203.

● Invoices for those locations listed under the Daytona Beach International Airport shall be sent to Daytona Beach International Airport, 700 Catalina Drive, Suite 300, Daytona Beach 32114.

● Invoices for those locations listed under Parks, Recreation, & Culture shall be sent to Parks, Recreation, & Culture, 202 N. Florida Ave., DeLand, FL 32720.

● Invoices for those locations listed under Caretaker Houses shall be sent to Parks, Recreation, & Culture, 202 N. Florida Ave., DeLand, FL 32720.

● Invoices for those locations listed under Corrections shall be sent to Branch Jail, 1300 Red John Dr, Daytona Beach, FL 32124.

● Invoices for those locations listed under Coastal shall be sent to Coastal and Beach Operations,515 S. Atlantic Ave, Daytona Beach, Fl 32118

In the case of no service at any facility, an explanation shall be attached to the invoice. The explanation will be evaluated by County Project Manager. If the justification is not deemed valid, at the sole discretion of the County Project Manager, an amount of twice the monthly cost for that facility shall be deducted from the invoice.