AMERICAN SAMOA POWER AUTHORITY Materials Management Office INVITATION FOR BIDS ( IFB ) TERMITE AND PEST CONTROL SERVICES IFB NO. ASPA

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1 AMERICAN SAMOA POWER AUTHORITY Materials Management Office INVITATION FOR BIDS ( IFB ) TERMITE AND PEST CONTROL SERVICES Issuance Date: March 11, 2016 Closing Date: March 18, 10:00 a.m. APPROVED FOR ISSUANCE UTU ABE MALAE Executive Director

2 INVITATION FOR BIDS {"IFB") NOTICE TO BIDDERS ISSUANCE DATE: IFBNO. PROJECT NAME: CLOSING DATE!TIME: March 11, 2016 ASPA FSM TERMITE AND PEST CONTROL SERVICES March 18,2016, 10:00 a.m., American Samoa Time The American Samoa Power Authority (ASPA) requests bids to provide Termite and Pest Control Services for specified ASP A Facilities. The selected Bidder must provide a bid that specifically and completely addresses a plan for completion of the tasks which are specified in IFB Scope of Work. A complete IFB package may be picked up from the ASP A Materials Management Office (Procurement) located in the ASP A Tafuna Compound, or you may also find this IFB on the ASPA website: For more information about this IFB, you may contact: loana S. Uli, Acting Procurement Manager PH: (684) bids aspower.com The American Samoa Power Authority reserves the right to: 1. Reject all bids and reissue a new or amended IFB; 2. Request additional information from any Bidder; 3. Select an Bidder for award based on other than "least cost" (e.g. accessibility of property offered by public road, condition of property leveled); 4. Negotiate a contract with the Bidder that is selected for award; and/or 5. Waive any non-material violations of rules set up in this IFB at its sole discretion. Date Page 2 of 16

3 BID INVITATION AMERICAN SAMOA POWER AUTHORITY OFFICE OF PROCUREMENT P.O. BOX PPB PAGO PAGO, AS (684) Ioana S. Uli, Acting Procurement Manager DATED ISSUED: March 11, 2016 BID INVITATION NO: IFB No. ASPA FSM INSTRUCTIONS: 1) This REQUEST FOR BIDS (IFB) shall require an original, one PDF electronic copy, and three (3) copies that must be received at the ASPA Materials Management Office no later than 10:00am on March 18, The complete bid to be submitted must be in a separate sealed envelope, box, or other enclosure and labeled IFB No. ASPA FSM. Late submittals will not be opened or considered and will be determined as non-responsive. All Bidders shall provide sufficient written and verifiable information that respond to the requirements set for herein, the contract documents, and in the Scope of Work (SOW). 2) Any and all pre-bid questions and/or clarifications shall be submitted to bids@aspower.com or in writing to the Acting Procurement Manager (through electronic mail or hard copy) no later than Tuesday March by 10:00 a.m. ASPA shall issue addenda to address questions and/or clarifications as necessary. NOTE TO BIDDERS: This bid is subject to the attached General Terms and Conditions of the IFB No. ASPA FSM. The undersigned Bidder agrees to furnish within the time specified, the articles and services at the price stated opposite the respective terms listed on the schedule provided, unless otherwise specified by Bidder. In consideration to the expense to the American Samoa Power Authority in opening, tabulating, and evaluating this and other bids, and other considerations such as the schedule, the undersigned agrees that this bid shall remain firm and irrevocable within Sixty (60) calendar days from the date opening to supply any or all of the items for which prices are proposed. Signed: Date: Page 3 of 16

4 AMERICAN SAMOA POWER AUTHORITY SPECIAL REMINDERS TO PROSPECTIVE BIDDERS Bidders are reminded to read the INVITATION FOR BID attached to the Bid Invitation to ascertain that all of the following (see boxes checked) requirements of the bid are submitted in the bid envelope at the date and time for opening. [x] 1. BID FORMS a. Bid Invitation Form (Page 3) b. Bid Transmittal Form (Attachment A) [x] 2. TECHNICAL BID The Technical Bid shall follow the Scope of Work refer to Section 2. In addition, Bidder shall complete and submit the Bidders Qualification Sheet (Attachment D) [x] 3. CONTRACT COST BID The Bidder shall submit a contract price as stated in Section 6. In addition, Bidder shall complete and submit the Bidders Price Bid form (Attachment C). This reminder must be signed and returned in the Technical bid envelope. Failure to comply with requirements will mean disqualification and rejection of the bid. I, authorized representative of ; acknowledge receipt of this special reminder to prospective Bidders together with Bid Invitation IFB No. ASPA FSM as of this date, Bidder s Representative Signature Page 4 of 16

5 GENERAL TERMS AND CONDITIONS IFB No. ASPA FSM The American Samoa Power Authority (ASPA) issues an IFB to evaluate, negotiate, and contract for for specified ASPA Facilities. EXPLANATION OF BID 1. PROJECT DESCRIPTION: The Scope of Work ( SOW ) shall include, but not be limited to, supplying termite and pest control service to specified ASPA Facilities. The complete description of required services and deliverables is listed in the following SOW 2. SCOPE OF WORK : a. General Information: The Bidder shall provide a comprehensive Integrated Pest Management (IPM) plan for the building and other areas specified in Attachment B which is incorporated herein as if fully set forth at this point. The IPM plan must be in accordance with the applicable ASEPA Guidelines and Policy. The IPM is a process for achieving long-term, environmentally sound pest suppression with a wide variety of technological and management practices. The Bidder shall furnish all supervision, labor, materials, and equipment necessary to accomplish the pesticide application components of the IPM plan. Pest control is a conventional approach to eradicate an organism from the environment. The IPM will be utilized to limit the growth of pest populations to below economically damaging levels. b. General Responsibilities: i. Initial Inspection of Facilities. The Bidder shall conduct an initial thorough inspection of all ASPA facilities as soon as contract is awarded to evaluate the pest control needs and to identify problem areas, required equipment and practices contributing to pest infestation. This shall be coordinated with the ASPA Facilities Manager ii. Pest Control Plan. The Bidder shall provide to the ASPA Facilities Manager an IPM plan for each building or site within ten (10) working days following the initial inspection. Plan shall include an application Page 5 of 16

6 route map for each service location and proposed days and hours of service. 1. The Pest Control Plan shall include documentation as stated below: a. List of employees and copies of their Applicators Certification Cards b. Identify targeted pests and appropriate application for exterminating or control targeted pest. c. Pesticides must be conducted under USEPA/ASEPA rules and regulations. d. Submit plan application, hours of operation(s) and pesticides to be utilized both indoor and outdoor; for review and approval by the ASPA Facilities Manager. e. Provide documentation verifying date, time, location and chemical usage or each application to the ASPA Facilities Manager. f. Any proposed changes to chemical usage and application must be approved by the ASPA Facilities Manager. g. Pest Control record to be kept at the ASPA Facilities Manager s Office with a copy at the ASPA Materials Management Acting Manager s Office to be updated as required. iii. Service and Frequency. 1. Application of pesticides/chemicals is permitted ONLY according to the schedule provided by Bidder once approved by the ASPA Facilities Manager. 2. No application or service shall occur in an office or area that is occupied by an ASPA employee/customer unless otherwise specified by the ASPA Facilities Manager 3. If application of service to an office or area is denied because of items listed in 1 and 2 above, it must be completed at another time (after hours, weekends or holidays) or so noted for review during the quarterly assessment and evaluation. iv. Safety and Health. Winning Contractor shall observe all safety precautions throughout the performance of this contract, and shall assume full responsibility and liability for compliance with all applicable regulations pertaining to the health and safety of personnel during the execution of work, and shall hold harmless ASPA for any action on its part or that of its employees that result in illness, injury, or death. Page 6 of 16

7 v. Uniforms and Protective Clothing. Contractor personnel working in or around buildings designated under this contract shall wear distinctive uniform clothing. Contractor shall determine and provide additional personal protective equipment required for the safe performance of work. Protective clothing, equipment, and devices shall conform to Occupational Safety and Health Administration (OSHA) standards for the products used. c. Pest Control Responsibilities: i. Structural Modifications and Recommendations. The Bidder shall be responsible for advising the ASPA Facilities Manager about any structural, sanitary, or procedural modifications that would reduce pest food, water, harborage, or access. ASPA will not hold the Bidder responsible for carrying out structural modifications as part of the pest control effort. However, minor applications of caulk and other sealing materials by the Bidder to eliminate pest harborage or access may be approved by ASPA on a case-by-case basis. The Bidder shall obtain the approval of the ASPA Facilities Manager prior to any application of sealing material or other structural modification. ii. iii. Use of Pesticides. The Bidder shall be responsible for application of pesticides according to the label. All pesticides used by the Bidder must be registered with the ASEPA. Transport, handling, and use of all pesticides shall be in strict accordance with the manufacturer s label instructions and all applicable Federal, State and local laws and regulations. Rules for Pesticide Selection and Use: 1. Bidder shall use non-pesticide methods of control wherever possible. For example: Portable vacuums rather than sprays shall be used for initial cleanouts of cockroach infestations, for swarming ants and termites, and for control of spiders in webs wherever appropriate. 2. Pesticide application shall be according to need and not by schedule. (This does not affect the initial treatment planning and execution). Generally, application of pesticides in any inside or outside area shall not occur unless visual inspections or monitoring devices indicate a potential insect or rodent infestation, but are acceptable on a case-bycase basis, as approved by the ASPA Facilities Manager. 3. Bidder shall obtain the approval of the ASPA Facilities Manager prior to any application of pesticide liquid, aerosol, or dust to exposed surfaces, or any space spray treatment. The Bidder shall take all Page 7 of 16

8 necessary precautions to ensure staff safety, and all necessary steps to ensure the containment of the pesticide to the site of application. 4. Contractor shall not store or dispose of any pesticide product on ASPA Property. 5. Main Pests: Rats, mouse, cockroaches, bugs, ants, bees, yellow jackets, wasps etc. 3. DATE/TIME/PLACE OF BID SUBMISSION AND BID OPENING Each Bidder must submit their bid in a sealed envelope addressed to the ASPA Materials Management. An original, one PDF electronic copy, and three (3) hard copies of the bid must be received at the ASPA Materials Management Office located in the ASPA Tafuna Compound, no later than 10:00 a.m. American Samoa Standard Time on March 18, Late submittals will not be opened or considered and will be determined as non-responsive. All Bidders shall provide sufficient written and verifiable information that respond to the specifications of the IFB, and in accordance with the Scope of Work (SOW). 4. PRE-BID QUESTIONS Any and all pre-bid questions and/or clarifications shall be submitted to bids@aspower.com or in writing to the Acting Procurement Manager (through electronic mail or hard copy) no later than Tuesday March 15, 2016 by 10:00 a.m. ASPA shall issue addenda to address questions and/or clarifications as necessary. 5. ADDENDA ASPA reserves the right to issue addenda for any changes to this IFB. Bidders shall return signed Addenda. 6. BID PREPARATION INSTRUCTIONS The bid must contain three (3) parts. Bidders shall prepare their bids in detail accordingly. a. Technical Bidder must describe its approach in addressing duties outlined in the SOW. This includes delineation of specific actions the Bidder will undertake to achieve the goals and objectives outline in the SOW. b. Prior Related Experience/Past Performance A description of the firm s related experience, background, past performance and credentials as stated on the attached Bidder Qualification Sheet, which is incorporated herein as if fully set forth. This part includes a dossier of personnel qualifications. Bidder should provide references (2 or more) and a project history that verify a minimum of three (3) years of specific or related experience. Bidder must hold appropriate and current business license for these services. c. Contract Price Bidder s price for services and materials, including a breakdown of project costs (e.g. estimated costs for materials; costs for labor; etc.). Page 8 of 16

9 7. ATTACHMENTS Attachment A: Attachment B: Attachment C: Attachment D: Bidder s Bid Transmittal Form List of Sites / Facilities to be Treated Bidder s Bid Price Form Bidder s Qualification Sheet 8. CONTRACT TERM Contract term for this contract is for one (1) year with the exclusive option to ASPA to renew for an additional year. 9. TYPE OF CONTRACT The successful Bidder, as an independent contractor and not as an agent or employee of ASPA, shall furnish the necessary personnel, materials, insurances, licenses, equipment, grounds transportation to and from work areas, required materials or services, and otherwise do all things necessary to perform the work and services specified in the SOW. 10. MONTHLY REPORTS Together with bi-weekly invoice, Bidder shall also provide a monthly report of services completed. ASPA will assist with providing a standard form for the submittal of the report. Report and invoices shall be submitted to the FSM Division for verification prior to routing to the Accounting Division. 11. BASIS OF SELECTION Bid will be evaluated by a Source Evaluation Board (SEB). SEB members shall be chosen by the Materials Management. Submission of a bid shall constitute a waiver of any challenge or dispute of SEB members, as well as the choice of methodology set forth on the SEB score sheets. The award will be made by ASPA in accordance with the evaluation criteria set forth herein and with ASPA s Procurement Rules. A determination shall be made by the SEB of those responsible Bidders whose bids have the potential of being selected for award. The determination shall be included in the contract file. Discussions may be conducted by SEB with those responsible Bidders whose bids are determined to have a reasonable chance of being selected for award. These discussions shall only be conducted for obtaining clarification from the Bidder on its bid to ensure full understanding of and responsiveness to the IFB requirements. Discussions shall be conducted individually with each Bidder and care shall be exercised to ensure that no information derived from competing Bidder s bids is disclosed. All Bidders with whom discussions are conducted shall be accorded an opportunity to revise their bids in response to specific clarifications based on the discussions. Unless the Materials Management Acting Manager determines that satisfactory evidence exists Page 9 of 16

10 that a mistake has been made, as set forth in Procurement Rule 3-114, Bidders will not be permitted to revise their bids after bid opening. The results of the evaluation will be documented, and a written recommendation by the SEB will be sent to the Materials Management Acting Manager. The Materials Management Acting Manager, upon receiving the SEB s written recommendation, shall forward the recommendation to the ASPA Facilities Manager for routing to the Executive Director for final approval. ASPA reserves the right to make the award to the Bidder that submits the bid, which meets the requirements set forth herein and is in the best interest of ASPA after taking into consideration the aforementioned factors. ASPA also reserves the right to select portions of a bid, or to reject any and all bids. 12. EVALUATION CRITERIA Bidders bids will be evaluated and ranked by the Source Evaluation Board utilizing the following point system: Technical: Experience: Contract Price: Total: 0-25 points 0-25 points 0-50 points 100 points (best possible score) 13. QUALIFICATION OF BIDDER ASPA may make such investigations as it deems necessary to determine the Bidders legal ability to enter into the agreement, and the Bidder shall furnish to ASPA such information and data for this purpose as ASPA may request, or the Bidder may be deemed non-responsive. 14. MULTIPLE BIDS COLLUSION If more than one bid is offered by any one party or in the name of its clerk, partner or other person; all bids submitted by said party may be rejected by ASPA. This shall not prevent a Bidder from submitting alternate bids when called for. A party who has proposed prices on materials is not thereby disqualified from quoting prices to other Bidders or from submitting a bid directly to ASPA. If ASPA believes that collusion exists among any Bidders, none of the participants in such collusion shall be considered. Bids in which the contract prices are unbalanced or unrealistic may be rejected at ASPA s sole discretion. 15. BIDDER S UNDERSTANDING Each Bidder must understand and acknowledge the conditions relating to the execution of the work and it is assumed that it will make itself thoroughly familiar with all of the Contract Documents prior to execution of the written contract. Page 10 of 16

11 Each Bidder shall inform itself of, and shall comply with, federal and territorial statutes and ordinances relative to the executing of the work. This requirement includes, but is not limited to, applicable regulations concerning protection of public and employee safety and health, environmental protection, historic preservation, the protection of natural resources, fire protection, burning and non-burning requirements, permits, fees, and similar subject. 16. WITHDRAWAL OF BID Any bid may be withdrawn prior to the scheduled time for the opening of bids by notifying ASPA in a written request. No bid may be withdrawn after the time schedule for opening of bids. 17. OPENING AND EVALUATION OF BIDS In accordance with ASPA Procurement Rule 3-10, bids will be opened and recorded as part of the record for the Source Evaluation Board on the assigned date and at the time indicated above at the Materials Management Office in Tafuna or in another place designated by the ASPA Materials Management Acting Manager in writing. 18. IFB CONDITIONS This IFB does not commit ASPA to award a contract or to pay any cost incurred in the preparation of a bid. ASPA reserves the right to: a. Reject any Bidder for being non-responsive to bid requirements contained in this IFB; b. Reject all bids and reissue an amended IFB; c. Request additional information from any Bidder submitting a bid; d. Select an Bidder for award-based criteria other than least cost (e.g. capability to complete work in a timely fashion or evidence of good work experience); e. Negotiate a contract with the Bidder selected for award, and/or f. Waive any non-material violations of rules contained in this IFB. ASPA reserves the right to issue any addendums to this IFB. Bidders shall send ASPA a signed form confirming receipt of any addendums, and shall submit supporting/additional information as required by any addendums. In the event that a Bidder fails to acknowledge receipt of any such Addendum in the space provided, his bid shall be considered irregular and will be accepted by ASPA only if it is in ASPA s best interest. In the event that Addenda are not received until after the Bidder has submitted its bid, a supplementary bid may be submitted revising the original bid. Such supplementary bids must be received by ASPA prior to the scheduled time for opening of bids. 19. REPRENSENTATION REGARDING ETHICS IN PUBLIC PROCUREMENTS Page 11 of 16

12 The Bidder or contractor represents that it has not knowingly influenced and promises that it will not knowingly influence an ASPA employee to breach any of the ethical standards and represents that it has not violated, it is not violating and promises that it will not violate the prohibition against gratuities and kickbacks set forth in of the ASPA Procurement Rules. 20. REPRESENTATION REGARDING CONTINGENT FEES The Bidder represents that it has not retained a person to solicit or secure an ASPA contract upon an agreement or understanding for a commission, percentage, brokerage, or contingent fee; except for retention of bona fide employees or bona fide established commercial selling agencies for securing business. 21. COMPLIANCE WITH LAWS Bidders awarded a contract under this solicitation shall comply with the applicable standards, provisions and stipulations of all pertinent Federal and/or local laws, rules and regulations relative to the performance of this contract and the furnishing of goods. 22. AWARD, CANCELLATION, AND REJECTION Award shall be made to the lowest responsible and responsive Bidder, whose bid is determined to be the most advantageous to the American Samoa Power Authority, taking into consideration the evaluation factors set forth in this solicitation. No other factors or criteria shall be used in the evaluation. The right is reserved as the interest of ASPA may require waiving any minor irregularity in bids, in whole or in part for any one or more items if she determines it is in the best public interest. The award issued to the lowest responsible and responsive Bidder results in a binding Contract without further action by either party. In case of an error in the extension of prices, unit price will govern. It is the policy of ASPA to award contracts to qualified Bidders. ASPA reserves the right to increase or decrease the quantity of the items for award and make additional awards for the same type items, the vendor aggress to such modifications; and additional awards based on the quotation prices for a period of thirty (30) days after the original award. No award shall be made under this solicitation that shall require advances payment. ASPA reserves the right to make the award to the Bidder that submits the bid, which meets the requirements set forth herein and is in the best interest of ASPA after taking into consideration the aforementioned factors. ASPA also reserves the right to select portions of a bid, or to reject any and all bids. Page 12 of 16

13 ATTACHMENT A BIDDER S BID TRANSMITTAL FORM Date: AMERICAN SAMOA POWER AUTHORITY American Samoa Government The undersigned (hereinafter called an Bidder), proposes and agrees to furnish all the necessary information to: In accordance with the Scope of Work, General Terms and Conditions, and other procurement requirements specified in this document for the prices states in the itemized bid form(s) attached hereto, plus any and all sums to be added and/or deducted resulting from all extra and/or omitted work in accordance with the unit and/or lump sum prices stated in the itemized bid form attached hereto. The undersigned has read and understands the bid requirements, and is familiar with and knowledgeable of the local conditions at the place where the work is to be performed. We have read the IFB Instructions and General Terms and Conditions attached to ascertain that all of the requirements of the bid are submitted in the bid envelope at the date and time for bid opening. Signed Title: Company: Seal Date: Page 13 of 16

14 ATTACHMENT B LIST OF SITES/FACILITIES TO BE TREATED ASPA Tafuna Compound 1 Customer Service Building 2 Power Generation Building (1st and 2nd Floor) 3 Machine Shop 4 Mechanic Room 5 Operator/Control Room 6 FSM - Auto Shop Offices 7 Accounting Offices 8 Wastewater Construction Building 9 Wastewater (Mike Dworsky Building) 10 Wastewater Container Offices 11 IT Building 12 FSM - Carpenter's Shop 13 T&D Building (1st and 2nd Floor) 14 T&D and Water Warehouse Buildings 15 Accounting, HR and COO offices 16 Materials Management Building 17 ED Admin Office Building 18 Water Maintenance Building 19 Water Construction/FSM - Custodians/T&D Tool Room Building 20 FSM - Security Building Fagatogo Microfiltration Plant 21 Fagatogo Microfiltration Plant Vaipito Microfiltration Plant 22 Vaipito Microfiltration Plant ASPA Utulei WW Treatment Plant 23 Utulei Wastewater Treatment Plant ASPA Satala Compound 24 Satala Security and Operator Rooms ASPA Fogagogo Treatment Plant 25 Fogagogo Waste Water Treatment Plant Offices 26 New 2-story building T&D, Water, Contracts, Manu a, SW and Archives with two (2) storage rooms 27 Safety office & Water Leak Detection Page 14 of 16

15 ATTACHMENT C BIDDER S BID PRICE FORM Description Total Cost Price shall include labor, transportation, chemicals, Supplies/materials, protective gear, and apparatus $ Bidder shall propose a total cost as mentioned above. Bidder Name: Phone Number: Fax Number: Address: Business License Number: Page 15 of 16

16 1. NAME OF ORGANIZATION: ATTACHMENT D BIDDER S QUALIFICATION SHEET 2. ADDRESS: 3. TELEPHONE: Home Office Business Telephone Address Fax Number Taxpayer ID Number 4. CONTACT PERSON: 5. TYPE OF BUSINESS: Corporation Partnership Proprietorship Joint Venture Note: For Corporations Articles of Incorporation Certification must be on record with the Treasurer of American Samoa. Copies of partnership agreements and articles of incorporation must be submitted to the revenue branch with application form and relevant documents. Aliens cannot operate sole ownership enterprises and partnerships with aliens are subject to immigration board review. Place of Organization or State of Incorporation: Owner s Names and Addresses (if not a Corporation): Page 16 of 16