TEXAS DEPARTMENT OF TRANSPORTATION COMMERCIAL PEST CONTROL SERVICES

Transcription

1 TEXAS DEPARTMENT OF TRANSPORTATION * COMMERCIAL PEST CONTROL SERVICES PUBLICATION This specification is a product of the Texas Department of Transportation (TxDOT). This specification may not be sold for profit or monetary gain. If this specification is altered in any way, the header, and any and all references to TxDOT must be removed. TxDOT does not assume nor accept any liability when this specification is used in the procurement process by any other entity. 1. SCOPE: This solicitation is to provide commercial pest control services on a scheduled or as needed basis at various TxDOT location(s) as specified on the solicitation. 2. DEFINITIONS OF TERMS AND ACRONYMS 2.1. CATEGORY The type of service or services a person or business entity is authorized to perform as determined by the Texas Department of Agriculture (TDA) and defined by Texas Administrative Code (TAC), Title 4, Part 1, Chapter 7, Subchapter H, Division 1, Rule Individuals performing pest control services are required by TDA to be licensed in each category of service being performed. For this service the following categories will be used: pest control, termite control, lawn and ornamental, structural fumigation, commodity fumigation, and wood preservation CCA Certified Commercial Applicator as defined by TAC, Title 4, Part 1, Chapter 7, Subchapter H, Division 2, Rule CONTROL To eliminate or prevent the flourishing or spread of pests. Acceptable levels of pest population within any building or area shall be determined by the designated TxDOT representative EMERGENCY SERVICE Those services determined by the designated TxDOT representative to be hazardous or detrimental to the health of TxDOT employees or negatively affect TxDOT operations HCSD The Hazard Communication Standard Safety Data Sheets (SDSs) SDS Safety Data Sheet. (formerly known as Material Safety Data Sheets or MSDSs) 2.7. RCCA Responsible Certified Commercial Applicator as defined by TAC, Title 4, Part 1, Chapter 7, Subchapter H, Division 2, Rule BUSINESS LICENSE as defined by TAC, Title 4, Part 1, Chapter 7, Subchapter H, Division 2, Rule TAC Texas Administrative Code PEST An insect or other small animal that harms or destroys property. 3. APPLICABLE LAWS AND STANDARDS: The vendor shall provide the specified service requirements in accordance with all federal, state and local applicable laws, standards and regulations necessary to perform the services, including, but not limited to: 3.1. United States Code, Title 7, Section 136 et seq, Federal Insecticide, Fungicide, and Rodenticide Act Hazard Communication Standard (HCS) Globally Harmonized Safety Data Sheet (SDS). * This Specification Supersedes TxDOT Specification No , Revised November

2 3.4. Occupations Code, Chapter 1951, Structural Pest Control, also known as the Texas Structural Pest Control Act TAC, Title 4, Part 1, Chapter 7, Subchapter H, Structural Pest Control Service United States Environmental Protection Agency s requirements. 4. RESPONDENT QUALIFICATIONS: The respondent shall: 4.1. Be a company or an individual engaged, or whose partners or participants or both are engaged in the business of providing pest control services for a minimum of three years within the last five years. Recent start-up businesses do not meet the requirements of this solicitation. NOTE: A start-up business is defined as a new company that has no previous operational history or expertise in the relevant business and is not affiliated with a company that has that history or expertise. Two companies are affiliated if the two companies have a common parent company or if one is the parent or subsidiary of the other Have a current Business License issued by the TDA s Structural Pest Control Service Have a RCCA and CCAs licensed by TDA s Structural Pest Control Service. The respondent may be the RCCA and the RCCA may perform the services of a CCA Be in good financial standing and current in payment of all taxes and fees such as state franchise fees. TxDOT reserves the right to request a copy of the respondent s audited or un-audited financial statement. TxDOT may request a statement from the president, owner or financial officer on company letterhead certifying that the company is in good financial standing and current in payment of all taxes and fees. When financial statements are requested, TxDOT will review the respondent's audited or un-audited financial statement in accordance with Texas Government Code, Title 10, Subtitle D, Section to evaluate the sufficiency of the respondent's financial resources and ability to perform the contract or provide the service required in the solicitation. TxDOT will be the sole judge in determining the sufficiency of the respondent's financial resources and ability to provide the service. Factors to be reviewed include: Balance sheets Net working capital Current asset ratio Liquidity ratio Auditor(s) notes Any notes to the financial statements 5. RESPONDENT REFERENCES: The respondent should submit a minimum of three references to substantiate the qualifications and experience requirements for similar services completed for three years within the last five years. References shall illustrate respondent s ability to provide the services outlined in the specification. References shall include name, point of contact, telephone number and dates services were performed. The response may be disqualified if TxDOT is unable to verify qualification and experience requirements from the respondent s references. The response may be disqualified if TxDOT receives negative responses. TxDOT will be the sole judge of references (Ref. Respondent References). 6. RESPONDENT PERSONNEL QUALIFICATIONS: The respondent shall provide the following personnel with the listed qualifications. TxDOT reserves the right to request proof of qualifications. 2-12

3 6.1. Have a current license issued by TDA in the required category(ies) to perform the pest control services, identifications, and control measures required in this specification Have a minimum of one year of experience within the last two years providing commercial pest control services All personnel who will be driving to and from TxDOT work locations shall: Possess a valid Driver License acceptable in the state of Texas Have no Driving Under Influence (DUI) or Driving While Intoxicated (DWI) incidents on driving record within the past three years Have no more than two moving violations on driving record within the past three years. 7. VENDOR REQUIREMENTS: The vendor shall: 7.1. Adhere to the TxDOT Terms and Conditions identified on the solicitation Have available qualified staff (Ref. Para. 6.) to respond to multiple requests for services at multiple locations as requested by designated TxDOT representative Provide a primary point of contact Provide all labor, materials and equipment necessary to meet the requirements of the specified services throughout the term of the purchase order Provide a telephone number monitored, 24 hours a day, seven days per week to contact for service Provide copies of current Business, CCA Technician and Apprentice licenses and the name of the RCCA to the designated TxDOT representative, upon request, throughout the term of the purchase order Conduct driver s license checks annually on vendor staff that drive to and from TxDOT work locations to verify compliance with paragraph BACKGROUND CHECK: Conduct statewide DPS, Texas and out-of-state county courthouse verification of criminal and sex offender background checks on all vendor s permanent and temporary personnel scheduled to work on TxDOT projects prior to beginning service start-up and on personnel hired throughout the term of the purchase order. Upon award, supporting documentation confirming the completion of these comprehensive background checks may be subject to review upon request by TxDOT or the TxDOT designee, or both, prior to beginning the service. Failure to produce the requested documentation may be cause for cancellation of the purchase order. The background checks shall include, but not be limited to, the following: Social Security Number verification Statewide criminal and sex offender records for all Texas counties and out-ofstate counties based on the current and previous addresses of the applicant for the last seven years. 8. VENDOR PERSONNEL REQUIREMENTS 8.1. The RCCA shall be responsible for the training and supervision of all personnel and oversight of all pest control operations of the business The CCA(s) shall perform pest control services, identifications, and control measures required in the specification All personnel shall: 3-12

4 Wear a clearly visible identifying name badge with the company logo or a uniform with the personnel s name and company name or logo clearly marked on the uniform Report to the designated TxDOT representative upon arrival at the job site to obtain a TxDOT issued access badge and return the TxDOT issued access badge to the designated TxDOT representative before leaving the TxDOT premises Wear the TxDOT issued access badge on the uniform shirt or jacket so that it is visible at all times Present and maintain a neat appearance at all times Have the knowledge to develop and implement the service requirements in this solicitation Be fluent in English with the ability to receive, give, and understand written and oral instructions Not be excessively loud or use personal multi-media devices while performing services for TxDOT unless furnished by the vendor to facilitate communication with TxDOT or the vendor. 9. SERVICE REQUIREMENTS: The vendor shall: 9.1. INSPECTION: The vendor shall: Perform an initial inspection of all facilities during the post award meeting (Ref. Para. 26.) Evaluate the pest control needs at each location Identify, during the initial inspection and ongoing performance of services, problem areas and any equipment, structural features, or management practices that are contributing to pest infestation. Provide recommendations of measures to eliminate the conditions on the service ticket. (Ref. Para ) 9.2. PEST CONTROL MANAGEMENT PROGRAM: The vendor shall: Submit a written pest control management program within ten working days after the initial inspection to the designated TxDOT representative The pest control management program shall outline any site-specific structural, sanitary, or operational changes that would eliminate sources of pest food, water, harborage, and access An updated pest control management program shall be submitted after services have been performed, if needed, to the designated TxDOT representative throughout the term of the purchase order SCHEDULE OF SERVICES: The vendor shall: Submit a proposed one-year schedule with the dates and times for the performance of the pest control services for each location with a specified service interval with the pest control management program (Ref. Para. 9.2.) Coordinate any special scheduling required for specific areas with the designated TxDOT representative (Ref. Paras 23.7.) Submit a copy of the approved final one-year service schedule to the designated TxDOT representative in a spreadsheet format that outlines the date and time the services shall be performed within five days from the approval of the schedule. 4-12

5 Submit a written request to alter a scheduled date or time for service a minimum of three days prior to the scheduled service date to the designated TxDOT representative for written approval. The designated TxDOT representative will respond in writing within three days of receipt of the request (Ref. Para ) Coordinate changes in scheduled times requested in writing by the designated TxDOT representative for special circumstances due to TxDOT operational requirements. Changes to scheduled times shall be made by mutual consent of the vendor and the designated TxDOT representative Submit a new proposed one-year schedule for the following term of service to be approved in writing by the designated TxDOT representative a minimum of one month, but not earlier than two months, prior to completing the services on the current schedule Schedule services upon the verbal request from the designated TxDOT representative for locations identified on the solicitation with service intervals on an as needed basis as mutually agreed to by the vendor and the designated TxDOT representative CHEMICALS: The vendor shall: Obtain written approval from the designated TxDOT representative prior to the use of any chemicals (Ref. Para ) Determine the correct type and quantity of chemicals and compounds to be used Coordinate the mixing and preparation of chemicals with the designated TxDOT representative Provide applicable SDS for all chemicals to be used in performance of the services to the designated TxDOT representative CONSUMER INFORMATION SHEETS AND PEST CONTROL SIGNS: Provide pest control consumer information sheets and pest control signs to the designated TxDOT representative a minimum of 48 hours prior to the service being performed. The pest control signs shall provide information to notify employees working at the location of the date the service shall be performed (Ref. Paras and 23.6.) ROUTINE SERVICE: The vendor shall: Verbally respond to routine service calls from TxDOT received by 4:00 p.m. within one hour after service call is received. Routine service calls received after 4:00 p.m. Monday through Thursday shall be verbally responded to by 9:00 a.m. the following work day. Routine service calls received after 4:00 p.m. on Friday shall be verbally responded to by 9:00 a.m. on the following Monday Perform all scheduled services on the dates as identified and approved on the Schedule of Services (Ref. Para. 9.3.) or as approved or requested by the designated TxDOT representative after 5:00 p.m. Monday through Friday, on the weekend or at a time approved in writing by the designated TxDOT representative, excluding holidays observed by TxDOT. Emergency services shall be performed as requested by the designated TxDOT representative (Ref. Para. 9.7.). 5-12

6 Provide services to control all crawling insects, including but not limited to, roaches, fire and pharaoh ants, silverfish, scorpions, and arachnids for interior and exterior areas to include all exterior perimeter areas up to 15 feet from the building. Service areas shall include lobbies, break rooms, hallways, storage areas, rest rooms, offices, conference rooms, mechanical rooms, restricted areas, all entries, courtyards, expansion areas, weep holes, walkways, and any other areas as specified by the designated TxDOT representative. NOTE: The pest control services required in the specification do not include service for flying insects, termites, carpenter ants, other wood destroying insects, and other pests. Pest control services not covered by this specification may be requested under additional services (Ref. Para. 12.) Provide services to control all hopping insects, rats, mice, and other rodents, including but not limited to, fleas and crickets on an as needed basis as verbally requested by the designated TxDOT representative or as identified by the vendor on the service ticket and approved in writing by the designated TxDOT representative (Ref. Para. 9.9.). Service areas shall include lobbies, break rooms, hallways, storage areas, rest rooms, offices, conference rooms, mechanical rooms, restricted areas, all entries, courtyards, expansion areas, weep holes, walkways, and any other areas as specified by the designated TxDOT representative Provide inside and outside treatment, including but not limited to, the placement of rat, mice or rodent control bait in and around the building, as required, in areas and in devices that shall prevent ingestion by other animals and prevent access by the public. Two rodent trapping devices per building shall be provided as needed at no additional charge to TxDOT. Additional rodent trapping devices shall be provided as miscellaneous parts, as needed and approved in writing by the designated TxDOT representative (Ref. Para. 11.) Clearly identify bait boxes, bait blocks, or feeding stations to prevent against accidents and take the necessary precautions to reduce the possibility of accidents to humans and domestic animals Remove from the premises and properly dispose of all chemical containers and packaging used in performance of the service and dispose of dead rodents and pests in accordance with all applicable federal, state, and local laws and regulations EMERGENCY SERVICE: The vendor shall: Verbally respond to calls for emergency service from TxDOT within thirty minutes after receipt of request. (Ref. Para. 2.4.) Complete emergency services within four hours from receipt of request from the designated TxDOT representative (Ref. Para. 2.4.) CALL BACK SERVICE DUE TO REINFESTATION: Provide call back services on an as needed basis for reinfestation occurring within thirty days after the initial, scheduled, or emergency treatment date, at no additional cost to TxDOT. Call back services shall be: Performed during or after regular business hours as requested by the designated TxDOT representative Completed within 24 hours of receipt of the request Repeated as required to control or eliminate the infestation SERVICE TICKET: The vendor shall: 6-12

7 Provide a service ticket for each service performed to the designated TxDOT representative Provide the following information on the service ticket: Service ticket number Complete Purchase Order Number Location address Building number, if applicable Date of service Name and title of the key personnel performing the work Specific pest problems, if applicable Pesticide applications or other treatments provided Devices utilized Specific application sites Target pest Pest sightings Sanitation or environmental status Building maintenance needs identifying existing conditions contributing to the pest activity and recommendations of measures would eliminate the conditions (Ref. Para ) Have the service ticket signed and dated upon completion of the service by the designated TxDOT representative. 10. LOCATION(S): Location(s) are specified on the solicitation. TxDOT reserves the right to add or delete facilities serviced under the purchase order. TxDOT will provide ten business days written notice to the vendor for locations to be deleted or of any additional locations requiring service within the same area or region. 11. MATERIALS PRICING: If listed as a line item on the solicitation, vendor shall provide all materials necessary to complete the work as allowed under the service requirements (Ref. Para. XX.X). Vendor shall provide a cost estimate to the designated TxDOT representative prior to purchasing materials. Material will be paid at actual cost plus the percentage mark-up listed on the solicitation as approved by the designated TxDOT representative. 12. ADDITIONAL SERVICES: The vendor shall provide, if listed as a line item on the solicitation, additional services for flying insects, termites, carpenter ants, other wood destroying insects, the seasonal treatment of migrating insects, other pests not covered under the routine scope of work required in this specification, and minor applications of caulk and other sealing materials to eliminate pest harborage or access as provided on a case by case basis by the designated TxDOT representative The vendor shall provide a cost estimate, including all materials, labor and equipment required to perform the additional services to the designated TxDOT representative. TxDOT will review and approve or deny the additional service. TxDOT reserves the right to obtain service under a separate purchase order should it serve the best interest of TxDOT 7-12

8 13. PERFORMANCE WARRANTY: Work performed under the purchase order shall meet all applicable standards and codes. The vendor shall guarantee all work included in the purchase order against any defects in workmanship; and shall satisfactorily correct, at no cost to TxDOT, any such defect that may become apparent within a period of one year after completion of work. The warranty period shall commence upon date of acceptance by TxDOT. 14. VENDOR PERFORMANCE: Vendor performance will be monitored on a regular basis by TxDOT An unsatisfactory performance determination includes, but is not limited to: One instance within one year of vendor personnel assigned to an authorized service call not having the license required to perform the service (Ref. Para. 6.1.) Two instances within one year of response time, as defined in this specification, to an authorized service call exceeding the time limit (Ref. Paras , , and ). NOTE: Unsatisfactory performance may OR will result in a negative vendor performance report, or cancellation of the purchase order or both An exceptional performance determination includes, but is not limited to: Services provided early upon TxDOT request Vendor commended for exceptional customer service, exceptional service provided. 15. FACILITY RESTRICTIONS PARKING: The vendor shall make arrangements with the designated TxDOT representative prior to off-loading tools and equipment at the job site. The vendor shall park only in locations assigned by the designated TxDOT representative RESTROOMS: Restrooms shall not be used for washing of tools and equipment SECURITY: The vendor shall provide an updated list of all vendor personnel or subcontractors at each job site and comply with all security measures required by TxDOT ACCESS: The vendor shall make prior arrangements with the designated TxDOT representative for access to the building(s) for performance of the service. 16. PERSONNEL CONTINUITY AND REPLACEMENT TxDOT recognizes that events beyond the control of the vendor such as the death, physical or mental incapacity, long-term illness, or the voluntary termination of employment of the any respondent personnel will require the vendor propose a replacement. In the event such a replacement is necessary, vendor agrees that personnel shall not begin work on the project without prior written approval from TxDOT Any respondent personnel shall remain available for the entire term of the purchase order as long as that individual is employed by the vendor If TxDOT determines the respondent personnel is unable to perform in accordance with the service requirements or to communicate effectively; the vendor shall immediately remove that person Proposed replacement personnel shall meet minimum qualifications and have experience comparable to the person(s) being replaced. Replacement personnel shall be provided at no additional cost to TxDOT. Resume(s) and reference(s) may be requested for the proposed replacement(s). TxDOT may reject any replacement if references or past working performance is questionable or unfavorable. TxDOT will be the sole judge of the qualifications of the proposed replacement personnel. 8-12

9 17. VENDOR PERSONNEL SAFETY: The vendor shall provide all required safety equipment and instruct personnel to observe all safety policies, rules and requirements at all times. 18. WORK HOURS Regular work hours for performance of the service are defined in the TxDOT Terms and Conditions, latest revision Off-shift hours are defined as hours worked in the performance of this service in excess of 40 hours per week or performed beginning at 5:01 p.m. through 7:59 a.m. local time, Monday through Friday and 5:01 p.m. Friday through 7:59 a.m. local time Monday. 19. SUBCONTRACTING Subcontractors providing service under the purchase order shall meet the same service requirements and provide the same quality of service required of the primary vendor No subcontract under the purchase order shall relieve the primary vendor of responsibility for the services The vendor shall be the only contact for TxDOT and subcontractor(s) The vendor shall manage all quality and performance, project management, and schedules for subcontractors. The vendor shall be held solely responsible and accountable for the completion of all work for which the vendor has subcontracted TxDOT retains the right to check subcontractor s background and make a determination to approve or reject the use of submitted subcontractor(s). Any negative responses may result in disqualification of the subcontractor TxDOT reserves the right to request the removal of vendor s subcontractor staff deemed unsatisfactory by TxDOT Subcontracting shall be at the vendor s expense During the term of the purchase order, if the vendor determines a need for a subcontractor change, TxDOT shall be notified in writing by the vendor within 30 calendar days of any proposed change. The vendor shall be required to provide references and work history for any proposed subcontractor to TxDOT. No change will be allowed without written authorization by TxDOT SOLICITATIONS OVER $100,000: TxDOT will make an initial determination of whether subcontracting is probable. If TxDOT has determined that subcontracting opportunities are probable, the class and items in which HUBs may be registered will be noted in the solicitation along with the required forms and instructions. Responses that do not include a completed HUB Subcontracting Plan as indicated on the solicitation shall be rejected pursuant to Texas Government Code (B). 20. TRAVEL: All travel and per diem shall be included in the unit price. 21. CONFLICT OF INTEREST: The vendor, vendor s personnel and vendor s subcontractor(s) shall affirm not to have, nor acquire any interest during the term of the purchase order that would conflict in any manner with the performance of the vendor s obligations in regards to services authorized. 22. INVOICING INSTRUCTIONS: The vendor shall provide: ORIGINAL INVOICE: A comprehensive and detailed invoice with reference to the line item on the purchase order for each item charged. The original invoice shall be ed to the address indicated on the purchase order to ensure timely payment and shall include the following: Complete purchase order number Vendor Federal Employer Identification Number (EIN). 9-12

10 Date and time of service Location of service Building number, if applicable Type of service performed Technician s name with hours totaled Labor hours and rates detailed on each vendor invoice. NOTE: Invoices requiring correction shall be re-submitted with a new invoice date COPY OF INVOICE AND SUPPORTING DOCUMENTATION: A copy of the invoice and original documentation that validates the invoice charges shall be ed to the designated TxDOT representative to include but not be limited to: Copies of invoices from subcontractors or other entities to which vendor has made payment and requires reimbursement from TxDOT as agreed to in the purchase order A copy of the service ticket containing all required information (Ref. Para. 9.9.). 23. TxDOT RESPONSIBILITIES: TxDOT will: Provide a contract manager as the point of contact Provide a point of contact for each location Approve service schedules prior to the vendor beginning work (Ref. Para. 9.3.) Approve all chemicals to be used to perform services within two business days of receipt (Ref. Para ) Post the Pest Control Signs provided by the vendor (Ref. Para. 9.5.) Provide the Consumer Information Sheets, provided by the vendor, to TxDOT employees (Ref. Para. 9.5.) Inform the vendor of any restrictions or areas requiring special scheduling (Ref. Para ) Make reasonable arrangements to make building(s) available to the vendor for the performance of service under the purchase order. The designated TxDOT representative will escort the vendor s personnel to all locked areas Identify and discuss with the vendor any known problem areas or specific pest problems in the building Respond to vendor s written requests to alter service dates within three business days from receipt of the request (Ref. Para ) Provide TxDOT issued access badges to vendor s personnel (Ref. Para ). 24. RESPONSE SUBMISSION GENERAL FORMAT: The respondent shall submit one signed and dated original on one flash drive to include two folders (one marked Original and one marked Copy) as shown below. Failure by the respondent to submit the documentation listed below will disqualify the respondent from further consideration: Original: to include a complete response submission with each section identified and marked separately in its own sub folder Flash drive instructions: The respondent shall not: 10-12

11 Encrypt or password protect response Imbed documents within the response; each section should be its own separate document. NOTE: TxDOT will not be responsible for submissions that are unable to be opened, unreadable, or corrupt documents ORIGINAL RESPONSE: Failure by the respondent to submit the documentation listed below will disqualify the respondent from further consideration. The response submission shall be submitted in the following format: Original, signed, dated, and completed Invitation For Bid (IFB) Schedule 1 Respondent Qualifications and Experience Schedule 2 Key Personnel Qualifications and References HUB Subcontracting Plan (This requirement is stated on the IFB if applicable.) The following should be submitted with the response. Failure by the respondent to submit the documentation listed below may disqualify the respondent from further consideration. 25. AWARD Respondent References Copies of Licenses: Provide copies of all current licenses for Company, RCCA s and CCA s (Ref. Paras. 4.2., 6.1., and 7.6.) TxDOT reserves the right to award a single purchase order to the most responsive, responsible respondent meeting the specification TYPES OF AWARD: Single Award: One purchase order awarded to a single vendor. 26. POST AWARD MEETING: Vendor may be requested to attend a post award meeting in person or via teleconference, or via WebEx with TxDOT within 10 calendar days after the award of the purchase order. The purpose of the meeting is to discuss the terms and conditions of the purchase order and to provide additional information regarding the purchase order. 27. CONTRACT ADMINISTRATION: Administration of the purchase order is the responsibility of TxDOT. TxDOT Procurement Division staff will be responsible for administering the contractual business relationship with the vendor Any proposed changes to work to be performed, whether initiated by TxDOT or the vendor, must receive final written approval in the form of a Purchase Order Change Notice signed by the authorized TxDOT purchasing agent Upon issuance of purchase order, TxDOT will designate an individual to serve as the Contract Manager and point of contact between the agency and the vendor. The Contract Manager does not have any express or implied authority to vary the terms of the purchase order, amend the purchase order in any way or waive strict performance of the terms or conditions of the purchase order. This individual s contract management and contract administration responsibilities include, but are not limited to: Monitoring the vendor s progress and performance and ensuring services conform to established specification requirements Managing the financial aspects of the contract including approval of payments Meeting with the vendor as needed to review progress, discuss problems and consider necessary action

12 Identifying a breach of contract by assessing the difference between contract performance and non-performance Other areas as identified by the Comptroller of Public Accounts Contract Management Guide, latest edition