VIEWS: 223 PAGES: 17 CATEGORY: Business POSTED ON: 7/28/2011
Sample Bid Proposals Pest Control document sample
COLUMBIA COUNTY BOARD OF COMMISSIONERS Procurement Department RFP # 2005-038 EXTERMINATING SERVICES COLUMBIA COUNTY BOARD OF COMMISSIONERS PROCUREMENT DEPARTMENT EXTERMINATING SERVICES RFP # 2005-038 Proposals due no later than May 19, 2005 at 3:30:00 PM EST Pre-Proposal conference on May 11, 2005 at 9:00:00 AM in Building E If any questions arise, please submit them to the Procurement Department via e-mail at email@example.com or by telephone at 706-868-3305. Columbia County Board of Commissioners RFP# 2005-038 Exterminating Services PROPOSALS REQUESTED BY COLUMBIA COUNTY BOARD OF COMMISSIONERS FOR EXTERMINATING SERVICES RFP # 2005-038 Specifications/Requirements may be obtained from and any inquiries directed to: Tammy John, Contract Analyst firstname.lastname@example.org Procurement Department 500 Faircloth Drive, Building E Evans, GA 30809 Phone: (706) 868-3305 Proposals will be received at: Columbia County Board of Commissioners Procurement Department 500 Faircloth Drive, Building E Evans, GA 30809 Proposals are due May 19th, 2005 no later than 3:30:00 PM EST. The Board reserves the right to reject any or all proposals. Any objections to the specifications/requirements as set forth should be filed in writing prior to the proposal deadline. Questions and inquiries will be accepted from any and all firms. Questions will be answered in writing and will be distributed to all firms who receive the RFP provided. If it becomes necessary to revise any part of this request or if additional data are necessary to enable an exact interpretation of provisions of this request, an addendum will be issued. It is the responsibility of the offeror to ensure that he has received all addendums prior to submitting a proposal. Greg Woodlief, MPA, CPPB, CPPO Procurement Manager 2 Columbia County Board of Commissioners RFP# 2005-038 Exterminating Services REQUEST FOR PROPOSALS FOR EXTERMINATING SERVICES CONTENTS PAGE A. Introduction 4 B. Scope of Work 4 C. Requirements for Proposal 6 D. Terms and Conditions 8 E. Procedures for Submitting Proposals 10 F. Selection Process 11 G. Vendor Signature 12 H. Appendix A 13 I. Appendix B 15 3 Columbia County Board of Commissioners RFP# 2005-038 Exterminating Services A INTRODUCTION The Columbia County Board of Commissioners has issued this Request for Proposal for the sole purpose of obtaining responsive proposals from pest control firms to establish a contract for Pest Control Services, as well as integrated pest management, for various County departments. Currently there are approximately forty-six (46) locations that will be receiving pest control services. These sites will be serviced on a monthly basis. B SCOPE OF WORK The selected firm shall provide pest control services for various County departments. They shall also perform all labor in a professional manner by individuals skilled in their respective trades. The standards of work required throughout shall be of such grade as will bring first class results. Materials and/or workmanship not in compliance with the specifications shall be reapplied at no charge to the County. The sites to be serviced will be provided as Appendix A and will indicate the building locations and square footage. The County may add Additional County sites throughout the term of the contract upon notification to the Vendor. Section I – Approach to Work 1. Provide an overview of the tasks to be performed and a detailed plan to rid and control pests at each facility, the types of pests to be controlled, and a list of pests which are not covered by this contract, utilizing the principle of Integrated Pest Management. This means that the successful contractor will control the entire area in all facilities of all types of pests and rodents such as rats, mice and all insects (i.e., flies, ants [including fire ants] and all spiders as per the list of locations included in this RFP but not restricted only to that list. It is the responsibility of the proposer to be aware of the square footage to be serviced and any special conditions at each location. The service will normally be provided during normal working hours (8:00 A.M. to 5:00 P.M., Monday through Friday excluding holidays). There are some offices that may need to be serviced after hours. In doing this the contractor should take all caution to make sure that the service is done in a manner that is safe for building personnel and visitors, and environmentally acceptable. Any rodent bait that is used shall be placed in receptacles that are not accessible to the public. In addition to normal treatment, if an infestation is present, additional bombing during periods when the facility is closed may be necessary. This procedure is to be conducted by the contractor if the circumstances require this approach. Also, if flies are present in a food area, the contract shall provide to the facility an approved product to control these pests. 4 Columbia County Board of Commissioners RFP# 2005-038 Exterminating Services 2. Form a coalition with the Columbia County Board of Commissioners to assist in directing the entire pest control needs of various departments through the Maintenance Manager as the liaison. 3. Rid all buildings and their immediate exterior and interior of pests. 4. The Contractor at his sole expense shall furnish all equipment required in the performance of this contract as set forth herein. Columbia County reserves the right to require Contractor to replace, substitute or modify his equipment if such equipment is harmful to the County or its operation or is not sufficient in terms of providing adequate pest control under this RFP 5. Be available for initial inspections by County staff of each location. The contractor shall supply between scheduled visits, any pellets, roach bait stations, fly bait in summer, light traps for fly control (including bulbs and sticky papers), and pyrethrum spray as needed. 6. Columbia County requires back up for the monthly invoice. Tickets need to be individual and numbered for each and every location that receives pest control treatment. These tickets must list the County Building Name, address, treatment received, date, and be signed by a county employee verifying the treatment. NO payment will be made for locations without this accompanying backup. 7. Contractor’s personnel will be in uniform, properly identifying the individual's name and the company he/she represents. Contractor's employees are subject to security checks upon entering secure areas, and may further be subject to background checks prior to entering certain locations. 8. Contractor’s employees shall be instructed in all safety measures considered appropriate. Personnel will not place any equipment in traffic areas or other locations in such a manner as to create safety hazard. 9. Columbia County is interested in receiving Annual Termite Inspection Service in March of each year. Along with this service, the County also requests termite reports detailing the following information: Location Date Treatment Performed Type Construction Evidence of Infestation Inspection of Crawl Space or Basement Area Inspection of Slab Areas County Employee Signature Vendor Inspector Signature Recommended Treatment is activity is noted Follow up visit in 30 days if activity is noted and treatment is applied. 5 Columbia County Board of Commissioners RFP# 2005-038 Exterminating Services C REQUIREMENTS FOR PROPOSAL (A response for each section is required) Columbia County prefers proposals to be concise and easy to understand. Do not include unnecessary or extraneous information. Please format the proposal with the following sections. Include all information requested. Direct response to the following requirements should be concise and all reasonable care should be taken to limit responses to 10 typed pages. All additional company/marketing information is welcome and should be presented as attachments to the core response. Respondents to this RFP are to present their presentations in the format listed below: Section I – Executive Summary Indicate the contractual entity, which will be responsible for the performance of all aspects of this contract. Include your firm’s management plan. Provide name of firm, address, contact person, and telephone number. Provide a brief overview of the key elements of your proposal. Highlight any features or areas that differentiate your services and products from competitors. Section II – Corporate Profile Provide a brief overview and history of your company. Provide information that best illustrates your company’s qualifications for completing the work, the experience and qualifications of the key personnel who would be involved in the work, in relation to the tasks that are proposed to be undertaken. Provide a list of all offices locally, regionally and nationwide. Outline any sub-contractors to be utilized in the completion of the project and what job role each will perform. Provide an outline of how your firm normally proceeds with the start up a of new account and provide a summary of how your firm handles supervision, follow up and customer service Provide information that best illustrates your company’s qualifications and capabilities for the proper handling of the County’s pest control services needs. Provide your firm’s employee handbook outlining employee regulations, training procedures, company safety policy and benefits. 6 Columbia County Board of Commissioners RFP# 2005-038 Exterminating Services Section III – Additional Information Provide a detailed plan and fee structure for treatment of buildings for termite infestation. Provide quantity and type of equipment owned relating to pest control services. Provide a sample of a prior invoice. Columbia County prefers one consolidated monthly invoice which lists each location, price, and date of treatment. Provide literature and brochures on your proposed termite control system Provide a time frame from award of contract to the actual implementation of the contract. Provide proof of a valid Commercial Pest Control Charter license issued by the Georgia Department of Agriculture and proof of a valid business tax license issued by Columbia County and/or from the county in which your company is located is required. Provide proof of Contractor’s license or a certified technician with a minimum of twelve months commercial pest control application experience. List three references of jobs that are similar in size in the space provided below. These references will be used as a gauge to help the County determine the quality, reliability, dependability, consistency, safety issues and overall satisfaction levels exemplified by your firm. 1 Company Name Contact Phone Number Address 2 Company Name Contact Phone Number Address 3 Company Name Contact Phone Number Address 7 Columbia County Board of Commissioners RFP# 2005-038 Exterminating Services Section IV – Cost Information COST INFORMATION MUST BE SUMBITTED IN A SEALED, SEPARATE ENVELOPE. Provide a cost breakdown on the attached costs sheets for each individual location. The Cost Sheets, referred to as Appendix B should be completed and sealed in an envelope separate from the RFP. Costs sheets will not be opened at the time of the RFP opening. Provide a proposed plan and cost structure to eliminate pests, which are not covered specifically by this contract. These services shall be provided on an as needed basis, as requested by the various departments. D TERMS AND CONDITIONS 1. Columbia County reserves the right to accept or reject any Proposal. 2. The County reserves the right to award the contract to the next qualified firm if the successful firm does not begin contracted services within the prescribed days stated in the contract. 3. The contracted firm will correct any and all errors and omissions that they make, at their own expense. 4. The selected firm shall be required, before awarding of contract, to demonstrate to the complete satisfaction of the County that he has the necessary resources to execute the work in a satisfactory manner and within the time specified; that he has had experience in same or similar nature; that he has past history and references which will assure the owner of his qualifications for executing the work. 5. Both a Performance Bond will be required in an amount equal to 100 percent (100%) of the contract price prior to a written Notice To Proceed is granted. 6. The Columbia County Board of Commissioners has developed performance measures that dictate how the Contractor’s work will be checked and graded on a monthly basis. The performance measures have been established as a tool for the County Maintenance Manager and Contract Analyst to ensure that the buildings are being properly maintained and the County is being charged appropriately. 8 Columbia County Board of Commissioners RFP# 2005-038 Exterminating Services 7. In the event that a location is not serviced to the satisfaction of County personnel, the Contractor will be notified of the problem by phone. The Contractor will have 24 hours to respond in person at the disputed site to correct the problem. (In the case of an emergency the time will be 2 hours to respond) If there is no response, Columbia County will have the option of imposing a payment penalty, which will be equal to the amount of that month’s service. In cases of constantly recurring problems, a penalty may be imposed without a warning or a specified time allotment. Depending on the problem, the County’s Maintenance Manager may allow a longer time frame to correct the problem without penalties being levied. After (2) two written notices of a problem, the deduction will be automatically doubled until the problem is corrected. 8. In the event that a site is not serviced at all, there will be an automatic deduction for the site that was not serviced. 9. Items that are not done correctly will be considered as not being done at all for that month and the proper penalty will be imposed. 10. If the selected firm’s employee brings someone that is not an employee of the selected firm into a County building or office, a penalty equal to 50% of that locations monthly service may be deducted with no corrective time given. 11. A penalty equal to 50% of a locations monthly service may be deducted when exterior doors are left unlocked and/or any alarm is not activated. There will be no corrective time allotted. Any interior door that is designated to be locked and is left unlocked may be assessed a penalty equal to 25% of that locations monthly service after one warning. 12. Columbia County has the right to add additional performance measures upon (10) days written notification to the vendor. The length of the Contract will be for a period of one year with two optional yearly renewals. 13. The selected firm is responsible for all damages to the areas that have been turned over to the owner (County). Upon receipt of this RFP by potential proposers, contact with any elected or appointed official, authority or board member, or employee of Columbia County, other than the contact listed, initiated by a firm representative to promote the firm’s selection may result in disqualification. Timely information to all interested parties with regard to progress in the selection process and its results will be provided. 9 Columbia County Board of Commissioners RFP# 2005-038 Exterminating Services E Procedures for Submitting Proposals Questions about the RFP should be directed to: Contract Analyst Tammy John E-mail: email@example.com Street Address: 500 Faircloth Dr., Building E, Evans, GA 30809 1. A non-mandatory, pre-proposal conference will be held on May 11th 2005 at 9:00:00 AM in the Procurement Conference Room, 500 Faircloth Dr, Evans, GA. 2. Proposals must arrive at the above listed address no later than 3:30:00 PM on May 19, 2005 to be considered. Responses received after this time may be marked “LATE” and will remain unopened. No faxed responses will be received. 3. Five copies of the proposal should be furnished on or before the deadline. Responses will be retained as property of Columbia County. 4. All vendors are advised that a walk-through of all the affected offices will be not be held. If a vendor feels the need to inspect a location please contact the Procurement Department for a phone number and contact person. Please do not show up at the site, an appointment is recommended. 5. Proposals should contain a manual signature of an authorized representative of the responding firm(s). 6. Columbia County is not liable for any costs incurred by proposers prior to the issuance of a written Notice to Proceed. 7. Firms responding to this RFP may be asked to be available for presentations and/or interviews. 8. The contents of the Proposal of the successful firm may become part of any subsequent contractual obligation. 10 Columbia County Board of Commissioners RFP# 2005-038 Exterminating Services F Selection Process General The Evaluation Committee, which is comprised of representatives from various departments within Columbia County, will evaluate all qualifying proposals. All requirements in this RFP should be satisfied to ensure that the proposal will qualify for consideration. Columbia County desires to receive only proposals from firms who can demonstrate the specified qualifications mentioned this RFP. Proposal Evaluation Criteria The following criteria will be used by the Evaluation Committee to evaluate all proposals. The percentage of importance for each criteria is listed below: POINTS Demonstrated ability to furnish the products and 40 services required by the County Adherence to County’s time schedule 10 Costs associated with products and services 50 TOTAL POINTS 100 Final Selection The Evaluation Committee will present their recommendation to the Management and Financial Services oversight committee for review and recommendation. The Columbia County Board of Commissioners will make the final decision. 11 Columbia County Board of Commissioners RFP# 2005-038 Exterminating Services G Vendor Signature By submission of this proposal, the offerer certifies that he/she has arrived at the prices independently, without consultation, communication, or agreement for the purpose of restricting competition. __________________________________________________________________ Business Contact Representative __________________________________________________________________ Operational Contact Representative __________________________________________________________________ Vendor’s Name as Registered with the Georgia Secretary of State __________________________________________________________________ Federal ID # __________________________________________________________________ Address __________________________________________________________________ Phone Fax __________________________________________________________________ Authorized Signature Date ___________________________________________________________________ Email Address __________________________________________________________________ Typed Name & Title 12 Columbia County Board of Commissioners RFP# 2005-038 Exterminating Services Columbia County Board of Commissioners RFP 2005-038 Exterminating Services Appendix A List of Locations and Estimated Square Footage Estimated Location Physical Address Square Footage 1. Wildwood Park Dogwood Lane off Hwy 47 Residence #1 900 6212 Holloway Road Residence #2 900 3841 Dogwood Lane Bathroom area #1 600 3841 Dogwood Lane Bathroom area #2 600 Bathroom area #3 600 Bathroom area #4 600 Main Gate 150 Dogwood Lane off Hwy 47 Workshop 600 3841 Dogwood Lane 2. Appling Park – Bathroom 600 Scotts Ferry Road 3. Harlem Park – Bathroom 600 Church Street 4. Blanchard Park 4614 Dewey Drive Bathroom 600 Voting Building 600 Shop 1,000 5. Riverside Park 4431 Dolphin Way Bathroom 600 Scoring Tower #1 1,593 Scoring Tower #2 1,593 Air Quality Shelter 100 6. Patriots Park 5445 Columbia Road Office Building 2,000 Gym 32,186 Scoring Tower #1 1,500 Scoring Tower #2 1,500 Scoring Tower #3 1,593 Maintenance Building 450 7. Eubank Blanchard Community 1,650 6868 Cobbham Road Center 8. Savannah Rapids Pavilion 75,000 3300 Evans to Locks Road 9. Appling Health Dept 4,700 6420 Pollards Pond Road 10. Columbia County Cares/ 4,500 1959 Appling Harlem Hwy Tax Commissioners Appling 11. Old Jail 900 1957 Appling Harlem Hwy 12. Courthouse Appling 6,000 1958 Appling Harlem Hwy 13. Probate/Traffic/ 6,500 1958 Appling Harlem Hwy Construction and Maintenance 14. DFACS 12,000 6358 Columbia Road 15. Central Shop 3,000 6345 Columbia Road 13 Columbia County Board of Commissioners RFP# 2005-038 Exterminating Services Location Estimated Square Physical Address Footage 16. IT Satellite Office 800 201 Range Road 17. Roads and Bridges 2257 County Camp Road Office Building 4,000 Back Offices 2,800 18. State Probation Office 800 6343 Columbia Road 19. Maintenance Shop 5,000 203 Range Road 20. Animal Control 7,500 6337 Columbia Road 21. Bessie Thomas Senior Center/ 7,100 5913 Euchee Creek Drive Harlem Health Department 22. Euchee Creek Library 11,500 5903 Euchee Creek Drive 23. Harlem Library 1,100 375 North Louisville Street 24. Gibbs Library 10,000 326 N. Belair Road Portable Building 25. Landfill 590 Baker Place Road Scale house 750 468 Chamblin Road Field Office (Double-wide) 1,400 26. Government Center-Bldg A 19,000 630 Ronald Reagan Drive 27. Government Center-Bldg B 15,000 630 Ronald Reagan Drive 28. Government Center-Bldg C 22,062 630 Ronald Reagan Drive 29. Government Center-Bldg D 20,000 616-D Government Center Way 30. Government Center-Bldg E 30,000 500 Faircloth Drive 31. Ambulance Service Bldg 7,600 437 N. Belair Road 32. Tommy King Morgue 424 439 N. Belair Road 33. Sheriff’s Office S.O.D. 1,600 1951 Appling Harlem Road Range Training Building 4,000 6341 Columbia Road Range 500 6341 Columbia Road Vice and Narcotics 3,000 2292 County Camp Road Administration Offices 132,590 2271 County Camp Road Detention Center 2273 County Camp Road 34. Justice Center 72,000 640 Ronald Reagan Drive 35. Water Works 8,800 4325 Evans to Locks Road 36. Clarks Hill 1,500 5776 Clark's Hill Road (Hwy 221) 37. Little River 1,512 1130 Maple Ridge Court 38. Reed Creek 1,235 578 Stevens Creek Road 39. Crawford Creek 750 4741 Columbia Road 40. Point Comfort 3,000 832 Point Comfort Road 41. Former Columbia County Cares 2,400 6346 Columbia Road 42. New EOC/Sheriff’s Substation 15,500 650 Ronald Regan Drive Former State Farm Building 43. Driver’s License Office 2,745 4408-I Evans to Locks Road 44. New Library 50,000 630 Ronald Reagan Drive behind (will not need service until 11/05) the Justice Center 45. Dance Pavilion/ Restrooms/ 4,107 3300 Evans to Locks Road BBQ Pit/ Dinning Hall 46. Lockkeeper’s Cottage 2,363 3300 Evans to Locks Road 14 Columbia County Board of Commissioners RFP# 2005-038 Exterminating Services REVISED COST SHEETS (APPENDIX – B) Please note that the cost sheets are to be filled out and put in a separate envelope and marked “Revised Cost Sheets RFP 2005-038.” Cost sheets will not be opened at the time of the RFP opening but will be opened at a later date. Vendor Phone # Authorized Representative Signature Annual Monthly Pest Annual Pest Location Termite Control Costs Control Costs Inspection 1. Wildwood Park Residence #1 Residence #2 Bathroom area #1 Bathroom area #2 Bathroom area #3 Bathroom area #4 Main Gate Workshop 2. Appling Park – Bathroom 3. Harlem Park – Bathroom 4. Blanchard Park Bathroom Voting Building Shop 5. Riverside Park Bathroom Scoring Tower #1 Scoring Tower #2 Air Quality Shelter 6. Patriots Park Office Building Gym Scoring Tower #1 Scoring Tower #2 Scoring Tower #3 Maintenance Building 7. Eubank Blanchard Community Center 8. Savannah Rapids Pavilion 9. Appling Health Dept 10. Columbia County Cares/ Tax Commissioners Appling 11. Old Jail 12. Courthouse Appling 13. Probate/Traffic/ Construction and Maintenance 14. DFACS 15. Central Shop 16. IT Satellite Office 15 Columbia County Board of Commissioners RFP# 2005-038 Exterminating Services Annual Monthly Pest Annual Pest Location Termite Control Costs Control Costs Inspection 17. Roads and Bridges Office Building Back Offices 18. State Probation Office 19. Maintenance Shop 20. Animal Control 21. Bessie Thomas Senior Center/ Harlem Health Department 22. Euchee Creek Library 23. Harlem Library 24. Gibbs Library Portable Building 25. Landfill Scale house Field Office (Double-wide) 26. Government Center-Bldg A 27. Government Center-Bldg B 28. Government Center-Bldg C 29. Government Center-Bldg D 30. Government Center-Bldg E 31. Ambulance Service Bldg 32. Tommy King Morgue 33. Sheriff’s Office S.O.D. Range Training Building Range Vice and Narcotics Administration Offices Detention Center 34. Justice Center 35. Water Works 36. Clarks Hill 37. Little River 38. Reed Creek 39. Crawford Creek 40. Point Comfort 41. Former Columbia County Cares 42. New EOC/Sheriff’s Substation Former State Farm Building 43. Driver’s License Office 44. New Library-service starts 11/05 45. Dance Pavilion/ Restrooms/ BBQ Pit/ Dinning Hall 46. Lockkeeper’s Cottage 47. Termite Control System for Buildings GRAND TOTAL ANNUAL PEST CONTROL ALL LOCATIONS ________________________________ GRAND TOTAL ANNUAL TERMITE INSPECTIONS ALL LOCATIONS ________________________ PEST CONTROL MONTHLY PRICE PER SQ. FT. FOR ADDITIONAL LOCATIONS _____________ 16 Columbia County Board of Commissioners RFP# 2005-038 Exterminating Services PREVENTIVE TERMITE SERVICES Please describe the Termite Control System that you are proposing for Columbia County. Did you enclose brochures with warranty information on the system proposed? The following locations will need a Termite Control System installed upon execution of this contract: TERMITE CONTROL Installed Treatment Maintenance Total SYSTEMS NEEDED Price Price Price Annual Price Ambulance Service Building Appling Courthouse BBQ Pit @ Savannah Rapids Dance Pavilion @ Savannah Rapids Dining Hall @ Savannah Rapids Lockkeepers Cottage @ Savannah Rapid Old Jail (Historic) Probate Office – Appling $ $ $ $ This price should GRAND TOTAL be transferred to “Yearly Cost” on Item 47 of the Revised Cost Sheets *** The prices for the Termite Control Systems should include installation, treatments, and maintenance of the system. Termite Reports should be delivered / mailed to the Maintenance Manager and Contract Analyst a minimum of every 90 days. PRICE PER LINEAR FOOT FOR TERMITE CONTROL SYSTEM (This price should include installation, treatments and maintenance on an annual basis) $______________ Vendor Phone # Authorized Representative Signature 17
"COLUMBIA COUNTY BOARD OF COMMISSIONERS Procurement Department RFP 2005 038 EXTERMINATIN"