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Pest Control Services

Invitation for Bid
Monthly Nuisance Pest Control Services
Invitation Closing Date and Time
3:00 P.M. December 6, 2024

The Arcadia Housing Authority conducts its procurement activities in accordance with 24CFR, Part 85, applicable federal and state regulations, and the AHA Procurement Policy. These documents are available for review at the Arcadia Housing Authority Office located at 7 Booker T. Washington Rd, Arcadia, FL, 34266.

INVITATION FOR PROPOSAL (IFP #001)
PEST CONTROL SERVICES

Sealed proposals for Monthly Nuisance Pest Control Services will be received by the Executive Director of the Arcadia Housing Authority until 3:00 p.m. E.D.T. On December 6, 2024, at which time all proposals will be publicly opened and read aloud at 3:05 p.m. In the Arcadia Housing Authority Office Conference Room located at 7 Booker T. Washington Rd, Arcadia, FL, 34266. Interested parties may obtain service specifications and contract requirements for this solicitation beginning November 4, 2024 to December 6, 2024 by contacting the AHA by written request at the above referenced address, by walk-in, by telephone request; 863.494.4343 or by email request address; director@housingarcadia.com. All proposals shall be conspicuously marked, "Pest Control Proposal", on the outside of the sealed envelope. The AHA may reject any proposal not conforming to proposal specifications and contract requirements and select the proposal that is determined in the best interest of the AHA.

The number of Total Living (TL) units and their locations are as follows:

ARCADIA HOUSING AUTHORITY

The Oaks
16 / 1 BR 562 SQ FT
18 / 2 BR 737 SQ FT
25 / 3 BR 901 SQ FT
8 / 4 BR 1125 SQ FT
2 / 5 BR 1318 SQ FT

69 UNITS TL

The Palms

10 / 1 Bedroom 662 SQ FT
20 / 2 Bedroom 932 SQ FT
20 / 3 Bedroom 1146 SQ FT
11 / 4 Bedroom 1335 SQ FT

61 UNITS TL

This is a Total Living units of (130) one hundred and thirty plus related service areas, and (2) office/community and maintenance building areas.

PHA OFFICES & MAINTENANCE BUILDINGS (2 Total)

MAIN OFFICE; 7 Booker T Washington Rd, Arcadia, Florida
Maintenance: 11 Booker T Washington Rd, Arcadia, Florida

DEFINITIONS:

NUISANCE PEST CONTROL- Scheduled Pest Control Service. Provide pest control service on a scheduled basis for the control of cockroaches, flies, ants, fleas, lice, ticks, bedbugs, spiders, mites, silverfish, fire ants, and other crawling and flying pests; mice, rats, feral animals, and their ectoparasites at the location(s) /site(s) indicated. When infestations are found, the Contractor shall perform follow-up inspections and, if needed, re-treatment.

PEST CONTROL/MANAGEMENT- Pest control or prevention by a comprehensive approach that considers various suppression techniques, the habitat or the pest, and interrelationships between the pest populations and the ecosystem.

PESTICIDE- Any substance or mixture or substances intended for preventing, destroying, repelling or mitigating any pest; and any substance or mixture of
substances intended for use as a plant regulator, defoliant, or desiccant.

CALL BACK- Minimum once per month call call-backs.

CRACK AND CREVICE TREATMENT- Pest control treatment utilizing a pesticide applied as a pin-stream or with a crack and crevice injector directly into cracks and crevices of building joints, corners and wall voids, or between equipment bases and floors, hollow equipment legs, and similar pest harborages.

SPECIFICATIONS AND CONTRACT REQUIREMENTS:

Contractor Identification
Contractor personnel must be recognizable while on authority property. This shall be accomplished by wearing distinctive clothing bearing the contractor's trade name in a prominent place on the outer garment. The Contractor shall determine the type of clothing and identification to be worn and shall provide them at his own expense for all Contractor personnel employed under this contract.

Pre-Performance Conference
A pre-performance conference shall be conducted. Prior to commencing work, the Contractor shall meet with the Executive Director, or designated representatives, to discuss and develop mutual understandings relative to scheduling and administration of work. At this conference the Contractor should be prepared to propose a monthly schedule, listing a primary and alternate treatment date.

Permits/Licenses
The Contractor shall, without additional expense to the Housing Authority, obtain all appointments, licenses, and permits required for the prosecution of the work and for complying with all applicable Federal, State, and Local Laws. Evidence of such permits and licenses shall be provided to the Housing Authority before work commences on contract start date and in the event of change, immediately thereafter.

Pesticide Disposal
Dispose of all pesticides, residue, and containers in accordance with the label or other regulatory requirements. Pesticides, refuse and other pesticide contaminated waste shall not be disposed of on any Housing Authority property.

Treatment Areas
The pest control will include all major areas of each individual unit (units range from 562 sq. ft to approx. 1335 sq. ft) including all of the following:

INSIDE: Monthly

  1. Kitchen base cabinets.
  2. Kitchen area in general.
  3. Around refrigerator.
  4. Washer and dryer.
  5. Water heater and surrounding areas.
  6. All bathroom areas and spaces.
  7. All bedroom areas and spaces.
  8. All living areas and spaces.
  9. All pantries.
  10. All furnace closets.

OUTSIDE: Quarterly

  1. Building perimeters.
  2. Porches, patios and decks.
  3. Eaves, window wells and door frames.
  4. Trash containment areas, individual and common.
  5. All storage areas.

INSPECTION:

Each phase of the services rendered is subject to Housing Authority inspection during the Contractor's operations and/or after the completion of the task. Any defect or unaccomplished work shall be immediately brought to the attention of the Contractor. The Contractor shall meet with the Housing Authority's representative to discuss the work in question without delay. Work determined unsatisfactory after the discussion or the Contractor's failure to discuss the work in question shall be cause for termination, or adjustment in contract price based on the Housing Authority estimate of work not performed utilizing the contract unit price(s). The Housing Authority may sample the Contractor's pesticides and inspect the Contractor's equipment and materials at any reasonable time. When inspection reveals inadequate control, e.g., population levels remain above the acceptable level of control, the Contractor, upon request from the Housing Authority, will retreat the unit/area.

Re-treatment Request (Call Backs) The Contractor shall, within 24 hours, (Sundays and holidays excepted) after
receiving notice from the Housing Authority, and at no additional charge to the Housing Authority, retreat previously treated areas when inspection reveals that
inadequate control was obtained with the initial treatment. There is no limit to the number of call-backs for re-treatment of control failures.

Contact Number
The Contractor shall maintain a telephone at which he or his representative may be reached at night, weekends, and holidays. It is mandatory that the Contractor or his representative is available to the local telephone 24 hours per day, seven days per week, including holidays. The contractor shall notify the Housing Authority in writing of the mailing address and telephone number on contract start date and immediately thereafter in the event of change.

Chemical Rotation
The Contractor shall rotate chemicals on a quarterly basis. Chemicals being used shall be reported quarterly to the AHA.

Crack and Crevice Treatment
Crack and crevice treatment must be performed to these specifications. All cracks and crevices capable of harboring German cockroaches will be treated with a residual insecticide as a liquid, aerosol, or dust formulation. A crack or crevice is any junction between two elements of construction or equipment that is capable of harboring German cockroaches. Examples of such cracks or crevices are between the kitchen cabinet and the wall, between the stove and the kitchen cabinet, between the baseboard and the wall, between shelves and the cabinet, between the refrigerator and the cabinet or wall, between construction members of cabinets, hinges of cabinet doors, electrical switch plates, between the hall cabinet and the wall, between plumbing and elements of construction and other similar situations.

General Information

The Contractor must provide a copy of liability & workers comp insurance for file, renewal copies must be resubmitted in a timely fashion.

The Contractor shall be licensed by the State of Florida to provide pest control services in the categories specified in this specification. All work shall be performed under the supervision of an individual certified by the State of Florida in accordance with Federal, State and Local Laws and authority requirements and regulations.

All pesticides shall be procured, processed, handled, and applied in strict accordance with the manufacturer's label which shall be registered with the Environmental Protection Agency (EPA) and applicable state Lead Agency for enforcement of the Federal Insecticide, Fungicide, and Rodenticide Act (FIFRA).

References
The Contractor shall provide the names, addresses, telephone numbers and point of contact person of at least (3) three current clients. Service being provided to these clients should be similar in scope, i.e., large number of units, multiple locations, etc., to the requirements of this contract.

Subcontracting Subcontracting of services is not allowed.

Chemical List
A list of all chemical insecticides that you propose to use, as well as a chemical that can be used in certain units where the tenant has a known respiratory problem shall be provided. Material Safety Data Sheets (MSDS) will be provided for all chemicals used. Include the percentage strength of each major active ingredient.

Quality Control Service Report
The awarded agent will be responsible on a monthly basis to provide to the Director of Facilities a written Quality Control Service Report which will provide the necessary information to monitor the effectiveness of the program. Records of all insecticide application will be kept. The type of insecticide, location and type of treatment and amount of insecticide applied should be recorded and filed. Copies of these records will be given to the Housing Authority's Executive Director. The Contractor shall provide the Housing Authority's Executive Director with a list of those units not treated because the Contractor was denied access by the resident. Effectiveness of treatments will be determined by trapping cockroaches before and after treatment in 10% of apartments. Sticky traps (at least 3 roach motels) will be placed in the apartments for 24 hours at locations of likely cockroach activity. Numbers of cockroaches caught will be recorded and filed. Copies of these findings will be given to the Facilities Manager. Effective treatments are a reduction of severe infestations by >80% or maintenance of cockroach populations below an average of 5 cockroaches per trap per night. If effective treatment is not accomplished within 60 (sixty) days, the contract will be canceled. The pest control contractor is responsible for planning and implementing treatments, maintaining records of applications, and determining the effectiveness of treatment. Inability to supply requested documentation to the Housing Authority's Executive Director within 7 days will result in the cancellation of the contract. The report should note areas of poor housekeeping by tenants.

Contract Commencement/Duration All proposals should be for a one year (1) contract commencing on Jan 1, 2025 and running through Dec 31, 2025. Based on mutual concurrence of both parties and satisfactory performance, contract may be extended for additional one (1) year periods up to a total of three (3) years; i.e. 2026 and 2027. Following any continuous 3 year service period, the contract will be rebid.

Termination At any time during the course of said contract; the ARCADIA HOUSING AUTHORITY may terminate the contract with a thirty-day notice at our discretion.

Proposal Rejection
Low proposer may be rejected if investigations conclude that the contractor is unqualified to perform contractual duties. Investigation may include, but not limited to, contact with the Better Business Bureau, number of recent complaints, length of time in business, personnel experience, check of references and determination of existing or previous contracts of comparable size and scope.

Expiration
The awarded agent will, in writing, notify the Housing Authority (60) sixty calendar days prior to the expiration of this contract.

Cost
Interior cost per unit, Exterior cost per quarter, as well as a lump sum cost for the entire program, based on a (12) twelve-month program. The low responsible proposer will be determined by the lump sum amount for the entire year.

Proposal Form Contractor must utilize our proposal form for tabulation. Also, a copy of this package, with the contractor's initials at the top right of each page, must be returned with the proposal.

Proposal
Any questions concerning this proposal should be directed to the Executive Director - Becky-Sue Mercer 863.494.4343 or the Asset Risk Manager - Frank Dillon 727.543.5958.

THE ARCADIA HOUSING AUTHORITY RESERVES THE RIGHT TO REJECT ANY AND ALL PROPOSALS AND WAIVE ANY INFORMALITY OR DISCREPANCY IN ANY PROPOSALS OR, TO ACCEPT ANY ITEM IN THE PROPOSAL. IN THE EVENT OF MATHEMATICAL ERROR IN THE EXTENSION OF PRICES IN THE PROPOSAL, THE UNIT PRICES WILL GOVERN. THE AUTHORITY RESERVES THE RIGHT TO AWARD BY ITEM OR IN ITS ENTIRETY, WHENEVER SUCH AWARD OR REJECTION IS IN THE BEST INTEREST OF THE AUTHORITY.

CONTRACTOR HAS READ THE FOREGOING IN ITS ENTIRETY AND UNDERSTANDS ALL OF ITS TERMS AND CONDITIONS. ALSO, THE PERSON SIGNING ON BEHALF OF THE CONTRACTOR WARRANTS TO THE ARCADIA HOUSING AUTHORITY THAT HE HAS THE AUTHORITY AND POWER TO EXECUTE THIS AGREEMENT ON BEHALF OF THE CONTRACTOR AND AFTER THE EXECUTION HEREOF, THE CONTRACTOR IS BOUND BY ALL OF THE TERMS AND CONDITIONS HEREIN. THIS AGREEMENT SHALL NOT BE BINDING ON THE CONTRACTOR UNTIL AFTER A PRE-PERFORMANCE CONFERENCE AND EXECUTION BY THE DIRECTOR OF SUPPORT MANAGEMENT OF THE ARCADIA HOUSING AUTHORITY.

THE ARCADIA HOUSING AUTHORITY CONDUCTS ITS PROCUREMENT ACTIVITIES IN ACCORDANCE WITH 24 CFR, PART 85, APPLICABLE FEDERAL AND STATE REGULATIONS, AND THE ARCADIA HOUSING AUTHORITY PROCURMENT POLICY. THESE DOCUMENTS ARE AVAILABLE FOR REVIEW AT THE ARCADIA HOUSING AUTHORITY OFFICE LOCATED AT 7 BOOKER T WASHINGTON RD, ARCADIA, FL. 34266

Respectfully,

Becky-Sue Mercer
Executive Director, ARCADIA HOUSING AUTHORITY

Please contact Becky-Sue for the Proposal Form.