REPORT TO COUNCIL
SUBJECT
Title
Action on Award of Purchase Order to Pestmaster Services, L.P. for Citywide Pest Control Maintenance and As-Needed Services
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
The Facilities Services Division (Facilities) of the Department of Public Works (DPW) oversees maintenance and repairs for approximately 1,100,000 square feet of buildings throughout the City. In order to continue to provide services in a timely and efficient manner, Facilities periodically uses various vendors to assist with the workload.
The scope of this purchase order is to provide monthly pest control services at various City facilities such as City Hall, the Old Courthouse, Police Building, Central Library, Northside Library, Senior Center, and Fire Stations. Monthly services consist of an Integrated Pest Management Program (IPM) which includes site visits, inspections, investigations, and implementation of remedies to prevent pest occurrences.
DISCUSSION
Pursuant to City Code Section 2.105.330, a formal Request for Proposal (RFP) was conducted as the solicitation method for this procurement, with the award recommendation based on “best value.” The factors considered in the evaluation were proposal content/structure, experience, technical capability, and cost.
The RFP for Citywide Pest Control Maintenance and As-Needed Services was published using the City’s e-procurement platform. A total of 38 companies viewed the RFP, and five proposals were received from the following firms:
- Advanced IPM
- Critter Gitters Pest Management
- Hunters Services, Inc.
- McCauley Agricultural and Pest Service
- Pestmaster Services, L.P. (Pestmaster)
Proposals were independently evaluated by a three-member evaluation team made up of two representatives from DPW and one representative from the Parks & Recreation Department. McCauley Agricultural and Pest Service and Pestmaster were asked to participate in oral interviews.
Staff recommends award of purchase order to Pestmaster for having submitted the best value proposal. They demonstrated superior experience in on-site inspections and remediations following IPM best practices, and they are very customer driven.
Under the proposed purchase order, Pestmaster will provide citywide pest control maintenance and as-needed services. Compensation will be fixed for the initial one-year term and paid monthly in arrears for all services performed during the previous month. The scope also includes call outs for as-needed pest control services which will be paid on a time and material basis. After the initial one-year term, price adjustments are allowable subject to justification by the vendor and approval by the City. In addition to the initial term, there are four one-year options to extend the term of the purchase order for a total of five years, assuming all options are exercised.
Prevailing wages will be paid under this purchase order.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
FISCAL IMPACT
The amount to be paid to Pestmaster for the initial one-year term shall not exceed $58,842. The estimated cost of as-needed services is based on an estimate of past years’ expenditures. The purchase order includes $53,493 for maintenance and as-needed services and $5,349 for a 10 percent contingency for unanticipated services. The majority of costs will be charged to the relevant departments based on the locations where the services are rendered. Sufficient budget is available to fund anticipated pest control services in FY 2022/23. Costs beyond FY 2022/23 are subject to appropriation of funds by the City Council.
COORDINATION
This report has been coordinated with the Finance Department and the City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Authorize the City Manager to execute a purchase order with Pestmaster Services, L.P. for citywide pest control maintenance and as-needed services for an initial one-year term, with maximum compensation not-to-exceed $53,493;
2. Authorize the City Manager to execute change orders for a not-to-exceed contingency amount of $5,349 for unanticipated services, subject to the appropriation of funds;
3. Authorize the City Manager to executed change orders or issue additional purchase order(s) with Pestmaster Services, L.P. for additional sites that may be added or deleted, subject to the same terms and conditions and appropriation of funds; and
4. Authorize the City Manager to execute up to four one-year options to extend the purchase order after the initial term, subject to the appropriation of funds.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Rajeev Batra, City Manager