REPORT TO COUNCIL
SUBJECT
Title
Action on an Agreement with Rentokil North America, Inc. DBA Western Exterminator Company for Pest Control Services at Various City Facilities.
Report
BACKGROUND
The Public Works Department oversees maintenance and repairs for approximately 800,000 square feet of buildings throughout the City. In order to continue to provide services in a timely and efficient manner, Building Maintenance periodically uses various vendors to assist with the workload.
The scope of this Agreement (Attachment 1) provides pest control services at various City facilities on a monthly basis. City Buildings such as City Hall, the Old Courthouse, Police Department, Central Library and Northside Library, Senior Center, Fire Stations and others require regular pest control services. 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
A Request for Proposal (RFP) process was utilized to solicit proposals for Pest Control Services using IPM best practices. The RFP was advertised in March 2018 and three (3) proposals were opened on April 10, 2018. The qualifications of the proposers were evaluated by staff from the Building Maintenance Division of Public Works. A summary outlining the costs from each proposer is included in Attachment 2, entitled “Pest Control Comparisons”.
Staff is recommending approval of a three-year Agreement with Rentokil North America, Inc. DBA Western Exterminator Company (Western Exterminator Company). This company was selected as the top ranked proposal for several reasons including past performance, qualified staffing, experience and cost. Staff is recommending approval of a three-year Agreement with Western Exterminator Company not to exceed $190,406 which includes 3 years of monthly service, $45,000 in additional on-call services and a 10% contingency.
ENVIRONMENTAL REVIEW
The action being considered is exempt from the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15301 “Existing Facilities” as the activity consists of the restoration or rehabilitation of deteriorated or damaged structures, facilities, or mechanical equipment.
FISCAL IMPACT
The amount to be paid to Western Exterminator Company shall be for an amount not-to-exceed $190,406 over a three year term. The estimated cost of on-call services is based on an estimate of past years’ expenditures. The majority of costs are charged to departments based on locations where the services are rendered. Sufficient budget is available to fund anticipated pest control services in FY 2018/19. Funding beyond FY 2018/19 is subject to City Council appropriation of funds.
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. Approve and authorize the City Manager to execute an Agreement for the Performance of Services with Rentokil North America, Inc. DBA Western Exterminator Company to provide pest control services at various City buildings for an amount not-to-exceed $190,406 over a 3 year term; and
2. Authorize the City Manager to make minor modifications to the Agreement, if necessary.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Agreement
2. Cost Comparison