REPORT TO THE CITY COUNCIL
FROM: SCOTT L. MOZIER, P.E., Director
Public Works Department
BY: BRIAN E. RUSSELL, Assistant Director
Public Works Department, Streets, Landscape, and Graffiti Divisions
MARK A. RIVAS, Senior Management Analyst
Public Works Department, Streets, Landscape, and Graffiti Divisions
SUBJECT
Title
Award a requirements contract to Allied Rodent Control in the amount of $83,420.00 per year to provide rodent control services at various facilities and parks (Bid File 12301318) (City Wide)
Body
RECOMMENDATION
Staff recommends that the City Council award a requirements contract in the amount of $83,420.00 plus 20% contingency per year for one-year with the option for four, one-year extensions to Allied Rodent Control of Madera, California as the best value for rodent control services and to authorize the Public Works Director or designee to sign the contract on the City’s behalf.
EXECUTIVE SUMMARY
The Landscape Division of Public Works is seeking a requirements contract to procure rodent control services to maintain various City facilities and parks.
The Landscape Maintenance Division of Public Works outsources rodent control services to help maintain various City facilities and parks, which includes baiting, backfilling holes, and when required, removal. The Landscape Division works with the outside vendor to ensure effective results while maintaining humane practices and standards.
BACKGROUND
On April 7th, the City posted a new RFP on PlanetBids for qualified vendors to bid on rodent control services at various City facilities and parks. Following the receipt of 2 bids on May 16th, a committee was formed which was comprised of the Landscape Division’s Public Works Manager, Landscape Superintendent and Senior Management Analyst as well as a Parks Supervisor II representing the PARCS Department, a Management Analyst II representing FAX, and the Procurement Specialist assigned to the project. The goal of the committee was to thoroughly review each proposal in order to recommend the best value to Council. As part of the review, the committee members evaluated the proposers on 1) cost as shown on the proposal form, 2) ability to meet the stated service requirements, including possessing all necessary pesticide applicator licenses and or certifications, 3) past performance and experience based on references and experience, 4) conformance to the terms and conditions of the RFP. In addition to the established criteria, the committee also reviewed references and information collected from follow-up questionnaires requested of the two vendors.
The committee met twice over the course of three weeks to evaluate bids submitted by Allied Rodent Control of Madera, California and EagleShield Pest Control of Clovis, California. Both vendors submitted bids deemed to be complete by Purchasing. The bids were competitive in many respects, however, after lengthy discussion, research and analysis regarding the two proposals and questionnaires, the committee unanimously voted to recommend the proposal from Allied Rodent Control based on their strength in the following two key areas:
• Price - While this was not a low bid contract, Allied Rodent Control’s overwhelming advantage in price, a 58% discount over EagleShield Pest Control’s proposal, was one of the biggest determining factors.
• Familiarity - As the current City vendor, staff feels confident Allied Rodent Control would continue to provide dependable service.
These areas represented what were ultimately the key differentiators between the two proposals and drove the committee to determine that Allied Rodent Control’s proposal represented the best value for the City. The new contract represents a 19% decrease in pricing relative to the previous contract.
The City Attorney’s Office has reviewed and approved to form.
Staff recommends that the City Council award a requirements contract in the amount of $83,420.00 plus 20% contingency per year for one-year with the option for four, one-year extensions to Allied Rodent Control of Madera, California as the best value for rodent control services and to authorize the Public Works Director or designee to sign the contract on the City’s behalf.
ENVIRONMENTAL FINDINGS
Pursuant to California Environmental Quality Act (CEQA) Guidelines Section 15378, awarding of this contract is not a project for the purposes of CEQA.
LOCAL PREFERENCE
Local Preference does not pertain to RFPs.
FISCAL IMPACT
Appropriations for rodent control services consist of General Fund and Measure P within the adopted FY2024 budget.
Attachment(s):
Bid Evaluation - Listing of Proposers
Committee Evaluation Report - Pricing Comparison