REPORT TO THE CITY COUNCIL
FROM: GREGORY A. BARFIELD, M.A., Director
Department of Transportation
BY: ORIE RUBALCAVA, Projects Administrator
Department of Transportation
JOANA GARCIA, Management Analyst II
Department of Transportation
SUBJECT
Title
Award a two-year Service Contract, with options for three one-year extensions to EagleShield Pest Control (Bid File 12400439) in the amount of $50,960, for pest control services at the FAX facilities.
Body
RECOMMENDATION
Staff recommends Council award a two-year Service Contract, with options for three one-year extensions to EagleShield Pest Control (Bid File 12400439) in the base amount of $50,960, for pest control services at the FAX facilities.
EXECUTIVE SUMMARY
The Department of Transportation/Fresno Area Express (FAX) operates a fleet of 125 fixed route buses and oversees buildings and bus parking structures spanning a total area of 155,168 square feet at the Municipal Service Center, Manchester Transit Center, and Handy Ride locations. In fiscal year 2023, fixed route ridership reached 8,184,500 and with nearly 500 employees, FAX’s buses and operational buildings serve densely populated areas. Ensuring the safety of pest protection for our riders and staff is a priority, and therefore, FAX seeks a contract for pest control services.
The Service Contract is for two years with three one-year options, and includes compensation cost for service calls, and two additive alternates for future structures. The city received six proposals in response to the solicitation. After careful evaluation of the proposals, the selection committee recommends awarding the contract to EagleShield Pest Control. The proposer meets the specifications of the solicitation and offers the best value for pest protection services.
BACKGROUND
The Service Contract includes pest control services for FAX’s fleet of 125 buses, parking structures, and buildings located at the Municipal Service Center, Manchester Transit Center, and Handy Ride, that are deemed federal assets supported by federal funds. The services will include treatment and preventative measures for fixed route buses and various operational buildings.
The first Request for Proposals was posted on the City’s website on April 12, 2023, and was viewed by 16 prospective proposers. The solicitation was extended and closed on June 13, 2023. Although no proposals were received during the initial solicitation period, FAX staff reached out to prospective proposers and concluded that the requirements were standard, but the solicitation coincided with a busy period for these companies.
As a result, the Request for Proposals was reissued to Planet Bids on August 18, 2023. The specifications were viewed by 19 prospective bidders. Six proposals were received and opened in a public bid opening on October 24, 2023. The Selection Committee reviewed the proposal packets and determined that EagleShield Pest Control met the proposal specifications and provided the best value for pest control services.
The Service Contract is for base service of two years with three one-year options, compensation cost for service calls, and two additive alternates for two buildings. The two-year base contract will have an initial cost of $42,960.00. As-needed service calls are priced at $75.00 per hour with a price ceiling of $8,000 for the life of the Service Contract. The total base price, including the initial contract and service calls, is $50,960. If invoked, the three one-year options cost will be determined by adjusting the base pricing upwards or downwards to the Producer Price Index Pesticide and Other Agricultural Chemical Manufacturing: Agricultural and Commercial Pesticides and Chemicals (PCU3253203253201). Lastly, the Service Contract includes two additive alternates for two buildings that may be invoked at any time during the life of the Service Agreement, thereby increasing monthly expenses under this agreement. Considering all potential cost, the projected contract value is $133,000.00.
The City Attorney has reviewed the Agreement and approved it to form.
ENVIRONMENTAL FINDINGS
By the definition provided in the California Environmental Quality Act Guidelines Section 15378 the award of this contract does not qualify as a “project” because the contract is for ongoing maintenance and the use of pesticides is regulated by the Department of Pesticide Regulation and the permit system administered by the County Agricultural Commissioners; therefore, it is not a project for purposes of the California Environmental Quality Act.
LOCAL PREFERENCE
Local preference was not implemented because of the use of federal funds.
FISCAL IMPACT
There is no impact to the General Fund from this action. Expenses from this contract shall be funded primarily through FTA Program 5307 funds. FAX enterprise funds will make up the required local match. Sufficient appropriations were included and are available in the FAX FY2024 budget.
Attachments:
Evaluation Form
Committee Report
Service Contract