September 10, 2024
Public Works
DATE: September 10, 2024
TO: Mayor Martinez and Members of the City Council
FROM:
Daniel Chavarria, PE, Director of Public Works
Tawfic Halaby, PE, Deputy Director of Public Works
Carl Capistrano, Public Works Superintendent
Subject:
Resolution to Award a Contract to Pestec for Routine and On-Call Pest Control, Bird Mitigation and Clean -Up
Services
FINANCIAL IMPACT: The proposed expenditure of $100,000 for the duration of the three-year contract and $50,000 for the entire
duration of the two optional one-year extensions will be funded from the approved fiscal years 2024/25 – 2026/27 and 2027/28 – 2028/2029 Public Works budget
(01232331 400524)
PREVIOUS COUNCIL
ACTION:
Not applicable.
STATEMENT OF THE
ISSUE:
The Facilities Maintenance Division is requesting City
Council to adopt a resolution approving a three-year
contract, with two optional one-year extensions, with
Pestec for routine and on-call pest control, bird mitigation and clean-up services.
RECOMMENDED ACTION:
ADOPT a resolution to award a three-year contract for
$100,000 with Pestec beginning on October 1, 2024, and
ending on September 30, 2027, with two optional one-
year extensions for a total amount of $50,00 for both
option years – Public Works Department (Carl Capistrano 510-620-6896/Daniel Chavarria 510-620-5478/Tawfic
Halaby 510-620-5482).
AGENDA
REPORT
September 10, 2024
DISCUSSION:
Background
The City of Richmond prevents pest damage to its properties and facilities in line with its Integrated Pest Management (IPM) Policy. The continued maintenance and protection from pests of City owned properties minimizes the risk to people, property, infrastructure, natural resources, and the environment. It also reduces the evolution of pest resistance to pesticides and other pest management practices.
The City’s IPM policy delegates the Public Works Department to prepare pest control contracts for routine and on-call pest control services for its properties including but not limited to the Civic Center Campus, Libraries, Community Centers, Aquatic Facilities, Fire Houses, Police Stations, and the Corporation Yard. The pest control service includes interior and exterior inspection, clean up and treatment of facilities to address insects, bugs, birds and rodents. Pest control activities are reported to the Public Works Department on a quarterly and yearly basis. City staff does not possess the training and expertise to inspect for pests or, to remediate bird and rodent droppings. The use of chemicals in pest control services require specialized training and licenses, which is why the City contracts with a pest control service provider as opposed to handling this in-house by City staff.
The City of Richmond contracted with a Nevada-based pest control service provider for the abovementioned services, but the contract expired on March 1, 2024.
Analysis
City staff prepared a Request for Proposal (RFP) on April 25, 2024 to solicit bids from vendors through the City’s website. A total of 48 vendors were notified but only 1 responded with a bid. On May 16, 2024, Pestec sent out a proposal which was accepted by City staff.
An evaluation panel scored the proposal from Pestec based on the following criteria:
experience, qualifications, organizational capacity and cost. Upon review of the proposal, the panel concluded that Pestec meets the criteria set forth in the Request for Proposal and scored high in all categories.
The requested contract term is a total of 3 years with two optional one-year extensions.
The current request contract-term is a base requirement to ensure that all on-call services will be adequate and that all city properties and facilities shall be routinely inspected, maintained and cleaned to keep the city properties in a healthy state.
Moreover, the 3-year contract term provides enough time for the City to squarely evaluate the actual service being rendered by the contractor vis-à-vis the scope of the
September 10, 2024
work. Likewise, the two one-year extension options give flexibility to the City to continue the relationship with Pestec, if conditions warrant it.
Conclusion
Therefore, staff requests that the City Council adopt the Resolution to award a three- year contract with Pestec beginning on October 1, 2024, and ending on September 30, 2027, with two optional one-year extensions and appropriate an amount not to exceed $100,000 for the three-year contract and an amount not to exceed $50,000 for the duration of the two optional one-year extensions with approval from the Public Works Director.
DOCUMENTS ATTACHED:
Attachment 1 – Resolution
Attachment 2 – Contract
Attachment 3 – RFP
Attachment 4 – Evaluation Form
Attachment 5 – Integrated Pest Management