City of Sacramento
City Council - 5PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2022-01712 10/11/2022 Consent Item 9.
Authorize Alternate Procurement Method to Select a New Integrated Pest Management (IPM) Contractor for Pest Control at City Facilities (Two-Thirds Vote Required) File ID: 2022-01712
Location: Citywide
Recommendation: Pass a Motion allowing the use of either a Request for Proposal (RFP) or a cooperative contract, or a combination of the two, to award a contract(s) for Integrated Pest Management (IPM) pest control services at City facilities.
Contact: Gary O’Neill, Contracts and Compliance Specialist, (916) 808-7432, [email protected]; Dayana Reyes Zanaska, Procurement Manager, (916) 808-5524, [email protected]; Department of Finance Presenter: None
Attachments:
1-Description/Analysis
2-Executive Summary of IPM Services and 311 Work Orders FY2021/22 Description/Analysis
Issue Detail: The City requires routine Integrated Pest Management services (IPM) at over 125 City facilities. Other City sites may also need on-call one-time service to mitigate or eradicate pests in and around City buildings. The City currently has a contract with Terminix for these services. Contract No. C2018-0364 expires on February 28, 2023. As such, staff must solicit for a new contract or make use of a cooperative contract.
Policy Considerations: The recommendations in this report are in accordance with the provisions of City Code 3.56 regarding contracts for the purchase of nonprofessional services.
Economic Impacts: None.
City of Sacramento Page 1 of 2
File ID: 2022-01712 10/11/2022 Consent Item 9.
Environmental Considerations:
California Environmental Quality Act (CEQA): This report concerns administrative activities and governmental fiscal activities that do not constitute a “project” as defined by the CEQA Guidelines Sections 15378(b)(2) and 15378(b)(4) and are not subject to the provisions of CEQA (CEQA Guidelines Section 15060(c)(3)).
Sustainability: Any chemicals used will be reviewed and approved by the City’s Facilities and Real Property Superintendent and the City’s Water Quality Program Specialist to ensure environmental compliance.
Commission/Committee Action: None.
Rationale for Recommendation: Using an RFP to solicit a contract for these services will allow staff to consider experience and proposed mitigation techniques in addition to cost. Cooperative contracts are contracts that were solicited and awarded by another government agency and that are made available for use by the City. Allowing staff to consider cooperative contracts will enlarge the pool of possible contractors.
Because of the seasonal nature of the IPM service and the high volume of 311 Work Orders submitted in peak seasons, staff may award contracts to more than one supplier to ensure service is available.
Financial Considerations: Funding for this contract or contracts is included in fiscal year 2022/23 operating budget and/or capital improvement program budgets of the departments that utilizing these services. Funding for subsequent years is subject to Council approval.
Local Business Enterprise (LBE): The RFP will have a five-point preference for an LBE. The LBE preference does not apply to a cooperative contract.
City of Sacramento Page 2 of 2
Procurement Services Division
PH: 916-808-6240
Fax: 916-808-5747
915 I Street, 2nd Floor
Sacramento, CA 95814-2604
Attachment 2 – Executive Summary
IPM Services and 311 Work Orders FY2021/22
Prepared by Gary O’Neill, Contracts and Compliance Specialist, August 8, 2022 The City of Sacramento has a contract with Terminix for Integrated Pest Management (IPM) services. Contract #2018-0364 has a Not-To-Exceed amount of $300,000 and an expiration date of February 28, 2023. This contract is administered by the Procurement division of the Finance department. In addition to routine pest control services at City facilities, Terminix also responds to special requests placed through the 311 Work Order system. City staff who notice a pest problem place a work order through this system. 311 routes the work order to Terminix and to the contract administrator.
This Executive Summary is a compilation of 311 Work Orders submitted during Fiscal Year 2021/22, July 1, 2021, through June 30, 2022.
Work Order numbers for the fiscal year:
167 Work Orders were submitted to the City’s 311 Communication Center. This is an average of one Work Order submitted every one-and-a-half workdays.
Work Order numbers per month:
18 -- July 2021 9 -- January 2022
15 -- August 2021 11 -- February 2022
11 -- September 2021 12 -- March 2022
18 -- October 2021 8 -- April 2022
17 -- November 2021 18 -- May 2022
16 -- December 2021 14 -- June 2022
Observation #1: While the number of 311 Work Orders submitted drops slightly in the winter months, as can be expected, the amount of work orders submitted remains steady throughout the year.
Observation #2: It can be anticipated that the amount of work orders submitted will increase as more City staff returns to work at City facilities after working from home during the pandemic.
Procurement Services Division
PH: 916-808-6240
Fax: 916-808-5747
915 I Street, 2nd Floor
Sacramento, CA 95814-2604
311 Work Order numbers by type of pest:
Number (a) Type of Pest
84 Ants
41 Cockroaches
25 Rodents (rats and mice)
7 Wasps
5 Spiders
3 Fruit Flies
2 Bees (b)
2 Pill Bugs
1 Fleas
1 Gnats and moths
1 Unspecified “bug infestation”
Note (a): The total on this table is higher than the total number of 311 Work Orders as some work orders request service for more than one pest.
Note (b): Bees require special handling when a hive is removed; it is not part of this contract.
The staff members were advised to seek the service of a licensed apiarist.
There was also a request for removal of a gopher and for the removal of an opossum. This is not part of the Terminix contract. Procurement recommended to the staff members who submitted these work orders that they piggyback on C2019-0320. This is a contract that YPCE has executed for removal of mammalian pests from City parks.
Finally, there was a request for the contractor to come out to the facility and check the vents because it “smells like something died” in there. Procurement is not aware of a contract for carcass removal. This Work Order was routed back to Facilities to work.
Work Order numbers by location:
Work Orders were submitted for sixty-three City facilities. This list also includes facilities that are leased by the City of Sacramento to other organizations, such as the Black Chamber of Commerce, and sites that are owned by other agencies and used by the City such as the modular buildings at various elementary school sites that are used for the 4th R Afterschool Program.
The top two facilities that submitted Work Orders were the 911 Communications Center and New City Hall. A list of the number of Work Orders, ranked by site, follows on the next page.
Procurement Services Division
PH: 916-808-6240
Fax: 916-808-5747
915 I Street, 2nd Floor
Sacramento, CA 95814-2604
Number Facility
21 911 Communications Center
19 City Hall, New
9 Public Safety Admin Building
8 300 Richards
6 Fire Station 4
5 Fire Station 30
4 Fire Station 5
4 SACY Building 1
4 SACY Building 20
3 Animal Care
3 Center for Sac History
3 Combined WTP
3 Fire Station 2
3 Fire Station 20
3 Fire Station 56
3 George Sims Community Center
3 Hagginwood Community Center
3 Sam Pannell Community Center
2 4th R Two Rivers
2 City Hall, Historic
2 Clunie Comm Center and Pool
2 Coloma Community Center
2 EA Fairbairn WTP
2 Fire Station 15
2 Fire Station 16
2 Fire Station 57
2 Fire Station 60
2 Fire Station 7
2 Fire Station 8
2 NACY Building 1
2 SACY Building 12
2 SACY DOU Bldgs 7, 8, 19, 20, 21, & 22
1 4th R Erlewine
1 4th R Golden Empire
1 4th R Paso Verde
1 4th R Riverside
1 4th R Sequoia
1 Black Chamber, PSAB
1 City Hall Parking Garage
1 Crocker Art Museum
1 Evelyn Moore Community Center
1 Fire PSAB Suite 46
1 Fire Station 10
1 Fire Station 11
1 Fire Station 12
1 Fire Station 14
1 Fire Station 17
1 Fire Station 3
1 Fire Station 43
1 Fire Station 99
1 Hart Senior Center
1 NACY Building 3
1 NACY Guard Shack
1 Oak Park Community Center
1 PD Internal Affairs
1 Sac River WTP
1 Sac Valley Station
1 SACY Building 22
1 SACY Building 3
1 SACY Building 4
1 SACY Building 9
1 SACY Guard Booth
1 So. Natomas Community Center
1 Woodlake Community Center
City to Solicit for New Contract
The City will issue an RFP later this year for a new IPM contract that will begin in March of 2023. Using an existing cooperative contract is another option. This Executive Summary will be used to give potential Contractors a clear idea of the amount of work involved in the contract and the types of pests.
Procurement Services Division
PH: 916-808-6240
Fax: 916-808-5747
915 I Street, 2nd Floor
Sacramento, CA 95814-2604