WORCESTER HOUSING AUTHORITY

Transcription

1 WORCESTER HOUSING AUTHORITY CONTRACT FOR THE MAINTENANCE DEPT. INVITATION FOR BIDS NO ANNUAL EXTERMINATIONS (Insect, Rodents & Bed Bugs) Release Date: 10:00 a.m., April 17, 2013 Pre-Bid Conference: 10:00 a.m., May 1, 2014 (Site Visits will be provided at the Pre-Bid conference) Bid Opening: 10:00 a.m., May 15, 2014 Issued by: Worcester Housing Authority Purchasing Department (508) , TDD (508) Fax: (508) EXECUTIVE DIRECTOR, RAYMOND V. MARIANO

2 WHA Worcester Housing Authority Purchasing Department 69 Tacoma St. Worcester, MA P-(508) F-(508) ADDENDUM #2 IFB #14-09 Annual EXTERMINATION SERVICES (Insects/Rodents & Bed Bugs) May 5, 2014 This addendum is to provide answers to the following questions from the Pre-bid conference: Q1. Is there a 5% Bid Bond? A1. Yes, the following paragraph is added to the IFB: All bids must be accompanied by a bid deposit in an amount that is not less than five percent (5%) of the value of the bid, including all add alternates. Bid deposits, payable to the Worcester Housing Authority, shall be either in the form of a bid bond, or cash, or a certified check on, or a treasurer's or cashier's check issued by, a responsible bank or trust company. The successful bidder will be required to furnish a Custodial/Janitorial bond of $20,000 upon award of this contract. Q2. Paragraph VII. REFERENCES states that Bidders must submit a complete list of customers whom they ve provided Insect/Rodent and Bed Bug Extermination for in the past five (5) years. Please use the Reference Form attached hereto. Do we really have to submit a listing of all our customers? A2. No, please replace that paragraph with: Bidders must submit a complete list of customers whom they ve provided Insect/Rodent and Bed Bug Extermination for in the past five (5) years that are similar in size and scope of the WHA. Please use the Reference Form attached hereto. Q3. Does the warranty for insects include insects such as fruit flies? A3. No, the warranty is meant for cockroaches. Q4. Can you clarify the 180 day warranty, are you saying that there can be no exterior rats/mice for 180 days? A4. For exterior rats/rodents/mice, it is expected that the warranty will end when the bait traps are clear from activity for a period of 180 days. Q5. Can you clarify what our role is in helping the tenant preparation? A5. WHA shall do most of the prep work, but the contractor shall be responsible for wrapping items, such as coaches, mattresses, etc., and the WHA shall dispose of them. Also, please review the following in the original IFB package: D. Bed Bug Exterminations: 1. TREATMENT #1: Contractor shall execute PREPARATION AND 1 st TREATMENT of ACTIVE and ADJACENT Units (see paragraph 2.A ) on the same day. WHA IFB #14-09 Annual Exterminations 2 of 44

3 a. PREPARATION OF ACTIVE UNITS-ONLY: 1. The WHA shall provide access to each unit. 2. Contractor shall provide assistance with apartment preparation including, but not limited to: emptying closets, cleaning drawers, moving furniture, and other apartment preparation. The WHA will provide materials for preparation including mattress covers, duct tape, storage bins and furniture wrapping. Q6. Who is responsible for removing wall plates? A6. Removing wall plates shall be the responsibility of the contractor. Q7. When does the WHA start monitoring and for how long? A7. WHA begins monitoring after 2 weeks of the second treatment, and for up to 6 months thereafter. Q8. What becomes the adjacent unit if infestation is found in an adjacent unit? A8. If the adjacent unit is found to be infested, then it becomes an ACTIVE unit and the adjacent unit to that newly designated unit becomes the adjacent unit. Q9. What monitoring boards do you use? A9. Glue boards throughout the unit and Bed Bug Buddies for placement in-between mattresses. Q10. Are the Beagle dogs included as part of this bid? A10. No, the bed bug detection services, beagle dogs, are under a separate contract. All other terms and conditions of this contract remain unchanged. Please be sure to acknowledge this Addendum in paragraph B or your Bid Form. Thank you, Re Cappoli Chief Procurement Officer WHA IFB #14-09 Annual Exterminations 3 of 44

4 WHA Worcester Housing Authority Purchasing Department 69 Tacoma St. Worcester, MA P-(508) F-(508) ADDENDUM #1 IFB #14-09 Annual Extermination Services (Insects/Rodents & Bed Bugs) April 22, 2014 This addendum is to provide answers to the following questions: Q1. Can you please provide me with the name of the current company who performs bedbug work for the WHA? A1. Westboro Pest Control Q2. Can you please provide me with the treatment costs for bedbug work provided by the current company to WHA? A2. See attached Bid Results sheet Q3. Is there any variation on the current treatment from the current company compared to the SCOPE OF WORK, VIII, section 2,D? A3. No. All other terms and conditions of this contract remain unchanged. Please be sure to acknowledge this Addendum in paragraph B or your Bid Form. Thank you, Re Cappoli Chief Procurement Officer WHA IFB #14-09 Annual Exterminations 4 of 44

5 BID RESULTS OF #13-06 BED BUG EXTERMINATIONS WESTBORO PEST CONTROL Elderly Apartments Zero Bedroom Efficiency 6 $ $1, One Bedroom 25 $ $ 7, Family Apartments One Bedroom - one story 25 $ $ 7, Two Bedroom - one or two story 25 $ $ 7, Three Bedroom - one story 6 $ $ 1, Three bedroom - 2 baths - 2 or 3 story 6 $ $ 1, Four Bedroom - 2 baths - 2 story 6 $ $ 1, $29, ADJACENT UNITS Est. Qty. Unit Price Per Apartment Total Cost Elderly Apartments Zero Bedroom Efficiency 18 $25.00 $ One Bedroom 75 $25.00 $1, Family Apartments One Bedroom - one story 75 $25.00 $1, Two Bedroom - one or two story 75 $25.00 $1, Three Bedroom - one story 18 $25.00 $ Three bedroom - 2 baths - 2 or 3 story 18 $25.00 $ Four Bedroom - 2 baths - 2 story 18 $25.00 $ NOTES $7, GRAND TOTAL $36, END OF ADDENDUM#1 WHA IFB #14-09 Annual Exterminations 5 of 44

6 Worcester Housing Authority IFB #14-09 Annual Exterminations Table of Contents Cover page 1 Table of Contents 2 Invitation For Bids 3 Section Page 1. Introduction 4 2. IFB Terms and Conditions Bid Instructions Withdrawal of Bids 6 5. Bid Submission 7 6. Contract Award 7 7. References 7 8. Bid Specification Exhibits A. Form of Contract (Sample only informational) B. Instructions to Offerors for Non-Construction HUD 5369 B C. General Contract Conditions (Non-Construction) HUD 5370 C 10. Appendix - (Note: All items below must be submitted as part of the bid response.) 1. Certifications and Representations of Offerors HUD 5369 C 2. Certificate of Corporation Clerk 3. Non-Collusion Affidavit 4. Bidder Information Form 5. Certificate of Tax Compliance 6. Reference Form 7. Debarment / Suspension Certification 8. Bid Form 9. Licenses of Supervisor(s) and Applicator(s) End of Section WHA IFB #14-09 Annual Exterminations 6 of 44

7 WORCESTER HOUSING AUTHORITY INVITATION FOR BID #14-09 ANNUAL EXTERMINATIONS Pre-Bid conference at: 10:00 a.m., May 1, 2014 at 69 Tacoma St., Worcester, MA Bids will be received until: 10:00 a.m., May 15, 2014 at the Purchasing Department, 69 Tacoma St., Worcester, MA Immediately following the deadline for bids all bids received within the time specified will be publicly opened and read aloud. Contract documents will be available online at or pick up at the Purchasing Department or downloaded at: after 10:00 a.m. on April 17, The Purchasing Department is located at 69 Tacoma St., Worcester, MA and hours are 8:00 a.m. 4:30 p.m. There will be a site visit during the Pre-Bid conference. The contract term shall extend from October 1, 2014 through September 30, 2015 with the option, at the WHA s sole discretion, to extend for two additional one year terms with changes in the contract price in accordance with the Bid Form submitted here and not changes in the terms and conditions. The estimated annual cost under this contract will be approximately $150,000. The awarded contract shall provide the WHA with a Custodial/Janitorial bond of: $20,000 Work under this contract shall consist of providing extermination services for insects/rodents and bed bugs in accordance with the scope of work of this IFB within the 24 different State and Federal properties at various locations within the city of Worcester on an as needed basis. Work shall be conducted in resident apartments, offices, common areas, interior and exterior of buildings for the firm fixed rate provided in the Bid Form. Anyone not using the chemicals as provided herewith shall complete the attached EXCEPTION sheet and submit with their Bid Form. No exceptions will be made without this sheet submitted with their Bid Form. Award will be made to the lowest bidder deemed responsive and responsible for the total contract price. The WHA reserves the right to award/ not award a contract as deemed to be in the best interest of the WHA. Estimated quantities indicated on the Bid Form or elsewhere in the IFB are estimates only and are given solely as a basis for the comparison of bids. WHA does not by implication or otherwise guarantee them to be even approximately correct. All bids are subject to the provisions of M.G.L. Chapter 30B. All bids must be submitted with one ORIGINAL and one COPY. The Authority reserve the right to cancel this IFB, or to reject, in whole or in part, any and all bids received in response to this IFB, upon its determination that such cancellation or rejection is in the best interest of the Authority. The Authority further reserves the right to waive any minor errors or nonconformance in the bids received. Award of the contract is subject to approval by the WHA Executive Director and/or the Board of Commissioners. Worcester Housing Authority Re Cappoli Chief Procurement Officer April 17, 2014 WHA IFB #14-09 Annual Exterminations 7 of 44

8 I. INTRODUCTION The purpose of this procurement is for the solicitation of bids for the purchase of Annual Exterminations (Insect/Rodent and Bed Bugs) as specified herein and currently being used at various Worcester Housing Authority residential properties. Bidders are invited to all questions regarding products/ services/contract requirements to Re Cappoli, Chief Procurement Officer at Failure to do so will be no defense in the failure to perform contract terms. Questions shall be ed a minimum of 72 hours prior to the bid opening date and time. Failure to examine the bid package will not relieve the Bidder from any obligation under the bid as submitted. II. IFB TERMS AND CONDITIONS All bids must comply with the provisions of this Invitation for Bids (IFB). If it becomes necessary to revise any part of this IFB, then the WHA will issue an Addendum. Any Addendum issued will be provided in writing to all prospective Bidders that have requested a copy of this IFB package. Any and all Addenda issued will be incorporated within the IFB by reference. All addendums shall be posted on the WHA s website also: The Chief Procurement Officer will reject proposals that are incomplete, not properly endorsed or signed, or otherwise contrary to these instructions as being informal. Conditional proposals will not be accepted. Estimated quantities indicated on the Bid Form or elsewhere in the IFB are estimates only and are given solely as a basis for the comparison of bids. WHA does not by implication or otherwise guarantee them to be even approximately correct. The Contractor shall have no claim for additional compensation, or refuse to do the work called for, by reason of the actual quantities involved being greater or lesser by any amount than those called for in the bid. The WHA reserves the right to rescind this IFB, if, in the judgment of the WHA, there are no bids responsive to this request, or should funding availability be less than anticipated. The WHA is not required to award the maximum funding amount requested to any or all Bidders. The selected bidder(s) agrees to provide annual Exterminations (Insect/Rodent & Bed Bug) to the WHA as detailed in the bid and in accordance with the submitted bid documents. The WHA reserves the right to award the contract to the Bidder with the bid proposal that is most responsible and responsive. The WHA Executive Director or the Board of Commissioners will have final approval of all recommendations. The WHA further reserves the right to modify or amend contract terms during the term of the contract, should the successful Bidder fail to meet contract obligations. If the selected finalist(s) fail(s) to enter into a contract within five (5) days following the funding award announcement, then the WHA reserves the right to award the contract to the next most advantageous Bidder. The WHA is exempt from payment of Federal Excise Tax and from payment of Massachusetts Sale tax. Any prices quoted as part of the bid proposal should not include payment of these taxes. The Bidder will be required to indemnify and save harmless the Worcester Housing Authority, for all damages to life and property that may occur due to his negligence or that of his employees, etc. during this contract. Commercial Liability Insurance. The Bidder will provide the WHA with Certificates of Insurance covering public liability in an amount not less that $500, for damages to one person, and not less than $1M per accident. The Bidder will name the WHA as co-insured on said policy. WHA IFB #14-09 Annual Exterminations 8 of 44

9 Property Damage Insurance. The Bidder will provide the WHA with Certificates of Insurance covering property damage in an amount not less that $500, for damages on account of one accident, and not less than $1M for all accidents. The Bidder will name the WHA as co-insured on said policy. Workers Compensation Insurance. Bidder will furnish the WHA with Certificates of Insurance covering all employees funded through contract with the WHA, as being protected under a worker s compensation policy. Janitorial / Custodian Bond. Awarded contractor shall provide a $20,000 Janitorial/Custodian bond with their signed contracts. This is to protect the contractor against liability when entering a tenants apartment. It is understood and agreed that it shall be a material breach of any contract resulting from this proposal for the Bidder to engage in any practice that may violate any provisions of M.G.L. c. 151B, relative to discrimination in hiring, discharge, compensation, or terms, conditions or privileges of employment because of race, color, religious creed, national origin, sex age and ancestry. III. BID INSTRUCTIONS A. Bidder s Representations: 1. Each Bidder, by making a bid represents: a. The Bidder has read and understands the bid package and the bid is made in accordance therewith; b. MBE and WBE Participation Bidders should plan to establish a minimum goal of 20% of total supplies/services to be procured from SOWMBA Certified Minority and Women Business enterprises. C. Request for Interpretation 1. Bidders shall promptly notify the WHA of any ambiguity, inconsistency or error which it may discover upon examination of the bid documents. 2. Bidders requiring a clarification or interpretation of the bid documents shall make a written request to the WHA. Questions maybe ed to purchasing@worcester-housing.com or via facsimile (508) The WHA will answer such requests if received at least 72 hours before the date and time the bids are to be submitted to the WHA. 3. Interpretation, correction or change in the bid documents will be made by Addendum which will become part of the Invitation for Bid package. The WHA will not be held accountable for any oral instructions. Addendums will be ed by the WHA and posted online at to every individual or firm on record as having taken /requested an IFB. D. Preparation and Submission of Bids Bids must be submitted on the Bid Form provided. Bids should be typed or may be printed in ink. 1. Where indicated on the Bid form, sums must be expressed in both words and numerically. If there is a discrepancy between the bid sum expressed in words and those expressed numerically, the words shall control. 2. Bidders should review their bid to ensure that it is complete, properly endorsed or signed. Incomplete bids will be rejected. WHA IFB #14-09 Annual Exterminations 9 of 44

10 IV. WITHDRAWAL OF BIDS Prior to bid opening, any bid may be withdrawn, upon written request, prior to the time and date set for the bid opening. Withdrawal of bids must be confirmed over the Bidder s signature. Requests to withdraw bids may be transmitted by first class mail, by facsimile transmission or by personal in-hand delivery. Bids may be re-submitted up to the time and date designated for the receipt of bids. Bidder may also modify a bid by written notice if received by the WHA prior to the time and date set for the bid opening. Bid modifications must be submitted in a sealed envelope clearly labeled Modification No.. Each modification must be numbered in sequence and must reference the original IFB. After the bid opening, a Bidder may not change any provision of the bid in a manner prejudicial to the interests of the WHA or fair competition. Minor informalities will be waived or the Bidder will be allowed to correct them. If a mistake and the intended bid are clearly evident on the face of the bid document, the mistake will be corrected to reflect the intended correct bid and the Bidder will be notified in writing. In such instance, the Bidder may not withdraw the bid. Bidder may withdraw a bid if a mistake is clearly evident on the face of the bid document, but the intended correct bid is not similarly evident. V. BID SUBMISSION Completed bids, including bid bonds or deposits and any other required documents should be enclosed in a sealed envelope and plainly marked as: IFB #13-06 Annual Exterminations (Insect/Rodent & Bed Bug) Worcester Housing Authority Bidder s Name, Business Address and Phone Number Timely delivery of completed bids is the responsibility of the Bidder. VI. CONTRACT AWARD The contract award shall be made to the responsive and responsible Bidder who meets quality requirements and offers the lowest price. Award shall be made by the WHA Executive Director. In its discretion, the WHA may award a single contract for the items listed herein. All contracts will be awarded to the responsive and responsible Bidder offering the lowest prices and who meets quality requirements for each item. The WHA reserves the right to waive any informality in or to reject any or all bids if it be deemed by the WHA as in the public interest to do so. The WHA will award the contract to the lowest responsible and eligible Bidder within thirty (30) days, Saturdays, Sundays and legal holidays excluded, after the opening of bids. The final contract shall not be valid until fully executed by both parties. VII. REFERENCES Bidders must submit a complete list of customers whom they ve provided Insect/Rodent and Bed Bug Extermination for in the past five (5) years. Please use the Reference Form attached hereto. THIS SPACE INTENTIONALLY LEFT BLANK WHA IFB #14-09 Annual Exterminations 10 of 44

11 VIII. BID SPECIFICATIONS 1. INTRODUCTION The Worcester Housing Authority requests competitive sealed proposals from interested and qualified parties to provide multiple extermination services, as follows: A. Insect and rodent extermination services for the residential, administrative, and other occupancies of the WHA. 1. The insect portion of the program consists of a three (3) step treatment plan of the garden style apartment blocks in the Great Brook Valley Project, Lakeside Apartments and Curtis Apartments family housing complexes, as well as various other WHA locations. 2. The rodent program involves responding upon request to any of the general family, elderly and disabled or administrative units throughout the WHA properties to treat for rodent infestation, on the exterior of a unit/building. B. Bed Bug extermination services for the residential, administrative, and other occupancies of the WHA. The WHA s bed bug extermination protocol consists of a two (2) step of treatment plan, as follows: 1. Step 1: Preparation and 1 st Treatment of Active and Adjacent Units 2. Step 2: 2 nd Treatment - Follow up (after 2-weeks of the 1 st treatment) and Warranty of Active and Adjacent Units PLEASE NOTE: WHA shall provide the contractor with the following materials; mattress covers, duct tape, storage bins, plastic wrap for furniture, and monitors. WHA shall NOT provide the chemicals. The contract period for these services is one year, with two one-year renewal options at the sole discretion of the WHA. 2. SCOPE OF WORK The work shall include, but not be limited to: A. Coordinating with the WHA for scheduling the times that the treatment is to be carried out. All work shall be performed during normal business hours (8:00 a.m. 4:30 p.m.) on Monday through Friday. No work shall be done on Holidays, Saturdays or Sundays, except as specifically requested by the WHA; B. Review and comment on WHA s Notice to Tenants for preparation instructions; C. Treatment of units shall be performed in accordance with these specifications and shall comply with all applicable Federal, State, and Local Regulations; D. All personnel shall be thoroughly trained and licensed for the treatment methods specified; E. Submission of written reports on each unit condition and treatment notes; F. Follow-up and re-treatment, as appropriate; G. Systematically and professionally carry out these specifications using the best trade practices. Any deviations will require the specific approval of the Contracting Officer or his designee, and in this matter, that decision shall prevail; H. In a very limited number of instances [not more than 1%] where the contractor has been notified in advance by the Contracting Officer that the occupants have a documented medical condition which could be impacted by the treatment, the contractor must be prepared to adjust the procedures to accommodate the treatment, as well as be prepared to explain such treatment to competent medical personnel and the Contracting Officer as may be requested; I. Signing-in and out of the property at the on site management office each time insect treatment is being carried out. J. Treatment for insects will be in accordance with the following schedule for all residential and administrative occupancies [Administrative units only Initial treatment and Treatment #3] at: Great Brook Valley Project Lakeside Apartments 526 residential units 31 administrative units 204 residential units WHA IFB #14-09 Annual Exterminations 11 of 44

12 Curtis Apartments Various other WHA locations as needed 6 administrative units 372 residential units 6 administrative units 100 residential units 5 administrative units K. Treatment for rodents and bed bugs will be on an on-call basis. The WHA Contracting Officer, or designee, will notify the contractor when a treatment is required. L. WARRANTY - Being responsible for any/all callbacks, at no additional charge, for those units, which continue to have a problem as determined by monitors, resident, WHA employees or management reports within 180 days of the last treatment; 3. TREATMENT SCHEDULES A. Insect Exterminations: 1. Treatment schedule for insects will be on a regular schedule determined by the Contracting Officer and in accordance with item 2.J above. The treatment will consist of 3 steps, as follows: a. Treatment #1 - Initial Treatment b. Treatment #2 60 days following Initial Treatment c. Treatment #3 60 days following Treatment #2 (Administrative offices =120 days after Initial Treatment) Note: The anticipated time, per unit, for the Initial Treatment and Treatment #2 should be 20 minutes each and Treatment #3 should be 10 minutes. B. Rodent Exterminations: 1. Treatment schedule for rodents will be on an as needed basis when determined by the Contracting Officer and will be for unit / building exteriors. C. Bed Bugs Exterminations: 1. Treatment schedule for Bed Bugs will be on an as needed basis when determined by the Contracting Officer and will be for residential, administrative and other occupancies. The WHA s bed bug extermination protocol consists of a two (2) step treatment plan, as follows: a. Treatment #1: Preparation and 1 st Treatment of Active and Adjacent Units b. Treatment #2: 2 nd Treatment - Follow up (after 2-weeks of the 1 st treatment) and Warranty of Active and Adjacent Units PRODUCTS The Contractor shall provide the Contracting Officer, prior to the commencement of this contract, with all Material Safety Data Sheets for products used and no change shall be made in products used without the prior written approval of the Contracting Officer. The following products, or equals, are currently approved for use by the WHA. Any bidder not using these specific products SHALL complete the attached EXCEPTION list and provide it with their submitted Bid Form. A. Insect Exterminations Chemicals and equipment to be used shall be approved for domestic insect control use. They shall be used in strict accordance with the manufacturers recommended procedures for safety and maximum effectiveness. The following products are approved for use under this contract: Sticky traps - minimum 3 per unit Boric Acid Powder - 99% pure Boric Acid Aerosol Crack and Crevice Powder - 4 oz. / unit Juvenile Hormone - Gencor Torus or approved equal - approx Gal. / unit Pyrethrin Aerosol Flushing Agent [not general fogging] 1% or.5% aerosol. 2-4 oz. / unit. Injection Gel Bait- Max Force or approved equal WHA IFB #14-09 Annual Exterminations 12 of 44

13 B. Rodent Exterminations Chemicals and equipment to be used shall be approved for exterior rodent control use. They shall be used in strict accordance with the manufacturers recommended procedures for safety and maximum effectiveness. The following products are approved for use under this contract: Rat bait/trapping stations (up to 6 per instance) Tracking powder is prohibited in interior spaces. C. Bed Bug Exterminations Chemicals and equipment to be used shall be approved for bed bug control use. These shall be used in strict accordance with the manufacturers recommended procedures for safety and maximum effectiveness. The following products are approved for use under this contract: Temprid SC Gentrol IGR Bedlam spray Tempo Dust NOTE: With the approval of the Contract Officer, Vendor shall use better products that the ones listed above, should they be more effective in the extermination of bed bugs. APPLICATION PROCEDURES A. General Notes: 1. The Vendor shall maintain security of the unit during application. While in any apartment, the doors will be kept locked. The WHA shall provide access coordination to the Vendor. 2. The WHA shall instruct residents as to the proper preparation of the unit. Vendor shall inspect to determine the level of preparation is adequate to perform the exterminations. 3. Vendor will be responsible for keeping a log book to record unit and treatments. 4. WHA units do not have carpeting. Tenant-supplied area rugs may be present in a unit. B. Insect Exterminations: Vendor shall perform the following steps when exterminating for insects: 1. Monitors will be dated and placed in each unit: one (1) in the kitchen in the area of the refrigerator, one (1) in another kitchen floor level location and one (1) in the bathroom. Based on information from the occupants, there may be a need for additional monitoring locations. 2. Treat kitchens, baths, target areas as reported and identified, those areas previously treated where treatment has been removed or rendered ineffective, or where additional problem areas are identified. All areas shall be treated with Boric Acid Powder (by hand or powder dusters), as follows: a. Appliances beneath, behind, along metal lips, drawer runners, accessible voids in doors and panels, evaporator trays, dryer exhaust hoses. b. Cabinets wall hung cabinets at open cracks where cabinet meets wall, ceiling or other cabinets. Base cabinets will each have a ¼ inch hole drilled in the toe-kick area, by the contractor, in order to apply the Boric Acid under the base cabinet. c. Drawers along slide tracks, corner brackets, exterior sides and lips d. Other cracks and crevices at cabinets, counter tops, trim and moldings, into soffits and other dead spaces, access panels, heating pipe penetrations, wall hangings when indicated. 3. Application of other products shall be completed as follows: a. Juvenile Hormone shall be applied along baseboards, sides and rear of lower cabinets, under and behind appliances, into voids, pipe chases and other available openings around sinks and toilets. WHA IFB #14-09 Annual Exterminations 13 of 44

14 b. Aerosol Flushing Agent shall be applied to target areas where an indicated or actual problem exists. NOTE: Each unit of the specified address will be treated the same day. If applicable, basements and stairways will be treated as well. C. Rodent Exterminations (Exterior): Treatment areas shall be based on information from WHA staff and observations made by the exterminator/applicator. Obvious points of entry and rat burrows on building exteriors may be treated with tracking powder. Also, trapping is acceptable. Tracking powder is prohibited in interior spaces. D. Bed Bug Exterminations: 2. TREATMENT #1: Contractor shall execute PREPARATION AND 1 st TREATMENT of ACTIVE and ADJACENT Units (see paragraph 2.A ) on the same day. b. PREPARATION OF ACTIVE UNITS-ONLY: 3. The WHA shall provide access to each unit. 4. Contractor shall provide assistance with apartment preparation including, but not limited to: emptying closets, cleaning drawers, moving furniture, and other apartment preparation. The WHA will provide materials for preparation including mattress covers, duct tape, storage bins and furniture wrapping. 5. WHA shall instruct residents as to the proper preparation of the unit, including removing personal belongings and clothing from drawers, washing clothes. Contractor shall inspect the level of preparation and adjust application if required. 6. WHA shall instruct tenants to remain out of their apartments for at least 6 hours after treatment. 7. Contractor shall perform the following: 7.1. Identify all untreatable items and place them in plastic bags, secured with duct tape, all untreatable items will be placed outside the unit to be discarded For larger items, such as furniture, mattresses, etc., the Contractor shall: Destroy the item so it can not be re-used Completely wrap the item in plastic sheeting and secure tightly with duct tape. All items being discarded shall be sprayed prior to wrapping being applied Contractor shall place all items to be discarded outside the unit. WHA staff shall be responsible for removing the items from the property Contractor shall vacuum all treatable surfaces, prior to treatment, including, but not limited to: mattresses, box springs, chairs, couches, recliners, flooring (and cove base), night stands, dressers, etc. c. 1 st TREATMENT OF ACTIVE AND ADJACENT UNITS: 1. ACTIVE UNITS: a. Contractor shall vacuum all furniture, mattresses and rugs present in the unit at the time of the 1 st Treatment. b. The Contractor shall apply Temprid SC, Gentrol IGR and Bedlam to the following items, but not limited to: box springs, headboards, footboards, bed frames, dresser and night stand drawers (drawers will be taken out of the furniture for treatment by contractor). c. The Contractor shall apply Temprid SC and Bedlam to the following items, but not limited to: mattresses, all sitting areas (couches, chairs, recliners, etc.). WHA IFB #14-09 Annual Exterminations 14 of 44

15 d. The Contractor shall apply Temprid SC and Gentrol IGR to the following items, but not limited to: cove base/baseboards, flooring, luggage, wall hangings, door and window frames. e. The Contractor shall apply Tempo Dust to ALL wall electrical outlets and switches in the entire unit. 2. ADJACENT UNITS: a. Adjacent Units shall be defined as any unit immediately above, below and on either side of the ACTIVE UNIT. b. The Contractor shall apply a perimeter treatment of Temprid SC along all walls (cove base / base boards) of the Adjacent Unit. c. Adjacent Units shall NOT require preparation. 2. TREATMENT #2: Contractor shall execute the 2 nd TREATMENT of ACTIVE and ADJACENT Units on the same day. The 2 nd Treatment shall be applied 2 weeks after the 1 st Treatment has been completed. Active and Adjacent units shall be treated as follows: a. ACTIVE UNITS: 1. Contractor shall vacuum all furniture, mattresses and rugs present in the unit at the time of the 2 nd Treatment. 2. The Contractor shall apply Temprid SC to the following items, but not limited to: headboards, footboards, bed frames, and dresser, also cove base/baseboards. 3. There is no PREPARATION required for this treatment step. 4. The Contractor shall install monitoring devices, provided by WHA, around the unit, including, but not limited to: beds and furniture. A minimum of 6 monitoring devices shall be installed in each room of the unit. WHA shall provide Contractor will all necessary monitoring devices at the time of the 2 nd Treatment. 5. WHA staff shall monitor all ACTIVE Units for bed bug activity, beginning 2 weeks after the 2 nd Treatment is completed. b. ADJACENT UNITS: 1. Contractor will NOT be required to treat ADJACENT units during Treatment #2. 2. The Contractor shall install monitoring devices, provided by WHA, around the unit, including, but not limited to: beds and furniture. A minimum of 6 monitoring devices shall be installed in each room of the unit. WHA shall provide Contractor will all necessary monitoring devices at the time of the 2 nd Treatment. 3. WHA staff shall monitor all ADJACENT Units for bed bug activity, beginning 2 weeks after the 2 nd Treatment is completed. 4. MANDATORY REQUIREMENTS The following are mandatory requirements and all licenses shall be submitted with your Bid Form: A. Exterminators / Applicators vendor shall assign individuals by project for insect treatments. B. First Level Supervisor vendor shall assign an individual responsible for on-site checks and who spends greater than 50% of his/her time in the field in a direct supervisory capacity. C. Education, Training and Experience: WHA IFB #14-09 Annual Exterminations 15 of 44

16 5. INSPECTION 1. Exterminators shall be duly licensed by the Commonwealth of Massachusetts Department of Food and Agriculture to apply pesticides. 2. Exterminators must have five (5) years of experience in the extermination business. 3. Vendor shall have one person on their staff that has a bachelor s degree in entomology or biology and five (5) years or more in the extermination business. 4. Prior experience working with diverse populations. Exterminators and/or first level supervisors shall have 5 or more years experience working with diverse populations. 5. Prior experience working in housing developments. Vendor has experience with servicing housing development customers with 500 or more units under management. 6. Training. Vendor has established a formal program with staff and materials available to provide for Instruction and Training to WHA personnel on extermination related issues. The Contractor will advise the WHA s Contracting Officer, or his designee, immediately upon a unit being completed, including clean up, and is available for inspection and acceptance. 6. PRICING The Contractor will be paid in accordance with the Unit Price on the Bid Form in this IFB for each type of service completed. The unit price shall be all inclusive, including, but not limited to all labor, materials, chemicals, tools, supervision, travel, expenses, etc. No other charges/fees will be paid for completion of the work in accordance with this invitation for bid. 7. INVOICING The Contractor shall provide the WHA one invoice per unit which reflects the Bid Form descriptions and pricing. The invoice must clearly show: a) The invoice number b) The date of service c) The street address and unit # d) A description of the work that was done (refer to Section 3 Treatment Schedule) e) The unit price (as listed on the Bid Form) f) The total End of Section WHA IFB #14-09 Annual Exterminations 16 of 44

17 EXHIBITS A-1-FORM OF CONTRACT (SAMPLE for informational purposes only) B-Instructions to Offerors for Non-Construction HUD 5369B C-General Contract Conditions (Non-Construction) HUD 5370C WHA IFB #14-09 Annual Exterminations 17 of 44

18 WORCESTER HOUSING AUTHORITY AGREEMENT No. P ANNUAL BED BUG EXTERMINATION THIS AGREEMENT is entered into this ( )day of ( ) 2014, by and between the WORCESTER HOUSNG AUTHORITY, a body politic and corporate located at 40 Belmont St. in the City and County of Worcester, Commonwealth of Massachusetts, (hereinafter referred to as WHA ) and Contractor Name Address City, State, Zip Phone/Fax (hereinafter referred to as the Contractor ) This Agreement consists of four parts: Section A. General Provisions; Section B. Invitation of Bids/Scope of Work; Section C. Bid Form; Section D. All other referenced attachments. WITNESSETH WHEREAS, the WHA has been authorized by its Executive Director/Board of Commissioners to enter into contracts on behalf of the WHA and funded under federal and/or state funding sources as identified herein; and and WHEREAS, the WHA is undertaking certain activities pursuant to grant or other funding source requirements; WHEREAS, the WHA and the Contractor do mutually agree as follows: Section A: General Provisions: The Contractor agrees to provide Annual Bed Bug Extermination as provided herein, and for items as awarded by the WHA. 1. Work Statement All work to be performed as set forth in the Scope of Work of this Agreement. 2. Term of Agreement a. The contract term shall extend from : October 1, 2014 through September 30, 2015 b. With the option to extend, at the WHA s sole discretion, for two additional one year terms in accordance with the pricing set forth in the Bid Form, but with no changes to the terms and conditions. c. This period of performance may be amended, extended or renewed only by duly signed written agreement of the parties. WHA IFB #14-09 Annual Exterminations 18 of 44

19 3. Obligational Amount To the extent that materials and supplies are used or incorporated in the performance of this agreement, the Contractor is considered an exempt purchaser under the Massachusetts Sales Act, Chapter 14 of the Acts of Contractor shall be responsible for paying all other taxes and tariffs of any sort related to the Work. Payment Terms Authority shall pay Contractor as provided in accordance with the pricing provided on the Bid Form. Funds will be made available by the WHA to the Contractor consistent with the Bid Form. 4. Availability of Funds a. This Agreement is contingent upon the receipt of funds and continued authorization for program/project activities and services. In the event that such become unavailable for any reason, or authorization for the activities described herein is withdrawn or otherwise modified, the WHA has the unilateral right and discretion to terminate this Agreement upon five (5) days written notice. In the event of such termination, the procedures outlined under clause 10 Conditions of Termination, herein, shall become operative. b. In the event that funds are reduced, or authorization for program/project activities modified, the WHA also retains the unilateral right and discretion to modify this Agreement pursuant to clause 7 Reduction of Contract Obligational Amount. 5. Reduction of Contract Obligational Amount a. In the event funds to the WHA are reduced for any reason, the WHA may unilaterally reduce funding of this Agreement upon five (5) days written notice to the Contractor. A reduction of services commensurate with reduction of funding will be determined by the WHA. b. The WHA reserves the right to reduce the obligational amount under this Agreement in the event that expenditure of funds by the Contractor for eligible activities is at such a rate as to likely result in a surplus at the termination date of this Agreement. 6. Termination of Agreement a. Termination by the WHA i. Termination for Cause If the Contractor fails to perform in a timely and proper manner its obligations under this Agreement, or if the Contractor violates any of the terms, covenants and/or conditions of this Agreement, the WHA may terminate this Agreement, in whole or in part, by giving five (5) days written notice of termination to the Contractor of said termination, specifying the reason(s) thereof. ii. Termination for Fraud This Agreement will be terminated immediately in the event of fraud or program abuse. iii. Termination for Convenience The WHA may terminate this Agreement, in whole or in part, when such termination is deemed to be in the best interest of the WHA. In such case, the WHA may terminate this Agreement by giving thirty (30) days written notice of termination. iv. Termination Due to Unavailability of Funds WHA IFB #14-09 Annual Exterminations 19 of 44

20 The WHA may terminate this Agreement, in whole or in part, upon five (5) days written notice of termination based upon funding availability as described in clause 6. b. Termination of Agreement by Contractor 7. Conditions of Termination 1. In the event the WHA shall fail to fulfill its obligations under this Agreement, or in the event the WHA shall violate any of the terms, covenants and conditions of this Agreement, the Contractor shall, after an administrative hearing and determination that a breach exists, have the right to terminate this Agreement, by giving a thirty (30) day written notice of termination. 2. The administrative hearing shall be conducted by the WHA within fifteen (15) days of receipt of written hearing request. a. In any and all cases of termination of Agreement, as described above, all records, documents, assets, property and equipment purchased by the Contractor, on behalf of the WHA, with funds provided under this Agreement, shall at the option of the WHA become the property of the WHA. b. In case of termination, the Contractor shall be entitled to receive compensation for any work satisfactorily completed or shall be entitled to costs incurred to the date of termination. Such compensation shall be as described in Section A-3, Conditions of Compensation. c. The Contractor, in case of such termination, as outlined in Clause 7, shall not be relieved of liability to the WHA for damages sustained for personal injury, property damage and/or by virtue of any breach of the Agreement by the Contractor. d. Upon such termination, the WHA may withhold any payments to the Contractor for the purpose of set-off until such time as exact amount of damages to the WHA is determined. 8. Withholding of Payment 9. Assurances a. If the Contractor is found to be in non-compliance with any provision of this Agreement, the WHA will notify the Contractor in writing and the Contractor will be allowed fifteen (15) days to meet compliance requirements. b. If, after said fifteen (15) day period, the Contractor fails to comply, the WHA may reduce or withhold payment to the Contractor until such compliance is rendered. The Contractor accepts sole responsibility for ensuring that all activities undertaken pursuant to this Agreement comply with all applicable federal, state and local laws, rules and regulations. 10. Subcontracts The Contractor shall not subcontract, assign or transfer any of the services provided under this Agreement without the prior written consent of the WHA. WHA IFB #14-09 Annual Exterminations 20 of 44

21 11. Conflict of Interest Issues of conflict of interest shall be resolved according to M.G.L. c. 268A and the requirements of any and all public funding source under this Agreement, whichever is more restrictive. It is the responsibility of the Contractor to ensure that all conflict of interest requirements are adhered to. 12. Reports and Record Keeping a. The Contractor agrees to submit all written reports and financial invoices to the WHA as required and in accordance with all reporting formats provided and specified herein, if any. b. The Contractor agrees to retain said reports, records and supporting documentation for six (6) years, or until such time any issues in an open audit are resolved. c. The Contractor agrees to comply with Massachusetts Public Records Law, M.G.L. c. 66, and relevant federal and/or local statutes, rules or regulations, whichever is more restrictive, regarding record retention. 13. Indemnification a. The Contractor shall indemnify and hold harmless the WHA, and its officers or agents, from any and all third party claims arising from activities under this Agreement as set forth in M.G.L. c. 258, 2 as amended. b. The Contractor will hold harmless the WHA for damages arising from negligence, violation of the federal/state funding authority requirements, and/or failure to secure required and necessary insurance. c. The Contractor upon execution of this Agreement and throughout its term, unless otherwise provided by law shall procure workers compensation, fire, theft, casualty, extended coverage, personal liability, and any other pertinent insurance for the purpose of insuring property purchased with public funds under this Agreement; for the protection of personnel employed by the Contractor as a result of this Agreement; and for individuals participating in agency activities as a result of this Agreement. Commercial Liability Insurance. The Contractor will provide the WHA with Certificates of Insurance covering public liability in an amount not less than $500, for damages to one person, and not less than $1M per accident. The Contractor will name the WHA as co-insured on said policy. Property Damage Insurance. The Contractor will provide the WHA with Certificates of Insurance covering property damage in an amount not less than $500, for damages on account of one accident, and not less than $1M for all accidents. The Contractor will name the WHA as co-insured on said policy. Vehicle Liability. The Contractor will provide the WHA with Certificate of Insurance covering vehicle liability in an amount not less than the following: Personal Injury $500,000 each person $1,000,000 aggregate Property Damage $300,000 Workers Compensation Insurance. Contractor shall provide Worker s Compensation Insurance in accordance with the Worker s Compensation Act of the Commonwealth of Massachusetts (M.G.L. c A and M.G.L. c. 152) as follows: Workers Compensation Coverage A Employer s Liability Coverage B Statutory Minimum $500,000 each accident $500,000 disease per employee $500,000 disease policy WHA IFB #14-09 Annual Exterminations 21 of 44

22 14. Copyright Upon execution of this Agreement, the Contractor shall submit copies of the Certificates of Insurance identifying the WHA as co-insured. d. If Contractor self-insures, as provided by the laws of the Commonwealth, Contractor will provide certification of the value of said self-insurance, as well as certification that coverage is extended for the protection of personnel, program participants and property purchased with funds under this Agreement. e. Contractor herein is required to procure a Janitorial/Custodial bond, then Contractor shall procure such bond from a responsible bonding company authorized to do business within the Commonwealth. Contractor shall bond all personnel providing these services under this contract. No reports, maps or other documents produced in whole or in part under this Agreement shall be subject to a copyright, patent by or on behalf of the Contractor, unless the WHA is given unlimited license to use such copyright or patent. 15. Title to Equipment a. Title to any equipment purchased with funds under this Agreement, and on behalf of the WHA, for its exclusive use, and valued over two hundred fifty dollars ($250.00) shall be retained by the WHA. At the termination of this Agreement, and any subsequent Agreement regarding the continuation of program services, the WHA may take possession of the equipment to ensure its continued use in activities fully compatible with the goals and mission of the WHA. b. The Contractor shall establish and keep current an inventory of all non-expendable supplies and equipment purchased by funds provided under this Agreement and on behalf of the WHA. 16. Personnel Procedures a. Personnel employed by the Contractor under this Agreement shall not be considered employees of the WHA. b. The Contractor shall not discriminate against any qualified employee or applicant for employment because of race, national origin, age, sex, religion or physical or mental handicap. The Contractor agrees to comply with all applicable federal and state laws, rules and regulations prohibiting discrimination in employment. 17. Amendments a. From time to time, either party to this Agreement may request changes in the scope of services, operational plan, conditions of compensation, budget or term of the Agreement. Such changes, which are mutually agreed upon by the WHA and the Contractor, must be incorporated into this Agreement by written amendment and duly executed by both parties. b. In the event that federal or state policies or procedures governing this Agreement are modified during the period of performance as described under clause 2, such modification shall be incorporated into this Agreement by reference to same. 18. Advertising All advertising related to this Agreement, i.e. stationery, press releases, newspaper articles, pamphlets and flyers, must refer to the WHA as a funding source. Copies of such materials are to be sent to the WHA in advance of publication. WHA IFB #14-09 Annual Exterminations 22 of 44

23 19. Severability If any provision in this Agreement is determined to be illegal, unenforceable or void by a court of competent jurisdiction, then that provision shall be deemed severed from this Agreement. All other provisions of this Agreement shall continue in full force. 20. Governing Laws and Jurisdiction The WHA and the Contractor do mutually agree that the laws of the Commonwealth of Massachusetts govern this Agreement, except as otherwise provided by federal law, rules and regulations with respect to federal funds. The parties further agree that jurisdiction over any dispute arising out of this Agreement shall be limited to any court of competent jurisdiction within the Commonwealth of Massachusetts. IN WITNESS THEREOF the Worcester Housing Authority and the Contractor have executed this Agreement as of the Date first above written. CONTRACTOR BY: Title: Date: WORCESTER HOUSING AUTHORITY Board of Commissioners, Chairperson Date: WHA IFB #14-09 Annual Exterminations 23 of 44

24 EXHIBIT B Instructions to Offerors for Non-Construction Contract (HUD 5369B) WHA IFB #14-09 Annual Exterminations 24 of 44

25 WHA IFB #14-09 Annual Exterminations 25 of 44

26 END OF SECTION WHA IFB #14-09 Annual Exterminations 26 of 44

27 Exhibit C General Contract Conditions (Non-Construction) HUD 5370 C WHA IFB #14-09 Annual Exterminations 27 of 44

28 WHA IFB #14-09 Annual Exterminations 28 of 44

29 WHA IFB #14-09 Annual Exterminations 29 of 44

30 END OF SECTION WHA IFB #14-09 Annual Exterminations 30 of 44

31 X. APPENDIX Note: All of the Items below shall be submitted as part of the Bid response. The Contractor hereby certifies and warrants the truth, accuracy and completeness of the following documents filed with the WHA in connection with this Agreement and incorporated by reference: 1. Certifications and Representations of Offerors (HUD 5369C) 2. Certificate of Corporation Clerk 3. Non-Collusion Affidavit 4. Bidder Information Form 5. Certificate of Tax Compliance 6. Reference Form 7. Debarment / Suspension Certification 8. Bid Form 9. Licenses of Supervisor(s) and Applicator(s) WHA IFB #14-09 Annual Exterminations 31 of 44

32 WHA IFB #14-09 Annual Exterminations 32 of 44