One Gateway Plaza Metropolitan Transportation Authority Los Angeles, CA

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1 35 Metro Los Angeles County One Gateway Plaza Metropolitan Transportation Authority Los Angeles, CA Tel metro. net SYSTEM SAFETY AND OPERATIONS COMMITTEE NOVEMBER 15, 2012 SUBJECT: ACTION: PEST AND BIRD CONTROL SERVICES AWARD FIVE YEAR CONTRACT RECOMMENDATION Authorize the Chief Executive Officer to award a five-year, firm fixed price Contract No. PS to Pestmaster Services, Inc., the lowest responsive and responsible bidder for pest and bird control services in an amount not-to-exceed $2,602,221, effective January 1, ISSUE The Los Angeles County Metropolitan Transportation Authority (Metro) requires the services of a licensed Pest and Bird Control Company (Contractor) to provide pest control and bird waste clean-up, installation of preventive maintenance of pest and bird deterrent measures/systems and pest and bird removal at all Metro locations and from Metro vehicles (excluding buses). DISCUSSION Metro's objectives for this contract are to implement a comprehensive program of pest and bird control to eliminate pest and bird infestations for all of its facilities and vehicles. Pests may include but not be limited to bees, wasps, ants, spiders, rodents, squirrels, birds, raccoons and marsupials (opossums) and shall include removal of dead animals. Birds to be controlled include pigeons, falcons, hawks, sparrows and all other birds. Metro will consider the Contractor's program effective and satisfactory when there are no signs of pests, nesting birds, roosting birds, bird droppings, or dead birds at any facility. Public, employee and other high profile locations will be included in a routine inspection and service program. The contractor will provide preventive treatment and treat all pest and bird infestation found at these locations through inspections or upon notification by Metro staff. All other Metro facilities may be included in a routine inspection and

2 service program, but at a minimum will be treated for pest and bird infestation on a demand-response basis upon notification by Metro staff. Metro vehicles (including rail cars, service vehicles, cars, trucks and vans, but excluding buses) will also be serviced under this contract. Pest control on buses is addressed through a different contract. The Contractor will treat rail vehicles on a regularly scheduled and on-call basis, and all other vehicles on an on-call basis. DETERMINATION OF SAFETY Elimination of pests, birds, and bird waste from facilities contributes to a safe and healthy environment for our passengers and employees. FINANCIAL IMPACT The funding of $250,000 required for the six months of this contract (January 1, 2013 through June 30, 2013) is included in the FY13 budget in cost center number 0641, Non-Departmental General Services for pest and bird control services. These funds are allocated to the following projects based on the level of service attributed to each project: Cost Allocated Location Project 12-Months I 6-Months % 1 Gateway HQ $135,995 $67,997 19% 2 Blue Line ,631 14,315 4% 3 Green Line ,473 10,736 3% 4 Red Line ,576 35,788 10% 5 Systemwide Ops , ,098 52% 6 Expo Line ,788 17,894 5% 7 Gold Line ,788 17,894 5% 8 Orange Line ,315 7,158 2% 9 Total $500,000 $250, % Since this is a multi-year contract, the cost center manager and Chief Administrative Services Officer will be accountable for budgeting the cost in future years. Impact to Budget The source of funds for these services is a combination of Federal, State and local funds, which are eligible for bus and rail operating and capital expenses. No other sources of funds were considered because these funds are programmed for this use. Pest and Bird Control Services Page 2

3 ALTERNATIVES CONSIDERED Metro could contract with separate vendors for pest control at facilities and on vehicles. Metro could also contract with multiple vendors that would each service a smaller number of locations. Neither of these alternatives is recommended because it is more efficient to have all of these services provided to all Metro locations by a single vendor. NEXT STEPS Upon approval, staff will execute this contract. ATTACHMENTS A. Procurement Summary Prepared by: Steve Jaffe, Interim Executive Officer, Human Services (213) Pest and Bird Control Services Page 3

4 ~~ Chief Administrative Services Officer Arthur T. Leahy Chief Executive Officer Pest and Bird Control Services Page 4

5 ATTACHMENT A PROCUREMENT SUMMARY PEST AND BIRD CONTROL SERVICES Contract Number: PS Recommended Vendor: Pestmaster Services Type of Procurement (check one) : [8J IFB D RFP D RFP-A&E D Non-Competitive D Modification D Task Order Procurement Dates : A. Issued: 7/11/12 B. Advertised/Publicized: 7/11/12 C. Pre-proposal/Pre-Bid Conference: n/a D. Proposals/Bids Due: Step 1: 8/10/12 Step 2: 9/13/12 E. Pre-Qualification Completed: 10/17/12 F. Conflict of Interest Form Submitted to Ethics: 10/17/12 G. Protest Period End Date: 10/30/12 Solicitations Picked Bids/Proposals Received: 3 up/downloaded: 31 Contract Administrator: Telephone Number: Kenneth Takahashi Project Manager: Telephone Number: Steve Jaffe A. Procurement Background This Board action is for a two-step Invitation for Bid (IFB) procurement issued in support of General Services to obtain Pest and Bird Control Services. The IFB was issued in accordance with Metro's Acquisition Policy and the contract type is Firm Fixed Price. No amendments were issued during the solicitation phase of this IFB. A total of five technical submittals were received on August 10, B. Evaluation of Proposals/Bids A total of five bidders responded with technical submittals to this solicitation. The technical submittals were reviewed for responsiveness and the bidders for responsibility. Areas of responsibility included meeting the Minimum Requirements, technical ability to perform the work, and financial responsibility. All five were found to be technically qualified. Step 2 price bids were then requested. While this second step was in process, two bidders requested to withdraw from the competition and their requests were granted. Pest and Bird Control Services Page 5

6 All of the remaining three firms were considered to be within the competitive range, and are listed below in alphabetical order. 1. lsotech Pest Management, Inc. 2. Pestmaster Services, Inc. 3. Orkin Services Qualifications Summary of Firms lsotech Pest Management, Inc. lsotech Pest Management, Inc.'s bid was determined to be responsive to the requirements of the IFB. lsotech met the minimum qualifications of the IFB and was found to have the technical qualifications to perform the work. They have been providing bus pest control services to Metro for the last three and one-half years and their services have been satisfactory. Pestmaster Service, Inc. Pestmaster Services, Inc.'s bid was determined to be responsive to the requirements of the IFB. Pestmaster Services, Inc., met the minimum qualifications of the IFB and was found to have the technical qualifications to perform the work. They have been providing herbicide application services for Metro for the last eight years. Orkin Services Orkin Services' bid was determined to be responsive to the requirements of the IF B. Orkin Services met the minimum qualifications of the IFB and was found to have the technical qualifications to perform the work. Orkin Services has performed pest control services for Metro in the past. C. Cost/Price Analysis The recommended price has been determined to be fair and reasonable based upon adequate price competition. The total five-year firm fixed price for the required services to be provided by the recommended awardee is $2,602,021. Bidder Name Bid Amount 1. lsotech Pest Management, Inc. $3,561 ' Pestmaster Services, Inc. $2,602, Orkin Services $3,240,000 Pest and Bird Control Serv1ces Page 6

7 D. Background on Recommended Contractor The recommended firm, Pestmaster Services, Inc. (Pestmaster) corporate office is located in Reno, Nevada. They have been in business for over thirty-three years. Pestmaster operates in fourteen other states across the country, including California.. Pestmaster currently has pest control contracts with the Los Angeles Department of Water and Power, NASA Jet Propulsion Laboratory, and the U.S. Department of Veterans Affairs. Pestmaster is currently under contract with Metro to provide herbicide application services at bus divisions, rail lines, and rights-of-way and has provided satisfactory services for the last eight years. E. Small Business Participation The Diversity and Economic Opportunity Department (DEOD) established a 20% Disadvantaged Business Enterprise (DBE) Anticipated Level of Participation (DALP) for this solicitation. Pestmaster Services did not list any DBE subcontractor(s) nor commit to any DBE participation. Achieving the DALP percentage is neither a condition of award nor an issue of responsiveness. Pest and B1rd Control Serv1ces Page 7