Commission Districts Affected Facilities and Transportation Services

Transcription

1 Fulton County Board of Commissioners Agenda Item Summary BOC Meeting 3/5/2014 Requesting Agency Commission Districts Affected Facilities and Transportation Services All Districts Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.) Request ratification of emergency procurement Facilities & Transportation Services Department Emergency Purchase Order # DW-C, in the amount of $5,439 with Terminix Pest Control (Doraville, GA) to provide pest control services for four Fulton County Senior Multipurpose Centers for a three-month period through March Requirement for Board Action (Cite specific Board policy, statute or code requirement) In accordance with Fulton County Purchasing Code Section , when the County Manager has approved an emergency procurement, the item shall be forwarded to the Board of Commissioners for ratification. Is this Item Goal Related? (If yes, describe how this action meets the specific Board Focus Area or Goal) No Is this a purchasing item? Yes Summary & Background (First sentence includes Agency recommendation. Provide an executive summary of the action that gives an overview of the relevant details for the item.) The Facilities & Transportation Services Department requests ratification of emergency procurement to provide pest control services for four Fulton County Senior Multipurpose Centers for three-month period through March The emergency is the result of needing a pest control contractor to provide an immediate assessment and pest control services for four Fulton County Senior Multipurpose Centers. The existing contract and in-house resources does not have the capacity to address the immediate requirements of theses facilities. The pest control contractor is to provide a comprehensive inspection and provide preveventative pest control treatment in theses facilities. The long term strategy is to select a vendor that will provide county-wide pest control services. A Bid was advertise and will close on March 12, The bid evaluation process and recommendation is expected to be completed by end of March 2014, and we anticipate the new contract to begin May 1, The EPO will cover the H.J.C. Bowden, H.G. Darnell, D.C. Benson and Helene S. Mills Senior Multipurpose Facilities for a three-month period through March 2014, but we will extend the services until the county-wide contract is executed. The Facilities & Transportation Services is requesting a 20% contingency in the amount of $ Agency Director Approval Typed Name and Title Phone Felicia Strong-Whitaker, Interim Director (404) County Manager s Approval Signature Revised 03/12/09 (Previous versions are obsolete)

2 Continued for any unforeseen issues that may be discovered at the onset of treatment. Total request is for $5, The Emergency Purchase Order is being requested to ensure continued pest control services until a new comprehensive County-wide pest control contract is in place. We consider this situation an emergency pursuant to Purchasing Code Section , which governs emergency procurements when there is a threat to public health, welfare or safety. Contract & Compliance Information (Provide Contractor and Subcontractor details.) Not Applicable

3 Contractor Contractor Contractor Address City State Zip Contact Contact Contact Upon Amount Percentage Prime/Contract Type Status Name Code Name Phone Approval Value Prime Non- Terminix 4016 Doraville GA Andy (678) $5, % $5,439 M/FBE Pest Control Flowers Road #420 Donaldson Agency Director Approval Typed Name and Title Phone Felicia Strong-Whitaker, Interim Director (404) Signature Revised 03/12/09 (Previous versions are obsolete) County Manager s Approval

4 Solicitation Information No. Bid Notices Sent: No. Bids Received: NON-MFBE MBE FBE TOTAL Total Contract Value Total M/FBE Values Total Prime Value Fiscal Impact / Funding Source (Include projected cost, approved budget amount and account number, source of funds, and any future funding requirements.) : General, Facilities & Transportation Services, Professional Services - $5,439 Exhibits Attached (Provide copies of originals, number exhibits consecutively, and label all exhibits in the upper right corner.) Exhibit 1: Emergency PO DW-C Exhibit 2: Emergency Memo Exhibit 3: Terminix Cost Proposal Source of Additional Information (Type Name, Title, Agency and Phone) David L. Ricks, Director, Facilities & Transportation Services Department, (404) Agency Director Approval Typed Name and Title Phone Felicia Strong-Whitaker, Interim Director (404) County Manager s Approval Signature Revised 03/12/09 (Previous versions are obsolete)

5 Continued Procurement Contract Attached: Yes Previous Contracts: Yes Solicitation Number: DW-C Submitting Agency: Facilities & Staff Contact: Harry Jordan Contact Phone: (404) Transportation Services Department Description: Provide Pest Control Services for Four Senior Multipurpose Centers Total Contract Value: Original Approved Amount: Previous Adjustments: This Request: $5,439 TOTAL: $5,439 FINANCIAL SUMMARY MBE/FBE Participation: Amount: %: Amount: %: Amount: %: Amount: %: Grant Information Summary: Amount Requested: N/A Cash Match Required: N/A In-Kind Start : N/A Approval to Award End : N/A Apply & Accept Match Account $: Funding Line 1: N/A Funding Line 2: Funding Line 3: Funding Line 4: KEY CONTRACT TERMS Start : 1/21/14 Cost Adjustment: End : 3/31/14 Renewal/Extension Terms: ROUTING & APPROVALS X Originating Department: Benefield, Sheila : 3/6/2014 County Attorney: : X Purchasing/Contract Compliance: Strong-Whitaker, Felicia : 2/6/2014 X Finance/Budget Analyst/Grants Admin: Whitted, Ivan : 2/3/2014 Grants Management: : X County Manager: Ferrell, Dwight : 3/13/2014

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7 _.,.._ :, '_" ::.. - -::.'..: r""" ~- " - -;w INTEROFFICE MEMORANDUM -- David L. Ricks, Director Facilities & Transportation Services Department Phone: (404) Fax: (404) TO: THROUGH: FROM: DATE: SUBJECT: Dwight A. Ferrell, County Manager Felecia Strong-Whitaker, Interim Director /' ~Ari1 Purchasing & co~tract Complian~e,,~ ICjJ~L/ David L. Ricks ~~~ January 16, 2014 Request for Emergency Purchase Order - Pest Control Services REQUESTED ACTION BY MANAGER: Request approval for an Emergency Purchase order (EPO) to be issued to Terminix Pest Control to provide pest control services for the four Senior Multipurpose Centers for a three - month period through March 2014, in a total amount not to exceed $5, DISCUSSION: The emergency is the result of needing a pest control contractor to provide immediate assessment and pest control services for the four Fulton County Senior Multipurpose Centers. The EPO will cover the four County multipurpose senior facilities (H.J.C. Bowden, H.G. Darnell, D.C. Benson and Helene S. Mills) for a threemonth period through March The pest control vendor is to provide a comprehensive inspection and provide preventative pest control treatment in these facilities. The cost proposal for pest control services for the four facilities. follows: Their prices are as 1. Initial Service 2. Initial Equipment 3. Monthly Service $ x 4 = $2, $40.00 x 4 = $ $ x 4 = $1, ($ x 4=$ x 3 mo =$1,764) Total Cost $4, The Facilities & Transportation Services is requesting a 20% contingency in the amount of $ for any unforeseen issues that may be discovered at the onset of treatment. Total request is for $5, The Emergency Purchase Order is being requested to ensure continued pest control services until a new contract is in place. We anticipate the new County-wide pest control contract to begin April1, 2014.

8 Page 2 Dwight A. Ferrell, County Manager Emergency Purchase Order Request- Pest Control January 16, 2014 CONCLUSION: We consider this situation an emergency based on the Fulton County Code of Ordinance Section 2-321, which governs emergency procurements when there is a threat to public health, welfare or safety. Therefore, we request that this be handled as an emergency request in order to resolve this matter as soon as possible. Funding is available in in the total amount not to exceed $5, If you require additional information, please contact Harry Jordan at (404) Attachments: Cost Proposals Requisition # xc: ~ *,,~fm~t1~f Charles Leonard, CAPA, C Team, Purchasing & Contract Compliance Jerry Williams, Area Manager, FSTD Mark Wade, Building Maintenance Manager, FTSD Shelia C. Benefield, Assistant Director of Administration, FTSD Harry Jordan, Financial Systems Supervisor, FTSD

9 Wh,:/ You Should,Ch00seTerminix Your problem will be solved by a trained professional, backed by the resources of the most respected technical team in the industry, We proudly protect more businesses than any other pest management provider, and we've done so since We would love to protect you, too. Our business is protecting yours. Call us 24/7 at Address Information Service Location Bill To 141 PRYOR ST SW ATLANTA, GA USA 141 Pryor st sw Atlanta, ga usa Terminix Cornrnerclal PestControl Service Scope of Work Interior general pest control monthly. Millipedes, Centipedes, roaches, spiders, silverfish, mice and ants. Install insiders interior kitchen walls. 5 step cleanout. Flush, Treat Drains. Install 2 rodent stations at main dumpster. Treat drains perimeter pool for ants. Target Pest(s) General Pest Standard Covered Ants, Mice, Rats, Roaches, Non-Dangerous Spiders, Social Wasps (only nests within 8' from the ground), Common Pests" Occasional Invaders (earwigs, millipedes, centipedes, sowbugs, pillbugs, crickets, ground beetles, springtails) Call Backs Call backs for covered pests between regularly scheduled service visits are included at no extra charge. "Carpenter, Fire, Crazy and Pharaoh Ants, Bed Bugs, Brown Recluse or Black Widow Spiders, Flies, Honey Bees, Stored Product Pests, Termites and other wood-destroying organisms are not covered unless specifically identified as the Target Pest. Terminix will provide a proposal for additional Professional. services to treat non-covered pests upon their identification by our Service Initial Service Initial Equipment Tax $0.00 Service $1Jtf.OO~nthly Initial Total Annual Investment First year total service amount includes the price of the initial 3% discount when annual investment is paid in advance. service, equipment and one year of service. 1st Year Total Service Amount Tax $2, $0.00 1st Year Total 2nd Y ear Total $2, $1,764.00

10 Service Amount Detail of Char!!Jes Service Location Line Item Description Quantity Sales Price Total Price Initial Charge 1.00 $ $ Service Price: 11 services 1.00 $1, $1, Rodent Boxes wi block - Black. Must be checked and cleaned monthly 2.00 $20.00 $40.00 'Easy Pay Feature I understand that by enrolling my account for Easy Pay, all future invoices sent to me by Terminix for services performed pursuant to my contract will automatically be paid by a deduction from my checking, savings or credit card account as indicated. If Easy Pay is selected - a copy of agreement must be sent to Corporate at 860 Ridge Lake Boulevard, Memphis, TN Mailstop C THE TERMS AND CONDITIONS SET FORTH BELOW,INCLUDING THE MANDATORY AGREEMENT AND ANY ADDITIONAL PROVISIONS ATTACHED HERETO, AND IF APPLICABLE TO SERVICE, THE INSPECTION GRAPH, ARE PART OF THIS AGREEMENT. Terminix Authorization and Customer Acceptance Customer Acceptance Terminix Authorization Prepared By Andy Donaldson Address Branch Flowers Rd Doraville, Ga Terms and Conditions 1. EFFECTIVE DATEITERMITERMINATION. The Effective of this Agreement is defined as the date of execution by both parties. The parties agree that the initial Term of this agreement is one (1) year commencing on the Effective and that the Agreement will continue in successive year to year Terms thereafter unless one of the parties provides written notice to the other at least thirty (30) days prior to the end of the then-current Term. 2. MATERIALS. A. The materials used in Terminix's pest control service will comply with federal, state, and local laws, and shall be reasonably acceptable to Purchaser. B. All pest control service shall be performed in accordance with pest control procedures recognized in the pest control industry and scientific community as effective against target pests. C. Should Terminix perform treatment on this property, Terminix will make available, upon request to the Purchaser, a copy of the manufacturer's specimen label and other state required documents for the pesticide(s)/termiticide(s) which will be used to treat the above-named property. 3. PURCHASER'S COOPERATION. A. The Purchaser's cooperation is important to ensure the most effective results from Terminix service. Whenever conditions conducive to the breeding and harborage of pests covered by this contract are reported in writing by Terminix to the Purchaser, and are not corrected by Purchaser, Terminix cannot ensure satisfactory service. B. If the conditions noted by Terminix are not corrected by Purchaser as required, all guarantees in this agreement shall automatically

11 Why You Should Choose Terminix Your problem will be solved by a trained professional, backed by the resources of the most respected technical team in the industry. We proudly protect more businesses than any other pest management provider, and we've done so since We would love to protect you, too. Our business is protecting yours. Call us 24/7 at Address Information Service Location Bill To 141 PRYOR ST SW ATLANTA, GA USA 141 Pryor st sw Atlanta, ga usa Terminix Commercial Pest Control Service Scope of Work Interior general pest control monthly. Roaches, silverfish, mice, ants, spiders, centipedes, millipedes. 5 Step cleanout Main kitchen, Install insiders main kitchen interior kitchen walls. Flush Vac, treat drains. Americans and Germans. Install 2 rodent stations at Main Dumpster. Treat for ants perimeter floor drains Main Pool area on initial. Target Pest(s) General Pest Standard Covered Ants, Mice, Rats, Roaches, Non-Dangerous Spiders, Social Wasps (only nests within 8' from the ground), Common Pests' Occasional Invaders (earwigs, millipedes, centipedes, sowbugs, pillbugs, crickets, ground beetles, springtails) Call Backs Call backs for covered pests between regularly scheduled service visits are included at no extra charge. 'Carpenter, Fire, Crazy and Pharaoh Ants, Bed Bugs, Brown Recluse or Black Widow Spiders, Flies, Honey Bees, Stored Product Pests, Termites and other wood-destroying organisms are not covered unless specifically identified as the Target Pest. Terminix will provide a proposal for additional Professional. services to treat non-covered pests upon their identification by our Service Initial Service ~ Initial Equipment $ Tax $0.00 Service Initial Total Annual Investment First year total service amount includes the price of the initial service, equipment and one year of service. 3% discount when annual investment is paid in advance. 1st Year Total Service Amount $2, Tax $ st Year Total 2nd Year Total $2, $1,764.00

12 Service Amount Detail of Chc:)r~es Service Location Line Item Description Quantity Sales Price Total Price Initial Charge 1.00 $ $ Service Price: 11 services 1.00 $1, $1, Rodent Boxes wi block - Black. Must be checked and cleaned monthly 2.00 $20.00 $40.00 Easy Pay Feature I understand that by enrolling my account for Easy Pay, all future invoices sent to me by Terminix for services performed pursuant to my contract will automatically be paid by a deduction from my checking, savings or credit card account as indicated. If Easy Pay is selected - a copy of agreement must be sent to Corporate at 860 Ridge Lake Boulevard, Memphis, TN Mailstop C THE TERMS AND CONDITIONS SET FORTH BELOW, INCLUDING THE MANDATORY AGREEMENT AND ANY ADDITIONAL PROVISIONS ATTACHED HERETO, AND IF APPLICABLE TO SERVICE, THE INSPECTION GRAPH, ARE PART OF THIS AGREEMENT. Terminix Authorization and Customer Acceptance Customer Acceptance Terminix Authorization Prepared By Andy Donaldson Address Branch Flowers Rd Doraville, Ga Terms and Conditions 1, EFFECTIVE DATEITERMITERMINATION. The Effective of this Agreement is defined as the date of execution by both parties. The parties agree that the initial Term of this agreement is one (1) year commencing on the Effective and that the Agreement will continue in successive year to year Terms thereafter unless one of the parties provides written notice to the other at least thirty (30) days prior to the end of the then-current Term. 2. MATERIALS. A. The materials used in Terminix's pest control service will comply with federal, state, and local laws, and shall be reasonably acceptable to Purchaser. B. All pest control service shall be performed in accordance with pest control procedures recognized in the pest control industry and scientific community as effective against target pests. C, Should Terminix perform treatment on this property, Terminix will make available, upon request to the Purchaser, a copy of the manufacturer's specimen label and other state required documents for the pesticide(s)/termiticide(s) which will be used to treat the above-named property. 3. PURCHASER'S COOPERATION. A. The Purchaser's cooperation is important to ensure the most effective results from Terminix service, Whenever conditions conducive to the breeding and harborage of pests covered by this contract are reported in writing by Terminix to the Purchaser, and are not corrected by Purchaser, Terminix cannot ensure satisfactory service. B. If the conditions noted by Terminix are not corrected by Purchaser as required, all guarantees in this agreement shall automatically

13 Why You Should Choose Terminix Your problem will be solved by a trained professional, backed by the resources of the most respected technical team in the industry. We proudly protect more businesses than any other pest management provider, and we've done so since We would love to protect you, too. Our business is protecting yours. Call us 24/7 at Address Information Service Location Bill To 141 PRYOR ST SW ATLANTA, GA USA 141 Pryor st sw Atlanta, ga usa Terminix Commerciai Pest Control Service Scope of Work Target Pest(s) Interior general pest control monthly. Millipedes, roaches, centipedes, ants, mice, silverfish, spiders. Install insiders interior walls Main Kitchen. 5 Step cleanout kitchen. Flush, Vac, Treat drains. Install 2 rodent boxes at dumpster on initial. Treat drains perimeter Main pool for Ants. General Pest Standard Covered Ants, Mice, Rats, Roaches, Non-Dangerous Spiders, Social Wasps (only nests within 8' from the ground), Common Pests* Occasional Invaders (earwigs, millipedes, centipedes, sowbugs, pillbugs, crickets, ground beetles, springtails) Call Backs Call backs for covered pests between regularly scheduled service visits are included at no extra charge. *Carpenter, Fire, Crazy and Pharaoh Ants, Bed Bugs, Brown Recluse or Black Widow Spiders, Flies, Honey Bees, Stored Product Pests, Termites and other wood-destroying organisms are not covered unless specifically identified as the Target Pest. Terminix will provide a proposal for additional services to treat non-covered pests upon their identification by our Service Professional. Initial Service Initial Equipment Tax $0.00 Service Initial Total Annual Investment First year total service amount includes the price of the initial service, equipment and one year of service. 3% discount when annual investment is paid in advance. 1st Year Total Service Amount Tax $2, $0.00 1st Year Total 2nd Year Total $2, $1,764.00

14 Service Amount Detail of Charges Service Location Line Item Description Quantity Sales Price Total Price Initial Charge 1.00 $ $ Service Price: 11 services 1.00 $1, $1, Rodent Boxes wi block - Black. Must be checked and cleaned monthly 2.00 $20.00 $40.00 Easy Pay Feature I understand that by enrolling my account for Easy Pay, all future invoices sent to me by Terminix for services performed pursuant to my contract will automatically be paid by a deduction from my checking, savings or credit card account as indicated. If Easy Pay is selected - a copy of agreement must be sent to Corporate at 860 Ridge Lake Boulevard, Memphis, TN Mailstop C THE TERMS AND CONDITIONS SET FORTH BELOW, INCLUDING THE MANDATORY AGREEMENT AND ANY ADDITIONAL PROVISIONS ATTACHED HERETO, AND IF APPLICABLE TO SERVICE, THE INSPECTION GRAPH, ARE PART OF THIS AGREEMENT. Terminix Authorization and Customer Acceptance Customer Acceptance Terminix Authorization Prepared By Andy Donaldson Address Branch Flowers Rd Doraville, Ga Terms and Conditions 1. EFFECTIVE DATEITERMITERMINATION. The Effective of this Agreement is defined as the date of execution by both parties. The parties agree that the initial Term of this agreement is one (1) year commencing on the Effective and that the Agreement will continue in successive year to year Terms thereafter unless one of the parties provides written notice to the other at least thirty (30) days prior to the end of the then-current Term. 2. MATERIALS. A. The materials used in Terminix's pest control service will comply with federal, state, and local laws, and shall be reasonably acceptable to Purchaser. B. All pest control service shall be performed in accordance with pest control procedures recognized in the pest control industry and scientific community as effective against target pests. C. Should Terminix perform treatment on this property, Terminix will make available, upon request to the Purchaser, a copy of the manufacturer's specimen label and other state required documents for the pesticide(s)/termiticide(s) which will be used to treat the above-named property. 3. PURCHASER'S COOPERATION. A. The Purchaser's cooperation is important to ensure the most effective results from Terminix service. Whenever conditions conducive to the breeding and harborage of pests covered by this contract are reported in writing by Terminix to the Purchaser, and are not corrected by Purchaser, Terminix cannot ensure satisfactory service. B. If the conditions noted by Terminix are not corrected by Purchaser as required, all guarantees in this agreement shall automatically

15 Why You Should Choose Terminix Your problem will be solved by a trained professional, backed by the resources of the most respected technical team in the industry. We proudly protect more businesses than any other pest management provider, and we've done so since We would love to protect you, too. Our business is protecting yours. Call us 24/7 at Address lnformation Service Location Bill To 141 PRYOR ST SW ATLANTA, GA USA 141 Pryor st sw Atlanta, ga usa Terminix Commercial Pest Control Service Scope of Work Interior general pest control. Roaches, millipedes, centipedes, ants, spiders silverfish, mice. Install insiders interior kitchen. S Step cleanout. Flush Vac. and treat drains for Americans and Germans. Install 2 Rodent stations at main dumpster. Ants in drains around Main pool. Target Pestis) General Pest Standard Covered Ants, Mice, Rats, Roaches, Non-Dangerous Spiders, Social Wasps (only nests within 8' from the ground), Common Pests* Occasional Invaders (earwigs, millipedes, centipedes, sowbugs, pillbugs, crickets, ground beetles, springtails) Call Backs Call backs for covered pests between regularly scheduled service visits are included at no extra charge. *Carpenter, Fire, Crazy and Pharaoh Ants, Bed Bugs, Brown Recluse or Black Widow Spiders, Flies, Honey Bees, Stored Product Pests, Termites and other wood-destroying organisms are not covered unless specifically identified as the Target Pest. Terminix will provide a proposal for additional services to treat non-covered pests upon their identification by our Service Professional. Initial Service '$ Service Initial Equipment $4Q.OO~ Tax $0.00 Initial Total Annual hwestment First year total service amount includes the price of the initial service, equipment and one year of service. 3% discount when annual investment is paid in advance. 1st Year Total Service Amount $2, Tax $0.00 1st Year Total 2nd Year Total $2, $1,764.00

16 Service Amount Detail of Charges Service Location Line Item Description Quantity Sales Price Total Price Initial Charge 1.00 $ $ Service Price: 11 services 1.00 $1, $1, Rodent Boxes wi block - Black. Must be checked and cleaned monthly 2.00 $20.00 $40.00 Easy Pay Feature I understand that by enrolling my account for Easy Pay, all future invoices sent to me by Terminix for services performed pursuant to my contract will automatically be paid by a deduction from my checking, savings or credit card account as indicated. If Easy Pay is selected - a copy of agreement must be sent to Corporate at 860 Ridge Lake Boulevard, Memphis, TN Mailstop C THE TERMS AND CONDITIONS SET FORTH BELOW, INCLUDING THE MANDATORY AGREEMENT AND ANY ADDITIONAL PROVISIONS ATTACHED HERETO, AND IF APPLICABLE TO SERVICE, THE INSPECTION GRAPH, ARE PART OF THIS AGREEMENT. T erminix Authorization and Customer Acceptance Customer Acceptance Terminix Authorization Prepared By Andy Donaldson Address Branch Flowers Rd Doraville, Ga Terms and Conditions 1. EFFECTIVE DATEITERMITERMINATION. The Effective of this Agreement is defined as the date of execution by both parties. The parties agree that the initial Term of this agreement is one (1) year commencing on the Effective and that the Agreement will continue in successive year to year Terms thereafter unless one of the parties provides written notice to the other at least thirty (30) days prior to the end of the then-current Term. 2. MATERIALS. A. The materials used in Terminix's pest control service will comply with federal, state, and local laws, and shall be reasonably acceptable to Purchaser. B. All pest control service shall be performed in accordance with pest control procedures recognized in the pest control industry and scientific community as effective against target pests. C. Should Terminix perform treatment on this property, Terminix will make available, upon request to the Purchaser, a copy of the manufacturer's specimen label and other state required documents for the pesticide(s)/termiticide(s) which will be used to treat the above-named property. 3. PURCHASER'S COOPERATION. A. The Purchaser's cooperation is important to ensure the most effective results from Terminix service. Whenever conditions conducive to the breeding and harborage of pests covered by this contract are reported in writing by Terminix to the Purchaser, and are not corrected by Purchaser, Terminix cannot ensure satisfactory service. B. If the conditions noted by Terminix are not corrected by Purchaser as required, all guarantees in this agreement shall automatically