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INVITATION

Sealed proposals, plainly marked, “RFP# 2013-01: Weed Control, Turf Management and Mosquito Control Services” shall be addressed to the City Secretary’s Office, Kermit City Hall, 110 Tornillo, Kermit, Texas 79745. Proposals will be accepted until September 12, 2013 at 4:00 p.m.

SCOPE OF WORK: The City of Kermit’s Department of Public Works invites sealed proposals from qualified firms for weed control, turf management and mosquito control services. Firm must be licensed with the Sate of Texas.

The RFP is available on the City’s at www.kermittexas.us or by contacting the City Secretary’s Office at the following number: 432-586-3460. Questions may be directed to the City Secretary’s Office. Addenda to this proposal, if any, including written answers to questions, will be posted on the City of Kermit website under the project heading.

The City of Kermit reserves the right to reject any or all proposals, to waive technical or legal deficiencies, and to accept any proposal that it may deem to be in the best interest of the City.

Introduction

The City of Kermit Public Works Department seeks qualified and licensed contractor(s) capable of meeting State of Texas regulatory requirements to complete city­ wide comprehensive mosquito control, weed control and turf management programs during Fiscal Year 2013­ 2014.

Mosquito control, weed control and turf management programs have in previous years been performed by a single contractor capable of providing all services. Through this Request for Proposal process, the City will consider proposals from qualified firms for portions of the work.

The General Requirements for the work to be performed are set forth in Section V below.

Addenda to this proposal, if any, including written answers to questions, will be posted on the City of Kermit website at ht t p://www.kermittexas.us under the project heading. Addenda and updates will N OT be sent directly to firms. Contractors submitting a proposal should check the web site daily for addenda and updates after the release date. Firms should print out, sign and return addenda with the proposal. Failure to do so may result in disqualification.

Submittal Requirements

Contractor shall submit three (3) copies of a proposal for services. Proposals will be accepted until September 12, 2013 at 4:00 p.m.

The following items shall be included in the proposal.

  1. I nt ro ducto r y Let t er (not to exceed two pages) – Identify primary contact and provide a brief description of the contractor including size, areas of specialization and location of office(s). Contractor shall succinctly describe whether the contractor is submitting a proposal for all portions of the work described in the General Requirements or just a portion. Contractor will identify any anticipated subcontractors.
  2. Experience – Describe in narrative form Contractor’s:
  • Experience, if any, administering and operating community­ based mosquito control, weed control and turf management programs; and
  • Experience, if any, in completing wetland restoration/ maintenance projects associated with mosquito control. This includes grant applications, wetland permit applications, regulatory compliance, ecological monitoring and actual project implementation.

References ­ Provide the name, title, locations and phone number of persons who can substantiate the contractor’s experiences.

  1. License Requirements ­ Identify whether contractor is licensed (Supervisory and Operational level) with the State of Texas in the following categories: Right of Way; Aquatic; Pest Control; Mosquito and Black Fly; Ornamental and Turf. Verify licensing status by submitting copies of licensing documents.

Price Proposal – Complete the applicable sections of the price proposal form which is included with this Request for Proposal.

Selection Criteria

All responsive submittals shall be reviewed and the City may conduct interviews of short­listed firms. Each contractor shall be evaluated based on the following criteria:

  • Contractor’s qualifications including experienced personnel, reputation for timeliness, sufficient equipment and other resources for the work, licensing status as well as having the specific skill sets and abilities to perform the requirements of the work (for example contractors for turf management should be able to accurately identify turf grass pests and diseases; ornamental pests and diseases; pavement weeds; aquatic plants; invasive plants and noxious plants);
  • Contractor’s experience with municipal mosquito control, weed control and/or turf management programs, including experience in applying for and obtaining state permits for mosquito control, aquatic weed control and right of way weed control for municipalities;
  • Contractor’s experience completing wetland restoration/ maintenance projects associated with mosquito control including grant applications, wetland permit applications, regulatory compliance, ecological monitoring and actual project implementation;
  • Price; and
  • Responsiveness and completeness of the proposal.

Upon review of the proposals, and after conducting interviews, if so used, the City will enter into negotiations with the top­rated firm or firms and attempt to reach a satisfactory contract(s). If the City is unsuccessful in reaching a satisfactory contract with a firm, it may terminate the negotiations without prejudice and commence negotiations with a lower­rated firm capable of doing the work.

Reservation of Rights

The City of Kermit reserves the right to reject any and all proposals, to waive technical or legal deficiencies, and to accept any proposals that are deemed to be in the best interest of the City, and to negotiate terms and conditions of any proposal leading to acceptance and final execution of a contract.

By submitting a proposal the contractor consents to the City undertaking such investigation as it deems necessary to investigate and verify contractor’s qualifications, reputation and experience. Contractor may be requested to execute releases. Failure to execute a release for information, if requested by the City, may result in disqualification.

Scope of Work General Requirements

Municipal Mosquito Control Program

  • Contractor must apply for and obtain a 2013 “Special Permit” for mosquito control from the State of Texas for the City of Kermit. This includes state mandated GIS mapping of the entire city depicting mosquito breeding areas.
    • Completing a community­ wide larviciding program. This will include responding to resident requests for identifying mosquito breeding areas and applying controls.
    • Completing a street adulticiding program with truck­ mounted ULV sprayers from October 1 through October 31, 2013.
    • Completing residual insecticide treatments to four city parks, thirteen city facilities and the City Cemetery. Applications will be completed to all sites in October 2013.

Municipal Right of Way Weed Control Program

  • Apply for and obtain a Right of Way permit from the State of Texas for completing a 2014 city­ wide weed control program.
  • Crack and crevice weed control will be completed on two hundred nine streets (sidewalks, curbing, alleys and walkways) and at twenty­ two city facilities (building perimeters, walkways, fence lines, curbing). Each designated area will require monthly applications during March 2014, May 2014, July 2014 and October 2014. No residual herbicides are to be applied.
  • Invasive plants will be identified on all city­owned properties and controlled by herbicide. Designated invasive plants include Phragmites australis, Purple Loosestrife, Japanese Bamboo, Black Swallowort, Asiatic Bittersweet, Pokeweed, Japanese Barberry, Cypress Spurge.
  • Noxious plants will be identified and controlled on city properties between October 1, 2013 and October, 2014. Noxious plants include Poison Ivy, Pigweed, Poison nightshade, Poison Hemlock, Ragweed, Canada Thistle and Giant Hogweed.

Municipal Turf Management Program

  • Designated sites: four city parks and the City Cemetery.
    • Turf management activities will include controlling grubs, surface insects, chinch bugs, crabgrass, nut sedge, annual bluegrass and broadleaf weeds at all sites, as necessary, between October 1, 2013 and July 30, 2014.
    • A fall fertilizer will be applied during October 2013. A spring fertilizer will be applied in April 2014. Fertilizer applications will be completed at all designated sites.
    • Ornamental shrubs and trees at all designated sites will be surveyed for disease and pests. Control applications will be completed as necessary.

INVITATION Sealed proposals , plainly marked, “RFP# 2013-01: Weed Control, Turf Management and Mosquito Control Services” shall be addressed to the City Secretary’s Office, Kermit City