UNIVERSITY OF MAINE
PURCHASING DEPARTMENT
ORONO, MAINE 04469-5765
The University of Maine System, acting through the University of Maine, is requesting bids for pest control and extermination services as outlined below.
1.0 GENERAL INFORMATION
1.1 Definition of Parties: The University of Maine will hereinafter be referred to as the "University." Respondents to the RFB shall be referred to as "Bidders." The Bidder to whom the contract is awarded shall be referred to as the "Contractor."
1.2 Scope of Work: The University is seeking a rate for pest control and extermination services as specified in section 3.0 “ Performance Terms and Conditions”. The University desires a Contractor who will provide an Integrated Pest Management (IPM) approach to pest control. The Contractor selected shall be responsible for the monitoring, treatment, and elimination of any and all insects and rodents listed in section 3.8 “Coverage”. The Contractor shall perform monthly and quarterly inspections and, when necessary, treatments in order to maintain control and to prevent infestations. If at any time an infestation appears, the Contractor shall furnish immediate extermination services upon request from designated University personnel. Extermination services in response to infestations of insects or rodents not specifically listed in section 3.8 “Coverage”, will be considered an exception and will be billed on an hourly basis.
1.3 Award: It is the intent of the University to award this bid all to one vendor. The University reserves the right to conduct any tests it may deem advisable, and to make all evaluations. The University reserves the right to reject any or all bids, in whole or in part, and is not necessarily bound to accept the lowest bid if that bid is contrary to the best interests of the University. The University reserves the right to waive minor irregularities. Scholarships, donations, or gifts to the University will not be considered in the evaluation of bids. A bid may be rejected if it is in any incomplete or irregular. When there are tie bids, there shall be a preference for “in-state bidders”. When tie bids are both in-state or both out-of-state, the award will be made to the bid that arrives first in the Purchasing Department.
1.4 Evaluation: Award will be made to the low bidder provided that all other requirements are satisfactorily met. However, consideration will be given to bidder’s ability to provide an IPM approach to this contract and references that require the same level of service as the University.
1.5 Award Protest: Bidders may appeal the award decision by submitting a written protest to the director of Purchasing within five (5) business days of the award notice, with a copy of the protest to the successful bidder. The protest must contain a statement of the basis for the challenge.
1.6 Communication with the University: It is the responsibility of the bidder to inquire about any requirement of this RFB that is not understood. Responses to inquiries, if they change or clarify the RFB in a substantial manner, will be forwarded by addenda to all parties that have received a copy of the RFB. The University will not be bound by oral responses to inquiries or written responses other than addenda.
Inquiries must be made to: Anne-Marie Nadeau
Purchasing Department
University of Maine
5765 Service Building
Orono, Maine 04469-5765
(207) 581-2690
1.7 Pre-Bid Conference/Site Inspection: A pre-bid conference will be held on Friday, October 22, 2004 at 10.00 a.m. local time in the Hilltop Commons Private Dining Room. The purpose of the conference is to answer questions and provide further clarification as may be required. Please hold all questions until this meeting. Attendance by all prospective bidders is mandatory. Firms planning to attend this pre-bid conference should contact Cindy Carusi at 207-581-2696 no later than 3:30 p.m. local time on Thursday, October 21, 2004 with the names and titles of the individuals who will attend.
1.8 Costs of Preparation: Bidder assumes all costs of preparation of the bid and any presentations necessary to the bidding process.
1.9 Debarment: Submission of a signed bid in response to this solicitation is certification that your firm (or any subcontractor) is not currently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any State or Federal department or agency. Submission is also agreement that the University will be notified of any change in this status.
1.10 Bid Envelope: If a special envelope is not furnished, or if return in the special envelope is not possible, the signed bid should be returned in an envelope or package, sealed and identified as follows:
From ________________ __________ __________ __________
Name Due Date Time Bid No.
1.11 Submission: A signed original plus three (3) copies of the bid must be received at the University Purchasing Department, 5765 Service Building, Orono, Maine 04469-5765, no later than 2:00 P.M. local time Friday, October 29, 2004, for a public opening. Bidders are strongly encouraged to submit bids in advance of the due date to avoid the possibility of missing the 2:00 deadline due to unforeseen circumstances. Vendors assume the risk of the methods of dispatch chosen. The University assumes no responsibility for delays caused by any package or mail delivery service. Postmarking by the due date WILL NOT substitute for receipt of bid. Bids must be date and time stamped by the Purchasing Department on time to be considered. In the event that the University is closed due to inclement weather at the time that a bid is due, the bid will be opened at the same time on the next day that the University is open. Vendors may wish to call 207-581-SNOW or 1-800-581-SNOW if the weather is bad, to learn if the University has closed. Bids received after the due date and time will be returned unopened. Additional time will not be granted to any single vendor, however, additional time may be granted to all vendors when the University determines that circumstances require it. FAXED BIDS OR E-MAIL BIDS WILL NOT BE ACCEPTED.
1.12 Bid Understanding: By submitting a bid, the bidder agrees and assures that the specifications are adequate, and the bidder accepts the terms and conditions herein. Any exceptions should be noted in your response.
2.0 CONTRACT TERMS AND CONDITIONS:
2.1 Assignment: Neither party of the Contract shall assign the Contract without the prior written consent of the other, nor shall the Contractor assign any money due or to become due without the prior written consent of the University.
2.2 Contract Administration: The University of Maine Purchasing Department or its designee shall be the University's authorized representative in all matters pertaining to the administration of this contract.
2.3 Contract Documents: If a separate contract is not written, the contract entered into by the parties shall consist of the Request for Bids, the signed bid submitted by the Contractor, the specifications including all modifications thereof, and a purchase order or letter of agreement requiring signatures of the University and the Contractor, all of which shall be referred to collectively as the Contract Documents.
2.4 Contract Modification and Amendment: The parties may adjust the specific terms of this contract (except for pricing) where circumstances beyond the control of either party require modification or amendment. Any modification or amendment proposed by the Contractor must be in writing to the Purchasing Department. Any agreed upon modification or amendment must be in writing and signed by both parties.
2.5 Contract Term: The contract term shall be for a period of one (1) year commencing upon January 1, 2005. With mutual written agreement of the parties this contract may be extended for two (2) additional one-year periods.
2.6 Contract Validity: In the event one or more clauses of the contract are declared invalid, void, unenforceable or illegal, that shall not affect the validity of the remaining portions of the contract.
2.7 Cancellation/Termination: If the Contractor defaults in its agreement to provide personnel or equipment to the University's satisfaction, or in any other way fails to provide service in accordance with the contract terms, the University shall promptly notify the Contractor of such default and if adequate correction is not made within forty-eight (48) hours, the University may take whatever action it deems necessary to provide alternate services and may, at its option, immediately cancel this Contract with written notice. Except for such cancellation for cause by the University, either the University or the Contractor may terminate this Contract by giving 30 day advance written notice to the other party. Cancellation does not release the Contractor from its obligation to provide goods or services per the terms of the contract during the notification period.
2.8 Clarification of Responsibilities: If the Contractor needs clarification of or deviation from the terms of the contract, it is the Contractor's responsibility to obtain written clarification or approval from Contract Administrator.
2.9 Bid Prices: The bid shall be in the form of a firm price for each line item during the contract period. The bid price shall include charges such as installation, shipping, travel, insurance, and all other costs. Charges not specified in the bid will not be honored. Contractor may only bill for hours on site; not for travel time to and from campus.
2.10 Independent Contractor: Whether the Contractor is a corporation, partnership, other legal entity, or an individual, the Contractor is an independent contractor. If the Contractor is an individual, the Contractor's duties will be performed with the understanding that the Contractor is a self-employed person, has special expertise as to the services which the Contractor is to perform and is customarily engaged in the independent performance of the same or similar services for others. The manner in which the services are performed shall be controlled by the Contractor; however, the nature of the services and the results to be achieved shall be specified by the University. The Contractor is not to be deemed an employee or agent of the University and has no authority to make any binding commitments or obligations on behalf of the University except as expressly provided herein. The University of Maine System has prepared specific guidelines to be used for contractual agreements with individuals (not corporations or partnerships) who are not considered employees of the System.
2.11 Indemnification: The Contractor agrees to be responsible for, and to protect, save harmless, and indemnify the University from and against all loss, damage, cost and expense (including attorney's fees) suffered or sustained by the University or for which the University may be held or become liable by reason of injury (including death) to persons or property or other causes whatsoever, in connection with the operations of the Contractor or any subcontractor under this agreement.
2.12 Contractor’s Liability Insurance: During the term of this agreement, the Contractor shall maintain the following insurance:
Insurance Type Coverage Limit
1. Commercial General Liability $1,000,000 per occurrence or more
(Written on an Occurrence-based form) (Bodily Injury and Property Damage)
2. Automobile Liability $1,000,000 per occurrence or more
(Including Hired & Non-Owned) (Bodily Injury and Property Damage)
3. Workers Compensation Required for all personnel
(In compliance with Applicable State Law)
The University of Maine System shall be named as Additional Insured on the Commercial General Liability insurance. Certificates of Insurance for all of the above insurance shall be filed with:
University of Maine Purchasing Department
5765 Service Building
Orono, Maine 04469
Certificates shall be filed prior to the date of performance under this Agreement. Said certificates, in addition to proof of coverage, shall contain the standard Acord statement pertaining to written notification in the event of cancellation, with a thirty (30) day notification period.
As additional insured and certificate holder, the University should be included as follows:
The University of Maine System
107 Maine Avenue
Bangor, ME 04401
2.13 Equal Opportunity: In the execution of the contract, the Contractor and all subcontractors agree, consistent with University of Maine System policy, not to discriminate on the grounds of race, color, religion, sex, sexual orientation, national origin or citizenship status, age, disability or veterans status and to provide reasonable accommodations to qualified individuals with disabilities upon request.
2.14 Litigation: This Contract and the rights and obligations of the parties hereunder shall be governed by and construed in accordance with the laws of the State of Maine. The Contractor agrees that any litigation, action or proceeding arising out of this Contract, shall be instituted in a state court located in the State of Maine.
2.15 Parking Regulations and Use of Walkways: The Contractor's vehicles and those of their employees working on campus, must be registered with the Department of Public Safety. Unregistered vehicles on the University campus are subject to a parking violation ticket and/or towing off campus. Contractor shall not be permitted to drive on walkways unless approved by the Project Coordinator and appropriate safety precautions are implemented. Contractors are advised that parking and walkway rules/regulations are strictly enforced by campus police. Towing will be at the Contractor's expense. A copy of regulations can be obtained by calling the University Parking Office at 581-4047.
2.16 Sexual Harassment: The University of Maine is committed to providing a positive environment for all students and staff. Sexual harassment, whether intentional or not, undermines the quality of this educational and working climate. The University thus has a legal and ethical responsibility to ensure that all students and employees can learn and work in an environment free of sexual harassment. Consistent with the state and federal law, this right to freedom from sexual harassment was defined as University policy by the Board of Trustees.
Failure to comply with this policy could result in termination of this contract without advanced notice. Further information regarding this policy is available from the Director of Equal Opportunity, North Stevens Hall, 581-1226.
2.17 Smoking Policy: The University of Maine System must comply with the "Work place Smoking Act of 1985" and MRSA title 22, 1541 et seq, "Smoking Prohibited in Public Places." In compliance with this law, the University of Maine System has prohibited smoking in all University System buildings except in designated smoking areas. This rule must also apply to all contractors and workers in existing University System buildings. The Contractor shall be responsible for the implementation and enforcement of this requirement within existing buildings.
3.0 PERFORMANCE TERMS AND CONDITIONS
3.1 Asbestos: The Contractor is responsible for ensuring that asbestos-containing building materials are not disturbed in the course of performing duties under this contract. Project coordinator will provide any available information regarding known locations of asbestos- containing materials to the Contractor. The Contractor is responsible for performing basic visual assessments of all projects and maintenance work sites for suspected hazardous materials (materials not labeled or identified) prior to commencing work. Where such materials are located or suspected, they shall stop work and communicate the need for material identification to the University Project Coordinator. The University Project Coordinator will then contact the Asbestos and Lead Coordinator at Facilities Management who facilitates testing and identification of the material, completes Abatement Notifications, where applicable, and reports results of tests and/or abatement schedules to the University Project Coordinator who will then direct the Contractor.
3.2 Condition and Care of Property and Protection of the Work: The Contractor shall continuously maintain adequate protection of all work covered by the Contract from damage or loss and shall protect the property from injury or loss arising in connection with this Contract, and shall make good any such damage, injury or loss. The Contractor shall adequately protect adjacent property as provided by law and the Contract Documents.
3.3 Employees: The Contractor shall employ only competent and satisfactory personnel and shall provide a sufficient number of employees to perform the required services efficiently and in a manner satisfactory to the University. If the Contract Administrator or designee notifies the Contractor in writing that any person employed on this contract is incompetent, disorderly, or otherwise unsatisfactory, such person shall not again be employed in the execution of this contract without the written consent of the Contract Administrator.
3.4 Certification: All service associates must be licensed and certified by the Maine Department of Agriculture- Board of Pesticide Control to apply pesticides. Proof of commercial pesticide applicator and spray contracting firm license and certification is required with your bid.
3.5 Job Site Safety: The Contractor shall adhere to the Occupational Safety and Health Administration's (OSHA's) most recently published Safety and Health Regulations for Construction (29 CFR 1926) and general Occupational Safety and Health Standards (29 CFR 1910), where applicable for the duration of this contract. Prior to the commencement of any phase of work under this contract, the Contractor will submit the name(s) of the person(s) who is (are) designated as being responsible for job site safety under this contract and is (are) familiar with the above-referenced OSHA regulations to the University’s Department of Safety and Environmental Management and each of the project coordinators..
Where any of the Contractor's operations occur in, on, or within 50 feet of any door, window, air intake in a building occupied by University employees or students, the Contractor shall, prior to the start of any operation, provide directly to the University's Project Coordinator copies of the Material Safety Data Sheets on all materials to be used in the operation that may be classified as hazardous under the OSHA Hazard Communication Standard, regulated by Maine’s Pesticide Control Board, or registered with the US EPA as a pesticide.
3.6 Chemical Application: Application of extermination agents shall be performed in accordance with Maine’s pesticide regulations and Federal and Local laws. The Contractor shall submit proof of pesticide applicators license to the University’s Department of Safety and Environmental Management (SEM). Occupational Health and Safety Administration (OSHA) Material Safety Data Sheets (MSDS) for products used must be provided to the SEM prior to application of any chemical. The contact person for SEM is:
Wayne Maines
Department of Safety and Environmental Management
5784 York Village, Building 7
Orono ME 04469-5784
(207) 581-4055
MSDS shall also be provided to the Project Coordinator and kept in the logbook for the location where product is being used.
3.7 Extermination Activities: The Contractor shall coordinate extermination activities with the University’s Project Coordinator(s). The Project Coordinators will be:
Residential Buildings: Gordon Nelson, Director of Property Management
Student Auxiliary Services
24 Androscoggin Hall
(207) 581-4799
Dining Halls: Edward Nase, Director of Dining Services
Student Auxiliary Services
103 Hilltop Commons
(207) 581-4706
Other Buildings: David Fowler
Facilities Management, Custodial
Service Building
(207) 581-2652
Building Access: The following people will serve as contacts for building access:
Residential Buildings: Jodie Dowling
Student Auxiliary Services, Custodial Services
24 Androscoggin Hall
(207) 581-4869
Carolyn King
Student Auxiliary Services, Custodial Services
24 Androscoggin Hall
(207) 581-4850
Dining Halls: Kathy Kittridge
103 Hilltop Commons
(207) 581-4619
Other Buildings: Sue Bodyke
Facilities Management, Work Control
Service Building
(207) 581-2650
3.8 Coverage: The following insects and rodents will be treated on a routine basis:
Roaches Springtails Mice & Rats Spiders Silverfish
Earwigs Fleas Wasps Hornets Ticks
Clovermites Ants (including carpenter & pavement)
3.9 Exceptions: The University will provide all carpentry, preparatory or finish work when required in the execution of this contract. In all instances insects or rodents not listed in this contract shall be dealt with only after consultation between the Contractor and designated Project Coordinator University personnel. The following cases and others not specified herein will be considered exceptions and will be billed on an hourly basis:
1) Carpenter Ants: Although treated routinely, when an inaccessible infestation occurs.
2) A next of hornets or wasps outside the building requiring the use of a ladder more than six feet high.
3) Honey bees, squirrels, bats and insects not specified herein.
4) Flies. An optional house fly program may be included in the food handling areas during certain times of the year. Include information and pricing with your bid.
3.10 Response, Call-backs, and Emergencies: Monthly inspections are required for all Dining Halls. Quarterly inspections are required for all Residential Buildings, except as noted otherwise. All other building will be serviced on-call as needed. The University will notify Contractor when call-backs are necessary. Contractor shall respond to non-emergency call-backs within one week. Emergency calls shall be responded to within 24 hours. In an extreme emergency response will be requested within the University’s timeframe. If the Contractor cannot meet this response time the University reserves the right to secure emergency service from another provider. All calls will be coordinated during normal work hours (8:00 a.m. – 4:30 p.m., Monday – Friday) at no additional charge. In the event emergency service must be performed during non-normal work hours the Contractor may charge the University at the contracted hourly rate for such work.
3.11 Pesticides: The University prefers an IPM approach to pest control and environmentally friendly pest control methods which are not toxic to humans whenever practical. The use of Micro Encapsulated Pesticides is allowed when necessary. Wetable Powder Pesticides may be used only in cases when immediate results must be met.
3.12 Reporting and Communication: A logbook will be maintained for and reside at each Dining Service location. One logbook will be maintained to include all Residential locations and will reside with Gordon Nelson, Director of Property Management. One logbook will be maintained to include all other (E&G) buildings and shall remain with David Fowler, Executive Custodian. Logbooks will include a detailed account of reporting and monitoring activities. Inspection and service reports will be provided at each visit and shall include the following information at a minimum: areas inspected and treated, pests and quantity of pest found, materials used, MSDS, and any recommended suggestions for future prevention. Logbooks shall remain with a staff person designated by the Project Coordinator at each location at all times. If there is a charge for logbooks please indicate the cost on your equipment list.
All equipment shall be mapped and numbered as to placement and kept in the logbook. Equipment must be dated each time it is checked.
Signage: Signage will be placed above all areas where equipment is placed for the treatment/control of pests and rodents so it is easily identified as a Pest Control Device and to deter persons from tampering with it.
3.13 Buildings Requiring Service: All buildings listed shall be treated at ground level as needed to discourage insects from entering the building. Areas to be inspected, monitored and treated include but are not limited to: Kitchen, Dining Room, Food Courts, Storage Areas, Recycle Rooms, Shipping/Receiving, Mechanical/Electrical Rooms, Restrooms, Basements, and Offices. The Contractor shall perform monthly inspections and treatments of Dining Locations and quarterly inspections of Residential Buildings, in order to maintain control and to prevent infestations.
3.14 Equipment: Mouse Traps are currently placed in each of the Dining Halls. Fly lights are located at Memorial Union Marketplace (see section “DINING HALLS” for details). This equipment is owned by the University and it’s our desire that the successful bidder maintain it without incurring additional cost for the purchase of new equipment. When necessary, additional equipment shall be placed on an as needed basis throughout the term of the contract and billed separately. All chargeable equipment must be pre-approved by the University Project Coordinator or designee prior to placement.
Please include, with your bid, a complete list of equipment with University cost. Cost for equipment shall remain firm throughout the contract period.
RESIDENTAIL BUILDINGS - 1 logbook will be maintained to include all residential buildings. Quarterly inspections.
Androscoggin Hall
Aroostook Hall
Balentine Hall
Colvin Hall
Cumberland Hall
Estabrooke Hall
Doris Twitchell Allen Village (4 person residential units & community center)
Gannett Hall
Hart Hall
Hancock Hall (including laundry facility)
Kennebec Hall
Knox Hall
Oak Hall
Oxford Hall
Patch Hall (4 person residential units)
Penobscot Hall
Somerset Hall
Stodder Hall
York Hall
York Village (35 Clustered Apartments)
University Park (24 multi-unit apartment buildings & maintenance shop) – To be serviced monthly. Pre-scheduling required.
DINING HALLS EQUIPMENT
1 logbook will be maintained for each dining hall. Monthly inspections.
Memorial Union Food Courts 6) Mouse Master
(Market Place & Union Central) 1) Logbook
2) Vecta Classic Fly Lights
Wells Commons 4) Mouse Master
1) Logbook
Stodder Commons 5) Mouse Master
(includes Southside Market) 1) Logbook
York Commons 4) Mouse Master
1) Logbook
Stewart Commons 5) Mouse Master
(includes Eastside Market) 1) Logbook
Hilltop Commons 6) Mouse Master
1) Logbook
Fogler Library 2) Mouse Master
(snackbar on 1st floor and University Club on 2nd floor) 1) Logbook
Concession Booths 2) Mouse Master
(2 at Alfond Arena & 1 at the Football Field) 1) Logbook
OTHER BUILDINGS (E&G)
1 logbook will be maintained for all E&G buildings.
All other University owned buildings that may require services shall be coordinated on an as needed basis at the contracted hourly rate.
ADDITIONAL BUILDINGS
Additional buildings may be added to the regular monthly/quarterly list of buildings throughout the term of the contract. The cost for additional buildings will be negotiated on an as needed basis and agreed upon by the University and Contractor prior to services being performed.
4.0 BID SUBMITTAL
Residential Buildings: Provide a quarterly cost per building for pest control services as specified:
QUARTERLY COST
Androscoggin Hall $
Aroostook Hall $
Balentine Hall $
Colvin Hall $
Cumberland Hall $
Estabrooke Hall $
Doris Twitchell Allen Village (including community center) $
Gannett Hall $
Hart Hall $
Hancock Hall (including laundry facility) $
Kennebec Hall $
Knox Hall $
Oak Hall $
Oxford Hall $
Patch Hall $
Penobscot Hall $
Somerset Hall $
Stodder Hall $
York Hall $
York Village $
TOTAL RESIDENTIAL BUILDING QUARTERLY: $
University Park (including maintenance shop) Monthly $
Dining Halls: Provide a monthly cost per dining hall for pest control services as specified:
MONTHLY COST
Memorial Union Food Courts
(Market Place & Union Central) $
Wells Commons $
Stodder Commons $
(Includes Southside Market)
York Commons $
Stewart Commons
(Includes Eastside Market) $
Hilltop Commons $
Fogler Library $
(snackbar on 1st floor and University Club on 2nd floor)
Concession Booths
(2 at Alfond Arena & 1 at the Football Field) $
TOTAL DINING HALLS MONTHLY: $
OTHER UNIVERSITY BUILDINGS
Provide an hourly rate for extermination services for all other University Buildings and for pests/rodents not covered under this contract (section 3.8) for all buildings. Contractor cannot bill for travel time to and from campus.
Cost/Hour (during normal work hours) $
Cost/Hour (during non-normal work hours) $
Provide an hourly rate for extermination services for covered buildings (residential and dining) if required to service during non-normal work hours:
Cost/Hour (during non-normal work hours) $
Optional Fly Control Program for Food Handling Areas: Provide an optional monthly cost for a fly control program using the Vecta Classic System or acceptable alternative system. Include energy usage of the equipment (KW/24 hour). If used, would be limited to certain months during the year.
Cost for Optional House-Fly Equipment: $ /per unit
Cost for servicing Units: $ /month
Are there any pests or rodents that your company does not handle? If so, please list them:
Provide proof of license/certification to apply pesticides for your company and for all employees that may provide services under this contract.
Provide information regarding your company’s approach to pest control using Integrated Pest Management (IPM) Include detailed information which will assist the University in understanding how you would apply IPM in the execution of this contract. Provide examples of how and where you have been successful in implementing IPM at other institutions similar to the University.
References: A list of three references is required to be submitted with your quotation. These references should be agencies your firm has done business with in the past year on projects with a similar scope to this one.
Company Name:____________________________________________________
Address:_________________________________________________________
City:__________________ State:______ Zip Code:________________
Contact Person:__________________________________________________
Phone Number: ( ) _____________ Fax Number: ( ) _____________
Company Name:____________________________________________________
Address:_________________________________________________________
City:__________________ State:______ Zip Code:________________
Contact Person:__________________________________________________
Phone Number: ( ) _____________ Fax Number: ( ) _____________
Company Name:__________________________________________________