To: Board of Supervisors
Department or Agency Name(s): Sonoma County Public Infrastructure
Staff Name and Phone Number: Johannes J. Hoevertsz, 707-565-2550
Vote Requirement: Majority
Supervisorial District(s): Countywide
Title:
Title
Blanket Purchase Orders for Integrated Pest Management Services
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Recommended Action:
Recommended action
A) Award the two agreements for Integrated Pest Management Services and authorize the Purchasing Agent to execute two Blanket Purchase Order agreements with ATCO Pest Control, Inc., with initial terms ending in December 2025, with four (4) one-year options to extend for:
i) County-wide as needed pest management services.
ii) County-wide as needed pest management services during emergencies and declared disasters.
B) Delegate authority to the Purchasing Agent to exercise the extension options and to
execute amendments to add or remove locations, effect price adjustments, or include additional services under the agreements.
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Executive Summary:
The Sonoma County Public Infrastructure Department (SPI) is requesting authorization for the Purchasing Agent to execute two (2) Blanket Purchase Order (BPO) agreements with one being for emergency and disaster services and another for non-emergency services with ATCO Pest Control for Integrated Pest Management (IPM) services:
1. Standard BPO agreement for IPM services as needed at all County locations.
2. Disaster BPO for IPM services as needed during a declared disaster or emergency.
Each agreement shall be for a period of one (1) year with an option to extend for up to four (4) additional one (1) year periods. These Blanket Purchase Orders are for use by all County departments and affiliated public entities, such as Sonoma County Water Agency, Sonoma County Community Development Commission, and Special Districts. The scope of services for both Agreements are the same, however one agreement is for use during normal operations while the second agreement complies with federal reimbursement requirements for use during emergencies and declared disasters.
Discussion:
Blanket Purchase Orders (BPOs) are a purchasing agreement established and managed by SPI’s Purchasing Division. BPOs are structured to achieve the most favorable prices, terms, and conditions in the procurement of goods or services required to achieve the maximum benefit of the end user and the County. If approved by the Board, BPOs are available for repetitive usage by County departments and provide a streamlined process for procuring goods or services.
The County’s IPM plan in general prohibits the use of synthetic pesticides, including herbicides, insecticides, and fungicides, with synthetic pesticides only to be used as a last resort when careful monitoring indicates they are needed. Instead, County IPM methods focus on long-term prevention of pests or their damage by managing the ecosystem. Rather than simply eliminating pests, IPM strategies focus on environmental factors that affect the pest and its ability to thrive, with the intent to create conditions that are unfavorable for the pest.
To ensure due diligence and encourage open competition, the Purchasing Division issued a Request for Proposals (RFP) solicitation for IPM services on July 9, 2024. The goal of the RFP is to contract with a firm employing methods that comply with County IPM plan requirements and one who offers a local presence with the ability to respond when the County needs.
Human Resources and Employee Relations were consulted prior to releasing the RFP and it was determined that the County does not have the expertise, resources, or capacity to provide these services in house by County employees.
The Purchasing Division performed advance market research to identify potential businesses that perform this type of work and invited 323 firms with 151 of those being Minority and Women owned businesses. To expand our search for potential proposers, notification of the RFP was distributed through GovDelivery, a public sector messaging platform that sent the notification to over 2,000 subscribers.
County best practice is to establish two, separate BPOs: one BPO for as needed, non-emergency basis, and the other with federally-required contract provisions for use during emergency and disaster events that may qualify for federal reimbursement. The RFP included local preference for the non-federally funded BPO agreement, to encourage firms within Sonoma County to participate. The RFP also stated that a second BPO agreement was sought, to be utilized only during a declared disaster or emergency and that the work under said agreement may be federally funded.
The RFP closed on August 13, 2024, and six (6) proposals were submitted. Proposals were evaluated by a three-member team comprised of County employees from Regional Parks and Public Infrastructure.
Proposals were evaluated on the following criteria:
Operational Approach - 25%
Experience, Qualifications & Experience - 25%
Quality of Work as verified by References - 5%
Quality Assurance - 25%
Costs Relative to the Scope of Services - 20%
Willingness to Accept County's Contract Terms - 10%
Locality of the Proposer - 5% (only applied for locally, non-federally funded agreement)
After thorough review and consensus by the evaluation team, it is recommended that the County award two (2) BPO agreements to ATCO Pest Control.
1. Standard BPO for locally funded work
2. “Disaster” BPO in the event of a disaster or declared emergency.
ATCO has a local office in Petaluma, CA and for each potential contract received the highest evaluation scores out of all the proposers.
Strategic Plan:
N/A
Racial Equity:
Was this item identified as an opportunity to apply the Racial Equity Toolkit?
No
Prior Board Actions:
N/A
Fiscal Summary
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FY24-25 Adopted |
FY25-26 Projected |
FY26-27 Projected |
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Narrative Explanation of Fiscal Impacts:
Blanket Purchase Order agreements are subject to appropriation of funds and will be paid by each individual department that utilizes the agreements. Average annual expenditures for pest management services countywide has been approximately $130,000 per year since 2019.
Narrative Explanation of Staffing Impacts (If Required):
None.
Attachments:
Attachment 1 - Blanket Purchase Order Agreement (Standard)
Attachment 2 - Blanket Purchase Order Agreement (Disaster)
Related Items “On File” with the Clerk of the Board:
None.