Title
MOTION TO AWARD IFB # CS-25-04 "PEST CONTROL SERVICES FOR VARIOUS CITY LOCATIONS" TO THE MOST RESPONSIVE/RESPONSIBLE BIDDER, ROLLINS, INC. DBA NORTHWEST EXTERMINATING CO, LLC, IN THE ANNUAL AMOUNT NOT TO EXCEED $32,798.92, WHICH INCLUDES AN ANNUAL OWNER'S CONTINGENCY IN THE AMOUNT OF $2,981.72.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinances is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.15 defines an Invitation for Bid as “A written solicitation for competitive sealed bids with the title, date and hour of the public bid opening designated therein and specifically defining the commodities or services for which bids are sought. The invitation for bid shall be used when the city is capable of specifically defining the scope of work for which a service is required or when the city is capable of establishing 15 precise specifications defining the actual commodities required. The invitation for bid shall include instructions to bidders, plans, drawings and specifications, if any, bid form and other required forms and documents to be submitted with the bid.”
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS.
- Section 35.18(A) states, "A purchase of or contracts for commodities or services that is estimated by the Chief Procurement Officer to cost more than $25,000 shall be based on sealed competitive solicitations as determined by the Chief Procurement Officer, except as specifically provided herein."
- Section 35.19 of the City's Code of Ordinances is titled "SEALED COMPETITIVE BIDDING PROCEDURE."
- Section 35.19(A) states "All sealed competitive solicitations as defined in § 35.18 shall be presented to the City Commission for their consideration prior to advertisement."
- Section 35.21 of the City's Code of Ordinances is titled "AWARD OF CONTRACT."
- Section 35.21(A) of the City's Code of Ordinances is titled "City Commission approval.
- Section 35.21(A)(1) states, "An initial purchase of, or contract for, commodities or services, in excess of $25,000, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed."
SUMMARY EXPLANATION AND BACKGROUND:
1. On August 6, 2025, the City Commission authorized the advertisement of IFB # CS-25-04, "Pest Control Services for Various City Locations” which was advertised on August 19, 2025.
2. The purpose of this solicitation was to obtain bids from qualified Contractors to provide Pest Control Services for the following properties: Pines Place Housing, Pines Point Housing/501 Management Office, Carl Schechter Southwest Focal Point Community Center, Howard C. Forman Campus, Health Park, and R&R Village.
3. On September 16th, 2025, the City opened seven (7) bids from the following vendors:
|
Vendor |
Total Cost |
|
South Florida Pest Solutions* |
$10,096.00 |
|
Northwest Exterminating |
$29,817.20 |
|
Tower Pest Control |
$30,271.20 |
|
Orange Pest Control & Services, Inc |
$33,556.40 |
|
Express Pest Solutions, Inc |
$38,951.00 |
|
Pestmaster of Miami South |
$47,492.00 |
|
Grow Care Outdoor Solutions |
$53,779.20 |
|
*Incomplete pricing submitted |
|
4. The Community Services Department opted to remove the optional service of Termite Treatment from the contract but will procure the on-demand services as open market, if needed. Additionally, the optional services, Roach Infestation and Bedbug Treatment Services, are not included in the base price, but will be paid out of the owner’s contingency if needed. An annual maximum owner’s contingency is requested in the amount of $2,981.72 to absorb costs from the optional services, such as treatments for roach infestation and bedbugs throughout the life of the contract.
5. Following a comprehensive review of all bids, the Procurement and Sustainability Department along with the Community Services Department have deemed Rollins, Inc. dba Northwest Exterminating Co. LLC, to be the most responsive/responsible bidder.
6. In addition, Northwest Exterminating Co. LLC, has also completed the Equal Benefits Certification Form and has stated that the "Contractor currently complies with the requirements of this section.".
7. Request Commission to award IFB # CS-25-04 "Pest Control Services for Various City Locations" to the most responsive/responsible bidder, ROLLINS, INC. DBA Northwest Exterminating Co. LLC, in the annual amount not to exceed $32,798.92, which includes an annual owner's contingency in the amount of $2,981.72.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $32,798.92 annually
b) Amount budgeted for this item in Account No: Funds are available in the following accounts:
Pines Place 001-554-8002-534950-0000-000-0000-00603
Pines Point: 001-554-8002-534950-0000-000-0000
Health Park -001-519-6008-546150-0000-000-0000
R&R Village 001-519-6008-546150-0000-000-0000-00060
Southwest Focal Point 001-569-8001-534950-0000-000-0000
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project:
|
|
Current FY |
Year 2 |
Year 3 |
Year 4 |
Year 5 |
|
Revenues |
32,798.92 |
32,798.92 |
N/A |
N/A |
N/A |
|
Expenditures |
N/A |
N/A |
N/A |
N/A |
N/A |
|
Net Cost |
N/A |
N/A |
N/A |
N/A |
N/A |
e) Detail of additional staff requirements: Not Applicable.
FEASIBILITY REVIEW:
A feasibility review is required for the award, renewal and/or expiration of all function sourcing contracts. This analysis is to determine the financial effectiveness of function sourcing services.
a) Was a Feasibility Review/Cost Analysis of Out-Sourcing vs. In-House Labor Conducted for this service? Not Applicable.
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? Not Applicable.