ANASTASIA MOSQUITO CONTROL DISTRICT OF ST. JOHNS COUNTY 500 OLD BEACH ROAD, ST. AUGUSTINE, FLORIDA 32080 TELEPHONE: 904-471-3107 FAX: 904-471-3189 REQUEST FOR PROPOSAL FOR EMERGENCY AERIAL SPRAY FOR ADULT MOSQUITO CONTROL IN LARGE AREAS REQUEST FOR PROPOSAL 10/11-2 RFP CLOSING: 4 P.M. ON 3/1/2011 RFP OPENING BY STAFF ON: 8 A.M. ON 3/2/2011 RFP CONSIDERATION: BOARD OF COMMISSIONERS REGULAR MEETING AT 6 P.M. ON 3/10/2011 SPECIFICATIONS PROJECT NAME: EMERGENCY AERIAL SPRAY 10/11-2 PROJECT DESCRIPTION: PROVIDE EMERGENCY AERIAL SPRAY FOR THE CONTROL OF ADULT MOSQUITOES (LARGE AREAS) IN ST. JOHNS COUNTY, FLORIDA. SCOPE OF WORK Proposer will provide aerial adulticiding. Response for a request for treatment will be within 48 hours. A price per acre will be given for aerial adulticiding including contractor provided chemical (Nald) and labor. Application will be accomplished with a multi aircraft approach to reduce the mosquito population quickly. Proposer will provide any minimum flight hour requirement or minimum acre requirement. Term of contract shall be for one (1) year, with two automatic one (1) year renewals (for a total of three (3) years) if cancelation notice is not given 30 days prior to renewal date. SPECIAL CONDITIONS
The contractor will provide to AMCD proof of calibration of all aerial adulticiding equipment. Calibration records will also be kept in the contractor s office and with the aircraft performing the missions. On the trip ticket, the contractor will provide as a minimum per Florida regulations, the pilots name, type of aircraft and number, area and acres treated, chemical type and amount, application rate, date, start and stop time, temperature and general wind speed and direction. Meteorological data should be recorded before each spray. AMCD would prefer that spray be made and reports generated with a Wing Man or Flight Master guidance system. Preference may be given to offers that incorporate one of these systems. Aerial adulticide applications should be made at night. Proposers using night vision technology may be given preference. Contractor will comply with all FAA regulations as well as any state, county or local regulations that apply to aerial operations. Contractor and it employees and pilots shall comply with all required pesticide applicator licensing requirements. Pilots operating the contractor s aircraft shall have the appropriate pilot certificates and licenses. Contractors shall provide insurance and proof of insurance as listed below under the heading insurance requirements. AMCD will provide shape files of the areas to be treated including approximate acres to be treated and approximate amount of chemicals needed for application approximately 48 hours before application. This will be accomplished using AMCD MapVision software. AMCD will provide employees for inspections/surveillance and for guidance as needed. AMCD will conduct any and all public notifications that are necessary. AMCD will, during the contract period, determine the adequacy of the contractor s performance and shall, in its discretion, identify any deficiencies in the contractor s performance. The contractor would then take corrective actions necessary to insure satisfactory performance. FORMAT AND ORDER OF RESPONSES TO THE RFP Note: All proposals will be presented as 8 1/2 X 11, either bound or in notebook. The information will be tabbed according to each requested section. I. INTRODUCTION/COVER LETTER: You should provide no more than a one (1) page letter of introduction. The letter should highlight or summarize whatever information you deem appropriate as a cover letter. At the least, this section should include the name, address, telephone number, fax number and e-mail address of one contact to whom any correspondence should be directed. II. BUSINESS ORGANIZATION: In this section you should describe your business organization and who will serve as major participants and their respective roles.
III. FIRM EXPERIENCE / CAPABILITY: In this section proposer will provide a list of their firm s work on projects that are the same as this one or similar to this one. The information will be presented, at least in summary form and then can be followed as appropriate by a narrative. IV. REFERENCES. References (at least three) including contact, relationship, address and phone number. Note: the District reserves the right to contact any previously mentioned client about your performance. V. MISCELLANEOUS. This section provides an opportunity for you to provide other information that the project team considers relevant. Be specific. The above is in compliance with AMCD policies and procedures for Request for Proposal for the design and engineering of the: EMERGENCY AERIAL SPRAY FOR ADULT MOSQUITO CONTROL IN LARGE AREAS Request for proposal: To provide aerial spray for the control of adult mosquitoes in St. Johns County, Florida for the selection of the RFP EMERGENCY AERIAL SPRAY 10/11-2. Opening by a committee on: Wednesday March 2, 2011 at 500 Old Beach Road, St. Augustine, Florida 32080 Requests for proposals for the EMERGENCY AERIAL SPRAY 10/11-2 will be considered by the AMCD Board at their meeting on Thursday March 10, 1011 at 6PM. Hand delivery, US Postal service, Parcel services (UPS or Fed Ex), and couriers are acceptable methods of delivering your RFP. AMCD advertised for this project in the St. Augustine Record Legal Notices, AMCD website, and in the Trade-A-Plane aviation trade magazine, prior to the March 10, 2011, meeting, providing Reasonable notice for advertisement as per Florida Statutes. Conflict of interest form: Proposers shall submit a completed Potential Conflict of Interest form (included in RFP package) and indicate that they are unaware of any actual or potential conflicts of interest or identify and describe, in detail, actual or potential conflicts of interest. For purposes of this certification, the Commission includes, but is not limited to, its commissioners, employees and representatives. Proposers shall refrain from contracting, either directly or indirectly, staff or District commissioners about the RFP, selection process, or anything related thereto. Insurance requirements: The firm selected, including any subcontractors or related entities, will be required to carry the following insurance coverages throughout the period that it provides services to the District: Professional Liability Coverage Amounts (errors and omissions coverage of $1,000,000 per occurrence.)
Comprehensive General Liability Insurance (to cover liability, bodily injury and property damage, including automobile. Exposures to be covered are: premises, products/completed operations, and certain contracts. Coverages must be written on an occurrence basis with the following limits of liability unless otherwise specified or determined applicable.) Bodily Injury Property DamageEach Occurrence ($1,000,000) Annual Aggregate ($1,000,000) Personal Injury Annual Aggregate ($1,000,000) Worker s compensation Statutory Employer s Liability ($500,000 per occurrence.) Policies containing exclusions for chemical damage or damage incidental to the use of equipment and/or supplies furnished under this agreement, or growing out of direct performance of the contract will not be acceptable. Chemical damage coverage may be limited to chemicals dispensed while performing contract activities. Contractor shall provide AMCD with certificates of insurance. All policies shall contain a waiver of subrogation against AMCD, its agents, representatives, officers, directors, officials and employees arising out of the contractors work or service. In the event any insurance policy(ies) required by this contract are written on a claims made basis, coverage shall extend for two years past completion and acceptance of the contractors work or services and as evidenced by annual Certificates of Insurance. Failure to maintain all coverages required by this contract is agreed by the parties to constitute a material breach of agreement. To the fullest extent, the contractor shall defend, indemnify, and hold harmless AMCD, its agents, representatives, officers, directors, officials, and employees from and against all claims, damages, losses and expenses, including but not limited to, attorneys fees, court costs, expert witness fees, and the costs and fees of appellate proceedings relating to, arising out of, or alleged to have resulted from the acts, errors, omissions or mistakes relating to the performance of this contract. The contractors duty to defend, indemnify and hold harmless AMCD, its agents, representatives, officers, directors, officials, and employees shall arise in connection with any claim, damage, loss or expense attributable or alleged to be attributable to bodily injury, sickness, disease, death, or injury to, impairment, or destruction of property, including loss of the use resulting thereof caused by any acts, errors, omissions or mistakes in the performance of this contract including any person for whose acts, errors, omissions or mistakes the contractor may be legally liable. A particular procedure for submitting a sealed RFP to our Board is necessary, following the District s Policies and Procedures. RFP numbers will be assigned as REQUEST FOR PROPOSALS 10/11-2, (your company name) EMERGENENCY AERIAL SPRAY 10/11-2.
RFP shall be submitted in duplicate with eight (8) copies for a total of ten (10), in a sealed envelope or box, and are to be identified in the lower, left-hand corner of the envelope or box with your assigned RFP number and the words, SEALED RFP (written or typed) directly under the bid number. As per the advertisement, no REQUESTS FOR PROPOSAL will be accepted after 4PM on March 1, 2010. Do not be late. You must be in compliance with the above procedure. Proposers seeking clarifications shall direct all communications in writing to Richard Weaver at Anastasia Mosquito Control District, 500 Old Beach Road, St. Augustine, Florida 32080. Fax 904-471-3615 or e-mail rweaveramcd@bellsouth.net, clarifications or modifications of this RFP document will be by addendum only. Addenda and other documents will be delivered by mail, FAX, e-mail or messenger to RFP document holders of record at the mailing address, FAX number, e-mail address or location provided by RFP document holders. The District may amend the RFP as it sees fit, at anytime and may cancel the Request for Proposals at anytime. The Board may reject any submittals in whole or part with or without cause. Dr. Rui-De Xue Director
CONFLICT OF INTEREST & CLEAN HANDS DISCLOSURE FORM I HEREBY CERTIFY that 1. I (printed name) am the (title) and the duly authorized representative of the firm of (firm name) whose address is, and that I possess the legal authority to make this affidavit on behalf of myself and the firm for which I am acting; and, 2. Except as listed below, no employee, officer, or agent of the firm have any conflicts of interest, real or apparent, due to ownership, other clients, contracts, or interests associated with this project; and, 3. Neither the business nor any authorized representative or significant stakeholder of the business has been determined by judicial or administrative board action to be in noncompliance with or in violation of any provision of the Anastasia Mosquito Control District nor has any outstanding past due debt to the Anastasia Mosquito Control District: and 4. This proposal is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a proposal for the same services, and is in all respects fair and without collusion or fraud. Signature: Printed Name: Firm Name: Date: Sworn to and subscribed before me this day of 20. Personally known OR Produced identification Notary Public-State of My Commission expires (Type of Identification) (Printed, typed or stamped commissioned name of Notary Public)