COUNCIL COMMUNICATION
TO: Honorable Mayor and Council
FROM: Bill Young, Transportation & Maintenance Superintendent
SUBJECT:Title
Action: Amendment No. 1 to Services Contract with Havasu Pest Control (Bill Young)
Body
FUNDING SOURCE:
Various Departments
PURPOSE:
To consider approval of Amendment No. 1 to Services Contract with Havasu Pest Control (Oracle Contract No. 500177) to include the additional location of the Courthouse and additional services of rodent and termite control from Category C - Miscellaneous Services from ITB No. B22-PW-500177 with Havasu Pest Control in accordance with City Code §§ 3.10.030.1 and 3.10.020.6.
BACKGROUND:
On September 1, 2021, sealed bids were received and opened for Citywide Pest and Weed Control Services. Havasu Pest Control was the low bidder. City had the option to renew for up to four (4) additional 12-month periods. On August 30, 2024, the City along with Havasu Pest Control agreed to renew the contract for an additional term with no price increase. With the additional services required for the new Courthouse, the yearly expenditure approved by Council on October 21, 2021, in the amount of $142,620 is no longer sufficient to cover the additional location.
Rodent control at various locations has become a necessary service over the past few years to prevent damage to buildings and wiring. Termite control is also a concern, in the past few months we have discovered a portion of the Police Station to be infested as well as Site Six. Staff is seeking approval to add rodent control and termite services as authorized services to the contract to eliminate delays and have the ability to treat the facilities as soon as the issues are discovered to prevent further damage. Both Rodent and Termite Control were included in the original quote on ITB No. B22-PW-500177 Category C - Miscellaneous Services but were not considered necessary when the original award was made and approved by Council on October 21, 2021.
Due to the present need for these services and the addition of the Courthouse we anticipate that our yearly expenditure will be as follows:
Pest Control: $26,625
Rodent Control: $2,520
Weed Control: $117,175
Termite Control (as needed not-to-exceed): $5,000
Total anticipated yearly spend of $151,320
COMMUNITY IMPACT:
Utilizing contract #500177 for pest and weed control with locked in pricing has been essential to maintaining the Facilities Maintenance Budget. Havasu Pest Control has renewed their contract with the City for three (3) consecutive years without raising prices. The ability for the City to be able to keep its properties pest and weed free with no increase in price has been invaluable. The addition of rodent and termite control will help to reduce maintenance costs and repairs to City properties.
FISCAL IMPACT:
Funds in the amount of $155,000 are allocated and available in the Fiscal Year 2024-25 budget.
ATTACHMENTS:
Amendment No. 1 to Services Contract
SUGGESTED MOTION:Recommended Action
I move to approve and authorize the City Manager to execute Amendment No. 1 to the Services Contract with Havasu Pest Control and authorize yearly expenditures not to exceed $155,000, to include $3,680 added for any additional unforeseen expenditures, and authorize City staff to exercise the option to renew for one final term.