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Home My WebLink About20200864.tiffCon}w,c#- up4o90 BOARD OF COUNTY COMMISSIONERS PASS -AROUND REVIEW TITLE: Contract Agreement Extension with Vector Disease Control International (VDCI) for Mosquito Surveillance DEPARTMENT: Public Health and Environment DATE: April 21, 2023 PERSON REQUESTING: Jason Chessher, Executive Director Brief description of the problem/issue: Enclosed for the Board's review and approval is a Contract Agreement Extension between Public Health and Environment and Vector Disease Control International (VDCI), including letter from VDCI agreeing to extend the original agreement without increasing prices for 2023, and a copy of the original 2020 bid approved on March 25, 2020. This will be the third and final extension of this Agreement. After reviewing the 5 -year average of the occurrence (date) of the first positive mosquito pools, we have found that we consistently start trapping approximately two weeks before our first positive mosquito pool has been identified. As such, we intend to reduce the number of trap weeks from 13 to 11 (start trapping two weeks later than we usually do). We are also eliminating our historical Fort Lupton trap site. We had originally established that trap location due to infrequent incidence of invasive mosquito species but have not seen any invasive species for numerous years. The total number of traps for the season (mid - June through late August) will be 165 (15 traps per week). VDCI has agreed to honor the original per trap price, of $125, established in the original agreement, for a total cost of $20,625 for the 2023 surveillance season. What options exist for the Board? The Board may either approve or deny the Contract Agreement Extension. Denial would eliminate active WNV surveillance in Weld County, as there are no other Colorado companies providing this same service, and out-of-state companies would make the program cost prohibitive. The Department has been satisfied with the past services provided by VDCI. They have been a good partner. Recommendation: I recommend approval of this third, and final, one-year extension to the mosquito surveillance bid/agreement awarded to Vector Disease Control International (VDCI). Approve Schedule Recommendation Work Session Other/Comments: Mike Freeman, Chair Perry Buck, Pro-tem Scott James Kevin Ross Lori Saine eonwo-1- Nen60- 5/t0/73 ,S//o/a3 2_02O -abg �L0052 CONTRACT AGREEMENT EXTENSION/RENEWAL BETWEEN �� Ir THE WELD COUNTY DEPARTMENT OF PUBLIC HEALTH & ENVIRONMENT Ea?�` AND VECTOR DISEASE CONTROL INTERNATIONAL „ //7 !� This Agreement Extension/Renewal (Renewal"), made and entered into /O day of , 2023, by and between the Board of Weld County Commissioners, on behalf of the Weld County Department of Public Health a Environment, hereinafter referred to as the "Department", and Vector Disease Control International, hereinafter referred to as the "Contractor". WHEREAS the parties entered into an agreement (the "Original Agreement") identified by the Weld County Clerk to the Board of County Commissioners as document No. 2020-0864, approved on March 23, 2020. WHEREAS the parties hereby agree to extend the term of the Original Agreement in accordance with the terms of the Original Agreement, which is incorporated by reference herein, as well as the terms provided herein. NOW THEREFORE, in consideration of the premises, the parties hereto covenant and agree as follows: • The Original Agreement ended on April 30, 2021 and was extended for two additional one-year periods, through April 30, 2023. • The parties agree to extend the Original Agreement for an additional one year period, which will begin May 1, 2023, and will end on April 30, 2024. The Renewal, together with the Original Agreement, constitutes the entire understanding between the parties. The following change is hereby made to the Contract Documents, which shall be effective upon the expiration of the current term of the Original Agreement: 1. The services being provided under this Agreement will occur from May 1, 2023, through September 31, 2023. 2. The Contractor agrees to hold the cost at $125 per trap or a total of $20,625 (for 165 traps) for trapping services provided during this service period. All other terms and conditions of the Original Agreement remain unchanged. IN WITNESS WHEREOF, the parties hereto have duly executed the Agreement as of the day, month, and year first above written. CONTRACTOR: Jason W. Williams, Regional Director Printed Name /l _ Signature BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLORADO Mike Freeman, Chair MAY 1 0 2323 ATTEST: �Wi� CI • JeLLo; Ii Weld BY: Deputy Cle otoezo- WELD COUNTY SCOPE OF WORK FOR MOSQUITO TRAPPING PURPOSE: Wel&County seeks to engage the service of a third -party contractor to conduct mosquito trapping and survellance services in the County. 1. The service prcvider shall provide all supplies, equipment and personnel to operate and maintain: a. Approxindely sixteen (16) BioQuip Products C02 -baited CDC 6V miniature light traps, Part #2836BQNS1, or equivalent approved traps, at various sites selected with the concurrence of WCDPHE 'within the County. These traps shall be operated one night per week on the same day of the week dliring the mosquito season (approximately June —August). b. Fifteen (15: of the traps will be operated as part of the Mosquito Sentinel Program in accordance with state gudmines. The Mosquito Sentinel Program trap locations will be designated by WCDPHE. One (1) of the traps will be operated for historical data collection purposes. c. The WCDP-IE anticipates approximately 208 total trap nights (16 per week) for the mosquito season (6-1-20 TO 8-31-20) but may add or reduce the number of trap nights. The contractor should be flexible in aljusting this workload. 2. If for any reasai, such as inclement weather or holiday, any of the trap nights described in paragraph a, b, or c, above s cancelled, the service provider shall notify WCDPHE immediately. WCDPHE may require the service provider to reschedule the cancelled trap night as conditions allow. 3. Light traps dial be set on identified trap nights between the hours of 3:00 p.m. and 6:00 p.m. Collected mosquitoes shall be retrieved between 7:30 a.m. and 10:30 a.m. the morning following a trap night. 4. After each trap night the service provider shall collect, identify, speciate, and count all trapped mosquitoes byTnethods recognized by CDC and/or the Colorado Department of Public Health and Environment (CDPHE) and report this information to WCDPHE within 24 hours. 5. All mosquito trapping activities including the submission of mosquito pool specimens shall be conducted in accordance with the protocols established in the current CDPHE Mosquito Surveillance Plan. 6. The service provider will ensure that speciated mosquitoes from the fifteen (15) Mosquito Sentinel Program traps will be submitted to the state lab for disease testing (when applicable) within 24 hours of trap retrieval. Deviation from this requirement shall be reported to WCDPHE within 24 hours of failure to meet the deadiine. 7. The service provider shall assume all liability for the placement and operation of any and all equipment. WCDPHE she! not be responsible for any lost, damaged or stolen traps and/or equipment. 8. A map of the tap locations is attached. RECORD KEEPING The service provicer shall maintain all records and documents pertaining to the services provided under this contract for a period of 2 -years. By December 1, of each year of the contract, and/or upon request of WCDPHE, the service provider shall provide WCDPHE with copies of any and all records and documents pertaining to the services provided under this contract in an electronic and/or hard copy format approved by WCDPHE. BID REQUEST #62100098 Page 9 REPORTING ALL DATA DEVELOPED UNDER THIS CONTRACT BECOMES THE SOLE PROPERTY OF WELD COUNTY. By December 1, of each year of the contract, the service provider shall provide an annual report to WCDPHE regarding all service activities performed under this contract. The annual report shall be provided in a format acceptable to WCDPHE both electronically and in hard copy and shall include but not be limited to: summaries of all collection, identification, speciation, and counts of all trapped mosquitoes. Adult Mosquito Control Program Development and Coordination: In the event of a Public Health Emergency, the service provider shall assist WCDPHE in the development of timely adult mosquito control programs; such as ground and/or aerial adulticide spraying. Adult mosquito control programs shall be conducted in accordance with all state and federal requirements. The cost of this service and adult mosquito control programs are not included in this contract. WORK PRODUCTS Any and all maps, reports, spreadsheets, databases, geographical information system (GIS) files, newsletters and other hard copy or electronic documents generated by the service provider in fulfillment of its obligations under this contract shall be the property of WCDPHE, who shall have sole and complete discretion regarding their use and distribution. All work products shall be delivered to WCDPHE in a mutually agreed upon hardcopy and/or electronic format suitable for including in reports and folders. The data and reports will be furnished in standard 8 1/2 x 11 inch paper. All reports will include the activity undertaken in each of the cities in the County. TERM OF SERVICE AGREEMENT The Service Agreement shall be in effect for the period beginning May through December 2020 with an option of a contract renewal for three (3) additional one-year terms at the WCDPHE's discretion. QUESTIONS Email questions to bids weldgov com by 4, 2020 at 5:00 PM. PRICING March 2, 2020 at 5:00 PM. Answers will be posted online by March TOTAL BID (based on 208 trap nights) $ 26,000.00 (16 traps per night for 13 weeks: 6-1-20 to 8-31-20) COST PER ADDITIONAL TRAP NIGHTS $ 125.00 Provide pricing for any additional trap nights requested by the WCDPHE (these trap nights would be in addition to the 208 trap nights listed above.) Please return pages 9 through 11 with any bid. BID REQUEST #B2000098 Page 10 The undersig.e 4, by his or her signature, hereby acknowledges and represents that: 1 The b d proposed herein meets all of the conditions, specifications and special provisions set forth in tP e -equest for proposal for Request No. #B2000098. 2. The quotations set forth herein are exclusive of any federal excise taxes and all other state and locEl taxes. 3. He or ;he is authorized to bind the below -named bidder for the amount shown on the accompanying proposal sheets. 4. The signed bid submitted, all of the documents of the Request for Proposal contained herein (inc ucing, but not limited to, product specifications and scope of services), and the formal acc-?pance of the bid by Weld County, together constitutes a contract, with the contract date beir g he date of formal acceptance of the bid by Weld County. 5. Wed County reserves the right to reject any and all bids, to waive any informality in the bids, and to a ;cept the bid that, in the opinion of the Board of County Commissioners, is to the best ante -erts of Weld County. The bid(s) may be awarded to more than one vendor. FIRM VECT')F DISEASE CONTROL INTERNATIONAL, LLC BUSINESS ADDRESS 7C 0C BROADWAY #108 CITY, STATE, ZIP CODE DENVER, CO 80221 TELEPHONE NC 303-428-5908 FAX TAX ID # 27-4501078 PRINTED NAN, E AND TITLE ROBERT KOZAR REGIONAL DIRECTOR WESTERN OPERATIONS SIGNATURE E-MAIL RKOL'R@VDCI.NET DATE 03/032420 **ALL BIDDERS ;HALL PROVIDE A W-9 WITH THE SUBMISSION OF THEIR BID** WELD COUNTY S EXEMPT FROM COLORADO SALES TAXES. THE CERTIFICATE OF EXEMPTION NUMBER IS #98 M3551-0000. YOU DO NOT NEED TO SEND BACK PAGES 1 - 8. ATTEST: BOARD OF COUNTY COMMISSIONERS Weld County aef-c to the Board WELD COUNTY, COLORADO BY. Deputy Clerk to the Board Mike Freeman, Chair APPROVED AS TO SUBSTANCE: Elected Official or Department Head Controller/Purchasing Director ... - _••Akelam.,miliSamas BID REQUEST 4rB'i:J00098 Page 11 Vector Disease Control International Protecting Public Health Since 1992 March 2, 2020 Rob Turf Purchasing Manager Weld County Purchasing Department 1150 O Street Room 107 Greeley, CO 80631 Dear Mr Turf, Vector Disease Control International, LLC (VDCI) is pleased to provide the Weld County Department of Public Health and Environment with this bid for mosquito trapping and surveillance services— Bid Number 82000098 It has been our privilege to provide Weld County with a scientifically based mosquito trapping program of the highest quality for the past ten years and we hope to continue our outstanding partnership With the extremely rapid growth of the entire Colorado Front Range over the past decade VDCI has experienced dramatic increases in many of our operating expenses Office leases, hourly wages, liability and worker's comp insurance, supplies, and new equipment costs have all risen much higher than anyone anticipated Therefore, VDCI has no choice but to increase our 2020 contract price to help cover these expenses This increase would put the annual cost for 2020 at $26,000 00 ($125 00/trap night) We recognize that this increase is higher than what we would normally propose, so we are prepared to maintain this price for all potential subsequent renewal years VDCI is proud to be Weld County's mosquito trapping services provider, and we hope to continue building upon both the successful program, and the trust, that we have established throughout our ongoing partnership Please feel free to contact either myself, or VDCI's Chief Entomologist, Dr Michael Weissmann (303-428-5908), to further discuss this proposal Thank you, and as always, it is a pleasure serving the Weld County Department of Public Health and Environment and we look forward to continuing our outstanding relationship with you Respectfully, Rob Kozar Regional Director Western Operations Vector Disease Control International 7000 N Broadway, Suite 108 Denver, CO 80221 Tel 303-428-5908 1320 Brookwood Drive, Suite H, Little Rock, AR 72202 I 800 413 4445 I vdcl net \MC A Rentokil Company January 9, 2023 Gabri Vergara Consumer P-o-ection Manager Department of Public Health & Environment 1555 North 17:h Avenue Greeley, CO 8c 631 RE: 2023 Mosc uito Trapping Services Agreement Renewal Dear Ms. Verg Ira, It has beer cur privilege to provide the Weld County Department of Public Health and Environment with a scientifically based adult mosquito surveillance program of the highest quality for the oast 11 years and Vector Disease Control International (VDCI) would like to extend our current 3g -Bement for the 2022 mosquito season — RE: Bid Number B2000098. VDCI will hon Jr the per trap price of $125.00 for a total of 165 trap nights, reflecting the requested red action in services for 2023 from 208 trap nights in 2022. The annual cost for 2023 will be $20,62`.00. VDCI is proud to be Weld County's mosquito trapping services provider, and we hope to continue building upon ooth the successful program, and the trust, that we have established throughout our ongoing partnership. Please feel free to contact either me, Surveillance Manager, Anna Wanek (302-5)7-9494), or VDCI's Chief Entomologist, Dr. Michael Weissmann (303-428-5908), to further d suss this renewal proposal. Respectfully, Jason W. W Ili ims Regional Director Vector Diseas€ Control International, LLC Cell: 757-449-0123 jwilliams@Aci.net 7230 W 118th St, Unit C, Broomfield, CO 80020 Tel: 303.428.5908 I www.vdci.net Feint _g (Rev. December 2014) Department of the Treasury Internal Revenue Senr.ce Request for Taxpayer Identification Number and Certification Give Form to the requester. Do not send to the IRS. N 4) ci) e� n n Ta C r V go N c •c c a .0 a rn C) ar to 1 Narre (as shown on your income tax return). Name is required on this line. do not leave this line blank. Vector Disease Control International, LLC 2 Business name/disregarded entity name, it different from above 3 Check appropriate tsar for federal tax classification; check only one of the following seven boxes: ❑ IndividuaVsole proprietor or ❑ C Corporation ❑ S Corporation ❑ Partnership n Trust/estate single -member LLC Limited liability company. Enter the tax classification (C=C corporation, S=S corporation, P_parinorship) ► 0 C Note. For a single -member LLC that is disregarded. do not check I.LC: check the appropriate box in the line above for the tax classification of the single -member nwrwr. ❑ Other (see Instructions) p 4 Exemptions (codes apply only to certain entities. not individuals; see Instructions on page 3): Exempt payee code (if any) Exemption from FATCA reporting code (if any) GibD:el :0 d..CLr:i inrr.sfa? c1:s1• 'le U 51 5 Address (number. street, and apt. or suite no.) 1320 Brookwood Drive, Suite H 6 City. state. end ZIP code Little Rock, AR 72202 Requester's name and address (optional) 7 List account number(s) here (optional) Taxpayer Identification Number (TIN) Enter your TIN in the appropriate box. The TIN provided must match the name given on line 1 to avoid backup withholding. For individuals, this is generally your social security number (SSN). However. for a resident alien, sole proprietor, or disregarded entity, see the Part i instructions on page 3. For other entities, it is your employer identification number (EIN). If you do not have a number, see //ow to get a TIN on page 3. Note. If the account is in more than one name, see the instructions for line 1 and the chart on page 4 for guidetnes on whose number to enter. Certification Social security number or Employer identification number 4 5 0 0 7 Under penalties of perjury, I certify that: 1. The number shown on this form is my correct taxpayer identification number (or t am waiting for a number to be issued to me): and 2. I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the internal Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all Interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding; and 3. I am a U.S. citizen or other U.S. person (defined below); and 4, The FATCA code(s) entered on this form (if any) indicating that I am exempt from FATCA reporting is correct. Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA). and generally, payments other than interest and dividends, you aro not required to sign the certification, but you must provide your correct TIN. See the instructions on page 3. Sign Here Signature of U.S. person ► 1011104 P.Gtote.- General instructions Section references are to the Internal etevenuo Code unless otherwise noted. Future developments. Information about dove:ournews altecling Form W-9 (such as legislation axtacled after we release it) is at wtvwdrs.govi/w9. Purpose of Form An individual or entity (Form W-9 requester) who is required to filo an information return with the IRS must obtain your correct taxpayer identification number (TIN) which may be your social security number (SSN, individual taxpayer identification number (ITIN). adoption taxpayer identification n,,mber (ATIN). or employer Identification number (EIN). to report on an fnfonnation return the amount paid to you. or other amount reportable on an information return. Examples of information returns include, hut are not limited to, the following: • Form I G99-INT (interest earned or peal) • Form 1099-DIV (dividends. including those from stocks or mutual funds) • Form 1099-MISC (various types of income. prizes, awards, or gross proceeds) • Form 1099-B (stuck or mutual fund sates and certain other transactions by broker s) • Form 1099-S (proceeds from real estate transactions) • Form 10109-K (mercl+ant card and third party network transactions) Date ► 01/30/2020 • Form 1098 (home mortgage interest). 1098-E (student loan interest). 1098-1 (tuition) • Form 1099.C (canceled debt) • Form 1099-A (acquisition or abandonment of secured property) Use Form W-9 only it you aro a U.S. person (inclirding a resident alien), to provide your correct TIN. ff you do not return Form IN -9 to the requester with a TIN, you might be subject 10 backup witftholdiny. See What is backup withholding? on page 2. By signing the filled -out form, you: 1. Certify that the TIN you am giving is correct (or you are waiting for a number to bo issued). 2. Certify that you are not subject to backup withhold ng, or 3. Claim exemption from backup withholding if you are a U.S. exempt payee. If applicable, you aro atso certifyitg.that as a U.S. person, your allocable share of any partnership income from a U.S. trade or business is not subiect to the withholding tax en tofoign partners' share of effectively connected income. and 4. Certify that FATCA code(s) entered on this form (if any) indicating that you are exempt from the FATCA reporting. is correct. See What is FATCA reporting? on page 2 for fur flier Ii lunnatiurt. Cal. No. 10731X Form W-9 (Rev. 12.2014) Contract Form New Contract Request Entity Information Entity Name* VECTOR DISEASE CONTROL INTERNATIONAL LLC Entity ID #O0011906 Contract Name. Contract ID VECTOR DISEASE CONTROL INTERNATIONAL CONTRACT 6901 AGREEMENT EXTENSION #3 Contract Status CTB REVIEW ❑ New Entity? Parent Contract ID 4812 Contract Lead* Requires Board Approval KJAKUS-HOTCHKISS YES Contract Lead Email kjakus- hotchkiss@weldgov.com Department Project # Contract Description * VDCI CONTRACT AGREEMENT EXTENSION #3 OF 3 - 2023 AGREEMENT FOR MOSQUITO SURVEILLANCE Contract Description 2 Contract Type* AGREEMENT Amount* 320,625.00 Renewable* NO Automatic Renewal NO Grant NO IGA NO Department HEALTH Department Email CM-Health#w,veldgov.com Department Head Email CM-Health- DeptHead#weldgov.com County Attorney GENERAL COUNTY ATTORNEY EMAIL County Attorney Email CM- COUNTYATTORNEY@NVELDG OV.COM If this is a renewal enter previous Contract ID 5747 If this is part of a NSA enter NSA Contract ID Requested BOCC Agenda Date* 05 { 102023 Due Date 05;06:2023 Will a work session with BOCC be required?* NO Does Contract require Purchasing Dept. to be included? NO Note: the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts are not in Onlase Contract Dates Effective Date 05/01'2023 Review Date. 01;31!2024 Renewal Date Termination Notice Period Committed Delivery Date Expiration Date* 12/31,2023 Contact Information Contact Info Contact Name Purchasing Contact Type Contact Email Contact Phone 1 Contact Phone 2 Purchasing Approver Purchasing Approved Date Approval Process Department Head TANYA GEISER DH Approved Date 05/07/'2023 Final Approval BOCC Approved BOCC Signed Date BOCC Agenda Date 05;`10x2023 Originator KJAKUS-HOTCHKISS Finance Approver CHRIS a'OVIDIO Legal Counsel MATTHEW CONROY Finance Approved Date Legal Counsel Approved Date 05+08/2023 05 08/2023 Tyler Ref # AG 051023 (,on+'o.c4 1D1�514'7 Memorandum TO: Scott James, Chair Board of County Commissioners FROM: Mark Lawley, Executive Director Department of Public Health & Environment DATE: April 13, 2022 SUBJECT: Contract Extension #2 with Vector Disease Control International (VDCI) for Weld County Mosquito Surveillance For the Board's approval is the Contract Agreement Extension between Public Health and Environment and Vector Disease Control International (VDCI), including letter from VDCI agreeing to extend the original agreement without increasing prices for 2022, and a copy of the original 2020 bid approved on March 25, 2020. This will be the second extension, of three possible additional one-year terms. The proposed costs of $26,000 or $125 per trap (208 total traps or 16/week), for the period of June 6, 2022, through August 29, 2022, are in line with the original bid/contract and accounted for in the 2022 budget. This includes 15 sentinel zone traps and one additional historical surveillance trap (located in Fort Lupton) per week. The Department has been satisfied with the past services provided by VDCI. Assistant Weld County Attorney, Karin McDougal, has reviewed this Contract and determined that its terms are acceptable. The Board approved placement of this Contract Extension on the Board's agenda via pass -around dated April 8, 2022. I recommend approval of this second one-year extension to the mosquito surveillance bid/agreement awarded to Vector Disease Control International (VDCI). 6:ifitie)d-4-./e/f/t- o nod% Z w2o-oW-{ BOARD OF COUNTY COMMISSIONERS PASS -AROUND REVIEW TITLE: Contract Extension with Vector Disease Control International (VDCI) for Weld County Mosquito Surveillance DEPARTMENT: Public Health and Environment DATE: April 8, 2022 PERSON REQUESTING: Mark Lawley, Executive Director Brief description of the problem/issue: Enclosed for the Board's review and approval is the Contract Agreement Extension between Public Health and Environment and Vector Disease Control International (VDCI), including letter from VDCI agreeing to extend the original reemei with ut increasing prices for 2022, and a copy of the original 2020 bid approved on March 25, 2020. This will be the second extension, of three possible additional one-year terms. The proposed costs of $26,000 or $125 per trap (208 total traps or 16/week), for the period of June 6, 2022, through August 29, 2022, are in line with the original bid/contract and accounted for in the 2022 budget. This includes 15 sentinel zone traps and one additional historical surveillance trap (located in Fort Lupton) per week. The Department has been satisfied with the past services provided by VDCI. What options exist for the Board? (include consequences, impacts, costs, etc. of options): The Board may either approve or deny the contract renewal/extension. Denial of extension could, potentially, eliminate active WNV surveillance in Weld County, as there are no other Colorado companies providing this same service, and out-of-state companies would make the program cost prohibitive. Recommendation: I recommend approval of this second one-year extension to the mosquito surveillance bid/agreement awarded to Vector Disease Control International (VDCI). Approve Schedule Recommendation Work Session Other/Comments: Perry L. Buck Mike Freeman, Pro-Tem Scott K. James, Chair Steve Moreno Lori Saine Christie Peters From: Sent: To: Subject: Attachments: Rob Kozar <rkozar@vdci.net> Monday, March 2, 2020 3:30 PM bids 2020 Weld County Mosquito Trapping and Surveillance Bid B2000098 WELD COUNTY 2020 MOSQUITO SURVEILLANCE PROPOSAL BID B2000098.pdf This email originated from outside of Weld County Government. Do not click links or open attachments unless you recognize the sender and know the content is safe. Mr. Turf, Attached is VDCI's bid for mosquito trapping and surveillance services in 2020 and possibly beyond. Please let me know if you have any questions or comments and as we will not be sending a hard copy I hereby waive my right to a sealed bid. Thank you once again. Best Regards, Rob Rob Kozar VDCI Regional Director 303-428-5908 rkozar@vdci.net This e-mail together with any attachments is intended only for the recipient(s) named above. It may contain confidential and/or privileged information and express views or opinions that are those of the sender and not necessarily of the sender's organization. The disclosure, reproduction, distribution or other dissemination or use of this communication is strictly prohibited by anyone other than the intended recipient(s). If you are not a named recipient, please contact the sender and delete this e-mail from your system. Rentokil North America, Inc., 1125 Berkshire Blvd, Suite 150, Wyomissing, PA 19610 1 CONTRACT AGREEMENT EXTENSION/RENEWAL BETWEEN THE WELD COUNTY DEPARTMENT OF PUBLIC HEALTH & ENVIRONMENT AND VECTOR DISEASE CONTROL INTERNATIONAL This Agreement Extension/Renewal ("Renewal"), made and entered into vI day of , 2022, by and between the Board of Weld County Commissioners, on behalf of the Weld County Department of Public Health and hereinafter referred to as the "Department", and Vector Disease Control International, hereinafter referred to as the "Contractor". WHEREAS the parties entered into an agreement (the "Original Agreement") identified by the Weld County Clerk to the Board of County Commissioners as document No. 2020-0864, approved on March 23, 2020. WHEREAS the parties hereby agree to extend the term of the Original Agreement in accordance with the terms of the Original Agreement, which is incorporated by reference herein, as well as the terms provided herein. NOW THEREFORE, in consideration of the premises, the parties hereto covenant and agree as follows: • The Original Agreement ended on April 30, 2021 and was extended for a one-year period, through April 30, 2022. • The parties agree to extend the Original Agreement for an additional one-year period, which will begin May 1, 2022, and will end on April 30, 2023. • The Renewal, together with the Original Agreement, constitutes the entire understanding between the parties. The following change is hereby made to the Contract Documents, which shall be effective upon the expiration of the current term of the Original Agreement: 1. The services being provided under this Agreement will occur from May 1, 2022, through September 31, 2022. 2. The Contractor agrees to hold the cost at $26,000 for trapping services provided during this service period. • All other terms and conditions of the Original Agreement remain unchanged. IN WITNESS WHEREOF, the parties hereto have duly executed the Agreement as of the day, month, and year first above written. CONTRACTOR: Jason W. Williams, Regional Director Printed Name, Signature BOARD OF COUNTY COMMISSIONERS WELD AUNTY, CQLORADO t K. James, Chair MAY 0 9.2022 ATTEST: d� (1• Weld BY: Deputy Cler 02.002.0-°16'L VDCI A Rentokil Company February 10, 2022 Gabri Vergara Consumer Protection Manager Department of Public Health & Environment 1555 North 17th Avenue Greeley, CO 80631 RE: 2022 Mosquito Trapping Services Agreement Renewal Dear Ms. Vergara, It has been our privilege to provide the Weld County Department of Public Health and Environment with a scientifically based adult mosquito surveillance program of the highest quality for the past 10 years and Vector Disease Control International (VDCI) would like to extend our current agreement for the 2022 mosquito season — RE: Bid Number B2000098. As established in the current agreement, VDCI is proposing no price increase to the program, provided that the scope of work remains the same. Therefore, the annual cost for 2022 will be $26,000.00. VDCI is proud to be Weld County's mosquito trapping services provider, and we hope to continue building upon both the successful program, and the trust, that we have established throughout our ongoing partnership. Please feel free to contact either me, Surveillance Manager, Anna Wanek (303-507-9494), or VDCI's Chief Entomologist, Dr. Michael Weissmann (303-428-5908), to further discuss this renewal proposal. Respectfully, Jason W. Williams Regional Director Vector Disease Control International, LLC Cell: 757-449-0123 jilliams@vdci.net 7230 W 118th St, Unit C, Broomfield, CO 80020 Tel: 303.428.5908 I www.vdci.net Vector Disease Control International Protecting Public Health Since 1992. March 2, 2020 Rob Turf Purchasing Manager Weld County Purchasing Department 1150 O Street Room 107 Greeley, CO 80631 Dear Mr. Turf, Vector Disease Control International, LLC (VDCI) is pleased to provide the Weld County Department of Public Health and Environment with this bid for mosquito trapping and surveillance services — Bid Number 82000098. It has been our privilege to provide Weld County with a scientifically based mosquito trapping program of the highest quality for the past ten years and we hope to continue our outstanding partnership. With the extremely rapid growth of the entire Colorado Front Range over the past decade VDCI has experienced dramatic increases in many of our operating expenses. Office leases, hourly wages, liability and worker's comp insurance, supplies, and new equipment costs have all risen much higher than anyone anticipated. Therefore, VDCI has no choice but to increase our 2020 contract price to help cover these expenses. This increase would put the annual cost for 2020 at $26,000.00 ($125.00/trap night). We recognize that this increase is higher than what we would normally propose, so we are prepared to maintain this price for all potential subsequent renewal years. VDCI is proud to be Weld County's mosquito trapping services provider, and we hope to continue building upon both the successful program, and the trust, that we have established throughout our ongoing partnership. Please feel free to contact either myself, or VDCI's Chief Entomologist, Dr. Michael Weissmann (303-428-5908), to further discuss this proposal. Thank you, and as always, it is a pleasure serving the Weld County Department of Public Health and Environment and we look forward to continuing our outstanding relationship with you. Respectfully, Rob Kozar Regional Director Western Operations Vector Disease Control International 7000 N. Broadway, Suite 108 Denver, CO 80221 Tel: 303-428-5908 1320 Brookwood Drive, Suite H, Little Rock, AR 72202 I 800.413.4445 ( vdci.net WELD COUNTY SCOPE OF WORK FOR MOSQUITO TRAPPING PURPOSE: Weld County seeks to engage the service of a third -party contractor to conduct mosquito trapping and surveillance services in the County. 1. The service provider shall provide all supplies, equipment and personnel to operate and maintain: a. Approximately sixteen (16) BioQuip Products CO2-baited CDC 6V miniature light traps, Part #2836BQNS1, or equivalent approved traps, at various sites selected with the concurrence of WCDPHE within the County. These traps shall be operated one night per week on the same day of the week during the mosquito season (approximately June —August). b. Fifteen (15) of the traps will be operated as part of the Mosquito Sentinel Program in accordance with state guidelines. The Mosquito Sentinel Program trap locations will be designated by WCDPHE. One (1) of the traps will be operated for historical data collection purposes. c. The WCDPHE anticipates approximately 208 total trap nights (16 per week) for the mosquito season (6-1-20 TO 8-31-20) but may add or reduce the number of trap nights. The contractor should be flexible in adjusting this workload. 2. If for any reason, such as inclement weather or holiday, any of the trap nights described in paragraph a, b, or c, above is cancelled, the service provider shall notify WCDPHE immediately. WCDPHE may require the service provider to reschedule the cancelled trap night as conditions allow. 3. Light traps shall be set on identified trap nights between the hours of 3:00 p.m. and 6:00 p.m. Collected mosquitoes shall be retrieved between 7:30 a.m. and 10:30 a.m. the morning following a trap night. 4. After each trap night the service provider shall collect, identify, speciate, and count all trapped mosquitoes by methods recognized by CDC and/or the Colorado Department of Public Health and Environment (CDPHE) and report this information to WCDPHE within 24 hours. 5. All mosquito trapping activities including the submission of mosquito pool specimens shall be conducted in accordance with the protocols established in the current CDPHE Mosquito Surveillance Plan. 6. The service provider will ensure that speciated mosquitoes from the fifteen (15) Mosquito Sentinel Program traps will be submitted to the state lab for disease testing (when applicable) within 24 hours of trap retrieval. Deviation from this requirement shall be reported to WCDPHE within 24 hours of failure to meet the deadline. 7. The service provider shall assume all liability for the placement and operation of any and all equipment. WCDPHE shall not be responsible for any lost, damaged or stolen traps and/or equipment. 8. A map of the trap locations is attached. RECORD KEEPING The service provider shall maintain all records and documents pertaining to the services provided under this contract for a period of 2 -years. By December 1, of each year of the contract, and/or upon request of WCDPHE, the service provider shall provide WCDPHE with copies of any and all records and documents pertaining to the services provided under this contract in an electronic and/or hard copy format approved by WCDPHE. BID REQUEST #62000098 Page 9 REPORTING ALL DATA DEVELOPED UNDER THIS CONTRACT BECOMES THE SOLE PROPERTY OF WELD COUNTY. By December 1, of each year of the contract, the service provider shall provide an annual report to WCDPHE regarding all service activities performed under this contract. The annual report shall be provided in a format acceptable to WCDPHE both electronically and in hard copy and shall include but not be limited to: summaries of all collection, identification, speciation, and counts of all trapped mosquitoes. Adult Mosquito Control Program Development and Coordination: In the event of a Public Health Emergency, the service provider shall assist WCDPHE in the development of timely adult mosquito control programs; such as ground and/or aerial adulticide spraying. Adult mosquito control programs shall be conducted in accordance with all state and federal requirements. The cost of this service and adult mosquito control programs are not included in this contract. WORK PRODUCTS Any and all maps, reports, spreadsheets, databases, geographical information system (GIS) files, newsletters and other hard copy or electronic documents generated by the service provider in fulfillment of its obligations under this contract shall be the property of WCDPHE, who shall have sole and complete discretion regarding their use and distribution. All work products shall be delivered to WCDPHE in a mutually agreed upon hardcopy and/or electronic format suitable for including in reports and folders. The data and reports will be furnished in standard 8 1/2 x 11 inch paper. All reports will include the activity undertaken in each of the cities in the County. TERM OF SERVICE AGREEMENT The Service Agreement shall be in effect for the period beginning May through December 2020 with an option of a contract renewal for three (3) additional one-year terms at the WCDPHE's discretion. QUESTIONS Email questions to bids@weldqov.com by 4, 2020 at 5:00 PM. PRICING March 2, 2020 at 5:00 PM. Answers will be posted online by March TOTAL BID (based on 208 trap nights) $ 26,000.00 (16 traps per night for 13 weeks: 6-1-20 to 8-31-20) COST PER ADDITIONAL TRAP NIGHTS $ 125.00 Provide pricing for any additional trap nights requested by the WCDPHE (these trap nights would be in addition to the 208 trap nights listed above.) Please return pages 9 through 11 with any bid. BID REQUEST #B2000098 Page 10 The undersigned, by his or her signature, hereby acknowledges and represents that: 1. The bid proposed herein meets all of the conditions, specifications and special provisions set forth in the request for proposal for Request No. #B2000098. 2. The quotations set forth herein are exclusive of any federal excise taxes and all other state and local taxes. 3. He or she is authorized to bind the below -named bidder for the amount shown on the accompanying proposal sheets. 4. The signed bid submitted, all of the documents of the Request for Proposal contained herein (including, but not limited to, product specifications and scope of services), and the formal acceptance of the bid by Weld County, together constitutes a contract, with the contract date being the date of formal acceptance of the bid by Weld County. 5. Weld County reserves the right to reject any and all bids, to waive any informality in the bids, and to accept the bid that, in the opinion of the Board of County Commissioners, is to the best interests of Weld County. The bid(s) may be awarded to more than one vendor. FIRM VECTOR DISEASE CONTROL INTERNATIONAL, LLC BUSINESS ADDRESS 7000 BROADWAY #108 CITY, STATE, ZIP CODE DENVER, CO 80221 TELEPHONE NO 303-428-5908 FAX TAX ID # 27-4501078 PRINTED NAME D TITLE ROBERT KOZAR REGIONAL DIRECTOR WESTERN OPERATIONS SIGNATURE \\., E-MAIL RKOZAR@VDCI.NET DATE 03/03/2020 **ALL BIDDERS SHALL PROVIDE A W-9 WITH THE SUBMISSION OF THEIR BID** WELD COUNTY IS EXEMPT FROM COLORADO SALES TAXES. THE CERTIFICATE OF EXEMPTION NUMBER IS #98-03551-0000. YOU DO NOT NEED TO SEND BACK PAGES 1 - 8. ATTEST: BOARD OF COUNTY COMMISSIONERS Weld County Clerk to the Board WELD COUNTY, COLORADO BY: Deputy Clerk to the Board Mike Freeman, Chair APPROVED AS TO SUBSTANCE: Elected Official or Department Head Controller/Purchasing Director BID REQUEST #B2000098 Page 11 Form (Rev. December 2W 4) Department of the Treasury Internal Revenue Service Request for Taxpayer Identification Number and Certification Give Form to the requester. Do not send to the IRS. cNi a1 cn ca n~ c re a c Z o U .g G en •c c a. as o. cn (1) ar 1 Narre (as shown on your income tax return). Name is required on this line; do not leave this line blank. Vector Disease Control International, LLC 2 Business name/disregarded entity name. if different from above 3 Check appropriate box for federal tax classification; check only one of the following seven boxes: ❑ individual/sole proprietor or r C Corporation N S Corporation ❑ Partnership single -member LLC Limited liability company. Enter the tax classification (C=C corporation, S -S corporation, P=p rincrship) o 0 ❑ Trust/estate C Note. For a single -member LLC that is disregarded, do not check I.LC; check the appropriate box in the tine above for the tax classification of the single -member owner. ❑ Other (see instructions) a 5 Address (number. street, and apt. or suite no.) 1320 Brookwood Drive, Suite H 6 City. state. end ZIP code Little Rock, AR 72202 7 List account numbers) here (optional) 4 Exemptions (codes apply only to certain entities. not individuals; see instructions on page 3): Exempt payee code (if any) Exemption from FATCA reporting code (if any) 490 es to a=.cc.ra m3?b "..ca cede 1a Requester's name and address (optional) Taxpayer Identification Number (TIN) Enter your TIN in the appropriate box. The TIN provided must match the name given on line 1 to avoid backup withholding. For individuals, this is generally your social security number (SSN). However, for a resident alien, sole proprietor, or disregarded entity, see the Part I instructions on page 3. For other entities, it is your employer identification number (EIN). If you do not have a number, see Ilow to get a TIN on page 3. Note. If the account is in more than one name, see the instructions for line 1 and the chart on page 4 for guidelines on whose number to enter. Social security number or 1 Employer identification number 2 7 4 5 0 0 7 8 Certification Under penalties of perjury, i certify that: 1. The number shown on this form is my correct taxpayer identification number (or t am waiting for a number to be issued to me); and 2. 1 am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) i have not been notified by the internal Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding; and 3. I am a U.S. citizen or other U.S. person (defined below); and 4. The FATCA code(s) entered on this form (if any) indicating that I am exempt from FATCA reporting is correct. . Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and generally, payments other than interest and dividends, you are not required to sign the certification, but you must provide your correct TIN. See the instructions on page 3. Sign Here Signature of U.S. person is p,„„, General Instructions Section references are to the Internal Revenue Code unless otherwise rated. Future developments. Information about developments affecting Form W-9 (such as legislation enacted after we release it) Is at ww'.irs.govllw9. Purpose of Form An individual or entity (Form W-9 requester) who is required to file an information return with the IRS must obtain your correct taxpayer identification number (TiN) which may be your social security number (SSN), individual taxpayer identification number (MIN). adoption taxpayer identification number (ATIN), or employer identification number (EIN). to report on an information return the amount paid to you, or other amount reportable on an information return. Examples of information returns include, but are not limited to, the following: • Form 1099-tNT (interest earned or paid) • Form 1099-DIV (dividends, including those from stocks or mutual funds) • Form 1099-MISC (various types of income. prizes, awards, or gross proceeds) • Form 1099-B (stock or mutual fund sales and certain other transactions by brokers) • Form 1099-S {proceeds from real estate transactions) • Form 1009-K {merchant card and third party network transactions) Date o 01/30/2020 • Form 1098 (home mortgage interest). 1098-E (student loan interest). 1098-T (tuition) • Form 1099-C (canceled debt) • Form 1099-A (acquisition or abandonment of secured property) Use Form W-9 only if you aro a U.S. person (including a resident alien), to provide your correct TIN. If you do not return Form W-9 to the requester with a TIN, you might be subject to backup withholding. See What is backup withholding? on page 2. By signing the filled -out form, you: 1. Certify that the TIN you are giving is correct (or you are waiting for a number to be issued). 2. Certify that you are not subject to backup withhold.ng. or 3. Claim exemption from backup withholding if you are a U.S. exempt payee. If applicable, you aro also certifying. that as a U.S. person, your allocable share of any partnership income from a U.S. trade or business is not subject to the withholding tax cn foreign partners' share of effectively connected income. and 4. Certify that FATCA code(s) entered on this form (if any) indicating that you are exempt from the FATCA reporting, is correct. See What is FATCA reporting? on page 2 for further irlfurmation. Cat. No. 10231X Form W-9 (Rev. 12-2014) 4, re,. • Contract Form Entity Information New Contract Request Entity Name* VECTOR DISEASE CONTROL INTERNATIONAL LLC Entity ID* 0001 1906 Contract Name* VDCI CONTRACT AGREEMENT EXTENSION #2 Contract Status CTB REVIEW Contract Description* 2022 AGREEMENT FOR MOSQUITO SURVEILLANCE Contract Description 2 Contract Type* AGREEMENT Amount * $26,000.00 Renewable* YES Automatic Renewal NO Grant NO IGA NO Department HEALTH Department Email CM-HealthPveldgov.com Department Head Email CM-Health- DeptHead Q weldgov.com County Attorney GENERAL COUNTY ATTORNEY EMAIL County Attorney Email CM- COUNTYATTORNEY@WELDG OV.COM If this is a renewal enter previous Contract ID 4812 If this is part of a MSA enter MSA Contract ID New Entity? Contract ID 5747 Contract Lead* AGOMEZ Contract Lead Email agornez@weldgov.com Requested BOCC Agenda Date* 04 18; 2022 Parent Contract ID Requires Board Approval YES Department Project I Due Date 04,14/2022 Will a work session with BOCC be required?* NO Does Contract require Purchasing Dept. to be included? NO Note: the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts are not in OnBase Contract Dates Effective Date 05,01;2022 Review Date* 01 02/2023 Renewal Date* 05;01.`2023 Termination Notice Period Committed Delivery Date Expiration Date Contact Information Contact Info Contact Name Purchasing Purchasing Approver CONSENT Approval Process Department Head TANYA GEISER DH Approved Date 0510412022 Final BOCC Approved BOCC signed Date BOCC Agenda Date 05?09,'2022 Originator AGOMEZ Contact Type Contact Email Finance Approver CONSENT Contact Phone 1 Purchasing Approved Date 05/04/2022 Finance Approved Date 05.0412022 Tyler Ref # AG 050922 Legal Counsel CONSENT Contact Phone 2 Legal Counsel Approved Date 0504,.2022 Coni-ra c+ # I Memorandum TO: Steve Moreno, Chair Board of County Commissioners FROM: Mark Lawley, Executive Director Department of Public Health & Environment DATE: May 19, 2021 SUBJECT: Amendment #1 to Agreement with Vector Disease Control International for Weld County Mosquito Surveillance For the Board's approval is Amendment #1 to the 2020 Agreement between Vector Disease Control International (VDCI) (Contractor) and Board of Weld County Commissioners, on behalf of the Weld County Department of Public Health and Environment (Department). In March of 2020, VDCI was the successful bidder for mosquito trapping and surveillance in Weld County. As part of the bid award, the Department and Contractor were granted the option to renew this Agreement annually for up to three additional years. The Department has been satisfied with the past services provided by Contractor and Contractor is agreeing to extend the original Agreement without increasing prices for 2021, as indicated in the letter they provided to the Department dated March 18, 2021. The beginning date of this first amendment/extension is May 1, 2021, and will extend through December 31, 2021. The proposed annual cost of $26,000, or $125 per trap for 16 weeks, for the trapping period of June 1, 2021, through August 31, 2021, are in line with the original bid/contract and accounted for in the 2021 budget. This includes 15 sentinel zone traps and one additional historical surveillance trap (located in Fort Lupton) per week. The Board approved placement of this contract extension on the Board's consent agenda via pass - around dated April 9, 2021. I recommend approval for a one-year extension to the Agreement for mosquito surveillance awarded to Vector Disease Control International. C&:0146-d-e/lit 040 nscn+ i4$anda. 6- /G -021 aoQo -OgC09 I-ILOO5 BOARD OF COUNTY COMMISSIONERS PASS -AROUND REVIEW PASS -AROUND TITLE: Amendment #1 to Agreement with Vector Disease Control International for Weld County Mosquito Surveillance DEPARTMENT: PUBLIC HEALTH & ENVIRONMENT PERSON REQUESTING: Mark Lawley, Executive Director DATE: April 9, 2021 Brief description of the problem/issue: Enclosed for the Board's review and approval is Amendment #1 to the 2020 Agreement between Vector Disease Control International (VDCI) (Contractor) and Board of Weld County Commissioners, on behalf of the Weld County Department of Public Health and Environment (Department). In March of 2020, VDCI was the successful bidder for mosquito trapping and surveillance in Weld County. As part of the bid award, the Department and Contractor were granted the option to renew this Agreement annually for up to three additional years. The Department has been satisfied with the past services provided by Contractor and Contractor is agreeing to extend the original Agreement without increasing prices for 2021, as indicated in the letter they provided to the Department dated March 18, 2021. The beginning date of this first amendment/extension is May 1, 2021, and will extend through December 31, 2021. The proposed annual cost of $26,000, or $125 per trap for 16 weeks, for the trapping period of June 1, 2021, through August 31, 2021, are in line with the original bid/contract and accounted for in the 2021 budget. This includes 15 sentinel zone traps and one additional historical surveillance trap (located in Fort Lupton) per week. This Amendment was executed on the approved, standardized form for such purposes and we are requesting placement of this item on the Board's consent agenda. What options exist for the Board? (include consequences, impacts, costs, etc. of options): The Board may either approve or deny the contract renewal/extension. Denial of extension could, potentially, eliminate active WNV surveillance in Weld County, as there are no other Colorado companies providing this same service, and out-of-state companies would make the program cost prohibitive. Recommendation: I recommend approval for a one-year extension to the Agreement for mosquito surveillance awarded to Vector Disease Control International and for placement on the Board's consent agenda. Approve Recommendation Perry L. Buck Mike Freeman Scott K. James, Pro -Tern Steve Moreno, Chair Lori Saine Schedule Work Session Other/Comments: Steve Moreno, Chair CONTRACT AGREEMENT EXTENSION/RENEWAL BETWEEN THE WELD COUNTY DEPARTMENT OF PUBLIC HEALTH & ENVIRONMENT AND VECTOR DISEASE CONTROL INTERNATIONAL +h This Agreement Extension/Renewal ("Renewal"), made and entered into day of ZUf1e., , 2021, by and between the Board of Weld County Commissioners, on behalf of the Weld County Department of Public Health and Environment, hereinafter referred to as the "Department", and Vector Disease Control International, hereinafter referred to as the "Contractor". WHEREAS the parties entered into an agreement (the "Original Agreement") identified by the Weld County Clerk to the Board of County Commissioners as document No. 2020-0864, approved on March 23, 2020. WHEREAS the parties hereby agree to extend the term of the Original Agreement in accordance with the terms of the Original Agreement, which is incorporated by reference herein, as well as the terms provided herein. NOW THEREFORE, in consideration of the premises, the parties hereto covenant and agree as follows: • The Original Agreement will end on April 30, 2021. • The parties agree to extend the Original Agreement for an additional one-year period, which will begin May 1, 2021, and will end on April 30, 2022. • The Renewal, together with the Original Agreement, constitutes the entire understanding between the parties. The following change is hereby made to the Contract Documents, which shall be effective upon the expiration of the current term of the Original Agreement: 1. The services being provided under this Agreement will occur from May 1, 2021, through December 31, 2021. 2. The Contractor agrees to hold the cost of $26,000 for trapping services provided during this service period. • All other terms and conditions of the Original Agreement remain unchanged. IN WITNESS WHEREOF, the parties hereto have duly executed the Agreement as of the day, month, and year first above written. CONTRACTOR: Jason W. Williams, Regional Director Printed Name /) �<1 Signature BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLORADO JUN 1 6 2021 0200 20 Vector Disease Control International Protecting Public Health Since 1992. March 18, 2021 Kristeen Bevel Weld County Dept. of Public Health and Environment 1555 North 17th Avenue Greeley, CO 80631 RE: 2021 Mosquito Trapping Services Agreement Renewal Dear Ms. Bevel, It has been our privilege to provide the Weld County Department of Public Health and Environment with a scientifically based adult mosquito surveillance program of the highest quality for the past nine years and Vector Disease Control International (VDCI) would like to extend our current agreement for the 2021 mosquito season — RE: Bid Number B2000098. As established in the current agreement, VDCI is proposing no price increase to the program, provided that the scope of work remains the same. Therefore, the annual cost for 2021 will be $26,000.00. VDCI is proud to be Weld County's mosquito trapping services provider, and we hope to continue building upon both the successful program, and the trust, that we have established throughout our ongoing partnership. Please feel free to contact either me, Surveillance Manager, Anna Wanek (303-507-9494), or VDCI's Chief Entomologist, Dr. Michael Weissmann (303-428-5908), to further discuss this renewal proposal. Thank you, and as always, it is a pleasure serving the Weld County Department of Public Health and Environment and we look forward to continuing our outstanding relationship with you. Respectfully, Jason W. Williams Regional Director Vector Disease Control International 7000 N. Broadway, Suite 108 Denver, CO 80221 Cell: 757-449-0123 jwilliams@vdci.net 7000 North Broadway, Suite 108, Denver, CO 80221 Tel: 303.428.5908 I www.vdci.net Christie Peters From: Sent: To: Subject: Attachments: Rob Kozar <rkozar@vdci.net> Monday, March 2, 2020 3:30 PM bids 2020 Weld County Mosquito Trapping and Surveillance Bid B2000098 WELD COUNTY 2020 MOSQUITO SURVEILLANCE PROPOSAL BID B2000098.pdf Cats' This email originated from outside of Weld County Government. Do not click links or open attachments unless you recognize the sender and know the content is safe. Mr. Turf, Attached is VDCI's bid for mosquito trapping and surveillance services in 2020 and possibly beyond. Please let me know if you have any questions or comments and as we will not be sending a hard copy I hereby waive my right to a sealed bid. Thank you once again. Best Regards, Rob WPM RIM Rob Kozar VDCI Regional Director 303-428-5908 rkozar@vdci.net This e-mail together with any attachments is intended only for the recipient(s) named above. It may contain confidential and/or privileged information and express views or opinions that are those of the sender and not necessarily of the sender's organization. The disclosure, reproduction, distribution or other dissemination or use of this communication is strictly prohibited by anyone other than the intended recipient(s). If you are not a named recipient, please contact the sender and delete this e-mail from your system. Rcntokil North America, Inc., 1125 Berkshire Blvd, Suite 150, Wyomissing, PA 19610 1. Vector Disease Control Inter Protecting Public Health Since 1992, Rob Turf Purchasing Manager Weld County Purchasing Department 1150 O Street Room 107 Greeley, CO 80631 Dear Mr. Turf, tgiational March 2, 2020 Vector Disease Control International, LLC (VDCI) is pleased to provide the Weld County Department of Public Health and Environment with this bid for mosquito trapping and surveillance services — Bid Number B2000098. It has been our privilege to provide Weld County with a scientifically based mosquito trapping program of the highest quality for the past ten years and we hope to continue our outstanding partnership. With the extremely rapid growth of the entire Colorado Front Range over the past decade VDCI has experienced dramatic increases in many of our operating expenses. Office leases, hourly wages, liability and worker's comp insurance, supplies, and new equipment costs have all risen much higher than anyone anticipated. Therefore, VDCI has no choice but to increase our 2020 contract price to help cover these expenses. This increase would put the annual cost for 2020 at $26,000.00 ($125.00/trap night). We recognize that this increase is higher than what we would normally propose, so we are prepared to maintain this price for all potential subsequent renewal years. VDCI is proud to be Weld County's mosquito trapping services provider, and we hope to continue building upon both the successful program, and the trust, that we have established throughout our ongoing partnership. Please feel free to contact either myself, or VDCI's Chief Entomologist, Dr. Michael Weissmann (303-428-5908), to further discuss this proposal. Thank you, and as always, it is a pleasure serving the Weld County Department of Public Health and Environment and we look forward to continuing our outstanding relationship with you. Respectfully, Rob Kozar Regional Director Western Operations Vector Disease Control International 7000 N. Broadway, Suite 108 Denver, CO 80221 Tel: 303-428-5908 1320 Brookwood Drive, Suite H, Little Rock, AR 72202 800.413.4445 vdci.net WELD COUNTY SCOPE OF WORK FOR MOSQUITO TRAPPING PURPOSE: Weld County seeks to engage the service of a third -party contractor to conduct mosquito trapping and surveillance services in the County. 1. The service provider shall provide all supplies, equipment and personnel to operate and maintain: a. Approximately sixteen (16) BioQuip Products CO2-baited CDC 6V miniature light traps, Part #2836BQNS1, or equivalent approved traps, at various sites selected with the concurrence of WCDPHE within the County. These traps shall be operated one night per week on the same day of the week during the mosquito season (approximately June —August). b. Fifteen (15) of the traps will be operated as part of the Mosquito Sentinel Program in accordance with state guidelines. The Mosquito Sentinel Program trap locations will be designated by WCDPHE. One (1) of the traps will be operated for historical data collection purposes. c. The WCDPHE anticipates approximately 208 total trap nights (16 per week) for the mosquito season (6-1-20 TO 8-31-20) but may add or reduce the number of trap nights. The contractor should be flexible in adjusting this workload. 2. If for any reason, such as inclement weather or holiday, any of the trap nights described in paragraph a, b, or c, above is cancelled, the service provider shall notify WCDPHE immediately. WCDPHE may require the service provider to reschedule the cancelled trap night as conditions allow. 3. Light traps shall be set on identified trap nights between the hours of 3:00 p.m. and 6:00 p.m. Collected mosquitoes shall be retrieved between 7:30 a.m. and 10:30 a.m. the morning following a trap night. 4. After each trap night the service provider shall collect, identify, speciate, and count all trapped mosquitoes by methods recognized by CDC and/or the Colorado Department of Public Health and Environment (CDPHE) and report this information to WCDPHE within 24 hours. 5. All mosquito trapping activities including the submission of mosquito pool specimens shall be conducted in accordance with the protocols established in the current CDPHE Mosquito Surveillance Plan. 6. The service provider will ensure that speciated mosquitoes from the fifteen (15) Mosquito Sentinel Program traps will be submitted to the state lab for disease testing (when applicable) within 24 hours of trap retrieval. Deviation from this requirement shall be reported to WCDPHE within 24 hours of failure to meet the deadline. 7. The service provider shall assume all liability for the placement and operation of any and all equipment. WCDPHE shall not be responsible for any lost, damaged or stolen traps and/or equipment. 8. A map of the trap locations is attached. RECORD KEEPING The service provider shall maintain all records and documents pertaining to the services provided under this contract for a period of 2 -years. By December 1, of each year of the contract, and/or upon request of WCDPHE, the service provider shall provide WCDPHE with copies of any and all records and documents pertaining to the services provided under this contract in an electronic and/or hard copy format approved by WCDPHE. BID REQUEST #B2000098 Page 9 REPORTING ALL DATA DEVELOPED UNDER THIS CONTRACT BECOMES THE SOLE PROPERTY OF WELD COUNTY. By December 1, of each year of the contract, the service provider shall provide an annual report to WCDPHE regarding all service activities performed under this contract. The annual report shall be provided in a format acceptable to WCDPHE both electronically and in hard copy and shall include but not be limited to: summaries of all collection, identification, speciation, and counts of all trapped mosquitoes. Adult Mosquito Control Program Development and Coordination: In the event of a Public Health Emergency, the service provider shall assist WCDPHE in the development of timely adult mosquito control programs; such as ground and/or aerial adulticide spraying. Adult mosquito control programs shall be conducted in accordance with all state and federal requirements. The cost of this service and adult mosquito control programs are not included in this contract. WORK PRODUCTS Any and all maps, reports, spreadsheets, databases, geographical information system (GIS) files, newsletters and other hard copy or electronic documents generated by the service provider in fulfillment of its obligations under this contract shall be the property of WCDPHE, who shall have sole and complete discretion regarding their use and distribution. All work products shall be delivered to WCDPHE in a mutually agreed upon hardcopy and/or electronic format suitable for including in reports and folders. The data and reports will be furnished in standard 8 1/2 x 11 inch paper. All reports will include the activity undertaken in each of the cities in the County. TERM OF SERVICE AGREEMENT The Service Agreement shall be in effect for the period beginning May through December 2020 with an option of a contract renewal for three (3) additional one-year terms at the WCDPHE's discretion. QUESTIONS Email questions to bidsgweldgov.com by 4, 2020 at 5:00 PM. PRICING March 2, 2020 at 5:00 PM. Answers will be posted online by March TOTAL BID (based on 208 trap nights) $ 26,000.00 (16 traps per night for 13 weeks: 6-1-20 to 8-31-20) COST PER ADDITIONAL TRAP NIGHTS $ 125.00 Provide pricing for any additional trap nights requested by the WCDPHE (these trap nights would be in addition to the 208 trap nights listed above.) Please return pages 9 through 11 with any bid. BID REQUEST #B2000098 Page 10 The undersigned', by his or her signature, hereby acnowledges and represents that: 1. The bid proposed herein meets all of the conditions, specifications and special provisions set forth in the request for proposal for Request No. #B2000098. 2. The quotations set forth herein are exclusive of any federal excise taxes and all other state and local taxes. 3. He or she is authorized to bind the below -named bidder for the amount shown on the accompanying proposal sheets. 4. The signed bid submitted, all of the documents of the Request for Proposal contained herein (including, but not limited to, product specifications and scope of services), and the formal acceptance of the bid by Weld County, together constitutes a contract, with the contract date being the date of formal acceptance of the bid by Weld County. 5. Weld County reserves the right to reject any and all bids, to waive any informality in the bids, and to accept the bid that, in the opinion of the Board of County Commissioners, is to the best interests of Weld County. The bid(s) may be awarded to more than one vendor.. FIRM VECTOR DISEASE CONTROL INTERNATIONAL, LLC BUSINESS ADDRESS 7000 BROADWAY #108 CITY, STATE, ZIP CODE DENVER, CO 80221 TELEPHONE NO 803-428-5908 FAX TAX ID # 27-4501078 PRINTED NAME AD TITLE RQBERT KOZAR REGIONAL DIRECTOR WESTERN OPERATIONS SIGNATURE E-MAIL RKOZAR@VDCI.NET DATE 03/03/2020 **ALL BIDDERS SHALL PROVIDE A W-9 WITH THE SUBMISSION OF THEIR BID** WELD COUNTY S EXEMPT FROM COLORADO SALES TAXES. THE CERTIFICATE OF EXEMPTION NUMBER IS 98- . 1-0000. YOU DO NOT NEED TO SEND BACK PAGES 1„ - 8. ATTEST . BOARD OF COUNTY COMMISSIONERS Weld County Clerk to the Board WELD COUNTY, COLORADO BY: Deputy Clerk to the Board Mike Freeman, Chair APPROVED AS TO SUBSTANCE: Elected Official or Department Head Controller/Purchasing Director w,"' :a lso..'i`31fi' `.�4sis'5�Y".a�r` 'v' zi° "o"e1 l"nP _lVe8 .fie .. r BID REQUEST #B2000098 Page 1 Contract Form New Contract Request Entity Information Entity Name* VECTOR DISEASE CONTROL INTERNATIONAL LLC Entity ID* 100011906 Contract Name* VECTOR DISEASE CONTROL 2021 AGREEMENT EXTENSION Contract Status CTB REVIEW ❑ New Entity? Contract ID 4812 Contract Lead* TGEISER Contract Lead Email tgeiserAca.weld.co.us Parent Contract ID Requires Board Approval YES Department Project # Contract Description * 2021 AGREEMENT RENEWAL WITH VECTOR DISEASE CONTROL FOR MOSQUITO SURVEILLANCE EXTENSION 1 OF 3 -YEAR RENEWABLE CONTRACT Contract Description 2 Contract Type* AGREEMENT Amount* S26,000.00 Renewable * NO Automatic Renewal NO Grant NO IGA NO Department HEALTH Department Email CM-Healthweldgov.com Department Head Email CM-Health- DeptHead 'weldgov.com County Attorney GENERAL COUNTY ATTORNEY EMAIL County Attorney Email CM- COUNTYA I I ORNEYf WELDG OV.COM Requested BOCC Agenda Date* 06 02'2021 Due Date 05 X29'2021 Will a work session with BOCC be required?* NO Does Contract require Purchasing Dept. to be included? NO If this is a renewal enter previous Contract ID If this is part of a MSA enter MSA Contract ID Note: the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts are not in On Base Contract Dates Effective Date Review Date* Renewal Date 05 01 2021 03,01.'2022 05 01 2022 Termination Notice Period Committed Delivery Date Expiration Date* 04;30'2022 Contact Information Contact Info Contact Name Purchasing Contact Type Contact Email Contact Phone 1 Contact Phone 2 Purchasing Approver Purchasing Approved Date Approval Process Department Head TANYA GEISER DH Approved Date 06 10,2021 Final Approval BOCC Approved BOCC Signed Date BOCC Agenda Date 06:'162021 Originator TGEISER Finance Approver CHRIS D'OVIDIO Legal Counsel BOB CHOATE Finance Approved Date Legal Counsel Approved Date 06 10'2021 06 14 2021 Tyler Ref # AG 061621 Memorandum TO: Mike Freeman, Chair Board of County Commissioners FROM: Mark E. Wallace, MD, MPH Executive Director Department of Public Health & Environment DATE: March 23, 2020 SUBJECT: 2020 Weld County Mosquito Trapping & Surveillance Services Vector Disease Control International, LLC Bid Number B20000098 The Weld County Department of Public Health and Environment received only one bid in response to our solicitation of bids for contract services related to mosquito trapping and surveillance, for the period of June -August 2020, with the option of up to three annual renewals. This bid was received from Vector Disease Control International, LLC (VDCI), in the amount of $26,000. The proposed costs of $26,000 or $125/per trap for 16 traps (15 sentinel zone and one historical surveillance trap located in Fort Lupton) for 13 weeks, are in line with the original bid/contract and accounted for in the 2020 budget. Although the bid amount has increased from the previously contracted amount of $17,680 to the current offer of $26,000 (or from $85/trap to $125/trap), due to increased operating expenses, VDCI has agreed to hold the $26,000 pricing for the three additional contract renewal years (2021, 2022, and 2023), if we choose to renew, as they have done with previous contracts we've entered into with them. Weld County has utilized VDCI (formerly known as utilized Colorado Mosquito Control) for these services for the past 9 years. We have not had any issues with VDCI previously and value their partnership and expertise. It is my recommendation to award the contract to Vector Disease Control International, LLC, in the amount of $26,000, for one year, with the option of three renewal terms in 2021, 2022, and 2023. �p -o�lo� WELD COUNTY PURCHASING 1150 O Street, Room 107, Greeley, CO 80631 E -Mail: cmpeters(cr�weldgov.com E-mail: reverett(a weldgov.com E-mail: rturf(a�weldgov.com Phone: (970) 400-4223, 4222 or 4216 Fax: (970) 336-7226 DATE OF BID: MARCH 9, 2020 REQUEST FOR: MOSQUITO TRAPPING & SURVEILLANCE SERVICES DEPARTMENT: PUBLIC HEALTH BID NO: #62000098 PRESENT DATE: MARCH 11, 2020 APPROVAL DATE: MARCH 25, 2020 VENDOR ADDITIONAL TOTAL* TRAP NIGHTS VECTOR DISEASE CONTROL INTERNATIONAL, LLC $26,000.00 $125.00 7000 BROADWAY #108 DENVER, CO 80221 *TOTAL BASED ON 208 TRAP NIGHTS (16 TRAPS PER NIGHT FOR 13 WEEKS: 06/01/20 TO 08/31/20). THE PUBLIC HEALTH DEPARTMENT IS REVIEWING THE BID. 2020-0864 o3/r Hello