REQUEST FOR PRE-QUALIFICATION OF VENDORS
FOR THE GYPSY MOTH TRAPPERS QUALIFIED CONTRACTORS LIST
January 28, 2020
Pre-Qualification to the Gypsy Moth Qualified Contractors List
48559, 92640, 94549 & 94732
Virginia Department of Agriculture & Consumer Services
102 Governor Street, Attn: Procurement Office
Richmond, Virginia 23219
Using Agency and/or Location Where Work Will Be Performed: Virginia, in the Counties of Amelia, Amherst, Appomattox, Bedford, Bland,
Botetourt, Bristol, Brunswick, Buchanan, Buckingham, Campbell, Caroline, Carroll, Charles City, Charlotte, Chesapeake, Chesterfield, Colonial Heights,
Craig, Cumberland, Danville, Dickenson, Dinwiddie, Emporia, Essex, Floyd, Franklin, Franklin City, Galax, Giles, Gloucester, Goochland, Grayson,
Greensville, Halifax, Hampton, Hanover, Henrico, Henry, Hopewell, Isle of Wight, James City, King & Queen, King William, Lancaster, Lee, Louisa,
Lunenburg, Lynchburg, Madison, Martinsville, Mathews, Mecklenburg, Middlesex, Montgomery, New Kent, Newport News, Norfolk, Northumberland,
Norton, Nottoway, Patrick, Petersburg, Pittsylvania, Poquoson City, Portsmouth, Powhatan, Prince Edward, Prince George, Pulaski, Radford, Richmond,
Richmond City, Roanoke, Roanoke City, Rockbridge, Russell, Salem, Scott, Smyth, South Boston, Southampton, Spotsylvania, Suffolk, Surry, Sussex,
Tazewell, Virginia Beach, Washington, Westmoreland, Williamsburg, Wise, Wythe, and York
Period of Contract: April 2020 to October 2020
Due Date of Pre-Qualification Documents: February 21, 2020 no later than 2:00 p.m.
PRE-QUALIFICATION CONFERENCES: Mandatory attendance is required for all prospective trappers, including
NO ONE WILL BE ADMITTED AFTER THE START OF EACH MEETING.
All Inquiries for Technical Information Should Be Directed to: Larry Bradfield or Brandon Turner, telephone: (540) 394-
2507. Questions Relating to Pre-Qualification Package Submission and/or Terms and Conditions Should Be Directed To:
Wendell Powell, VCO, Senior Contract Specialist, telephone: (804) 786-8738 or e-mail
email@example.com. *eVA Vendor Registration is mandatory: See Section IV.X for additional
*Small, Woman-Owned and Minority-Owned (SWaM) certification is preferred if vendor qualifies. Go to
www.sbsd.virginia.gov for qualification guidelines and to apply for certification.
PRE-QUALIFICATION DOCUMENTS MAY BE MAILED, HAND DELIVERED, FAXED OR EMAILED TO THE ISSUING
AGENCY SHOWN ABOVE TO THE ATTENTION OF WENDELL POWELL. IT IS YOUR RESPONSIBILITY TO
ENSURE THE DOCUMENTS ARE RECEIVED BY THE AGENCY AT THE ABOVE LOCATION ON OR BEFORE THE
DATE AND TIME REQUIRED. LATE DOCUMENTS WILL NOT BE ACCEPTED.
In Compliance with This Request for Pre-Qualification and to All the Conditions Imposed Herein, The Undersigned Offers
and Agrees to Abide by all Included and Incorporated Terms and Conditions of This Solicitation.
Name & Address of Individual/Firm: ________________________________
(Signature in Ink)
NOTE: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or
offeror because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, or veteran status or any
other basis prohibited by state law relating to discrimination in employment. Faith-based organizations may request that the issuing agency not include
subparagraph 1.e in General Terms and Condition C. Such a request shall be in writing and explain why an exception should be made in that invitation to bid
or request for proposal.
RETURN OF THIS PAGE IS REQUIRED
REQUEST FOR PRE-QUALIFICATION OF VENDORS
FOR THE GYPSY MOTH TRAPPERS QUALIFIED CONTRACTORS LIST
TABLE OF CONTENTS
PURPOSE ............. .......... .......... ......... .......... .......... .......... 3
SCOPE OF WORK .......... .......... ......... .......... .......... .......... 4
MANDATORY PRE-QUALIFICATION CONFERENCES…….12
GENERAL TERMS AND CONDITIONS .......... .......... ..........13
SPECIAL TERMS AND CONDITIONS .. .......... .......... ..........22
METHOD OF PAYMENT .. .......... ......... .......... .......... ..........27
EXAMPLE OF PRICING SCHEDULE .... .......... .......... ..........28
A. 2020 SLOW THE SPREAD PROJECT MAP..... ..........29
B. ILLUSTRATION OF TARGET CIRCLES .......... ..........30
C. ILLUSTRATION OF GYPSY MOTH MILK CARTON
TRAP........... .......... .......... ........ .......... .......... ..........31
D. ILLUSTRATION OF GYPSY MOTH DELTA TRAP ......32
E. LOG SHEET EXAMPLES . ......... .......... .......... ..........33
F. BIO-SECURITY GUIDELINES ... .......... .......... ..........34
G. EXAMPLE OF CONTRACTOR’S BILLING INVOICE 35
H. PRE-QUALIFYING CONTRACTOR REFERENCE
AND DATA SHEET .......... ......... .......... .......... ..........36
I. NEW VENDOR PRE-QUALIFICATION CHECKLIST…37
J. PRE-QUALIFICATION PACKAGE SUBMISSION
CHECKLIST .......... .......... ......... .......... .......... ..........38
K. SMALL BUSINESS SUBCONTRACTING PLAN……...39
The purpose of this request is to invite interested persons to submit pre-
qualification documentation to be added to the 2020 Gypsy Moth Slow-the-
Spread (STS) Program’s Qualified Contractors List (QCL). Trapping services will
be on behalf of and in cooperation with the VA Department of Agriculture and
Consumer Services (VDACS), an agency of the Commonwealth of Virginia, and
the United States Department of Agriculture - Forest Service (USDA-FS).
A. The procurement process for the Gypsy Moth Trapping program has two
phases: Phase 1 is the pre-qualification of individuals to be added to the
Qualified Contractors List (QCL). Reference Attachment I for a list of the
pre-qualification documents that must be submitted to the VDACS
B. Phase 2 begins with the issuance of an Invitation for Bids (IFB)
solicitation which will only be sent to individuals on the QCL. VDACS will
notify individuals on the QCL that the IFB has been issued and will
provide access to all IFB documents, requirements and any additional
deliverables necessary to properly submit a bid(s) on Gypsy Moth
Trapping Units. IFB documents will include all maps, pricing schedule,
and final instructions/procedures for the 2020 Gypsy Moth Slow-the-
Spread (STS) trapping program. Bidders may bid on more than one
trapping unit (up to three trapping units) only if he/she has been awarded
a previous Virginia gypsy moth trapping contract and has completed the
contract to the satisfaction of VDACS-STS. If a contractor has been
issued three or more letters of non-compliance in a trapping season, the
contractor will be restricted to only bid on one (1) trapping until VDACS-
STS approves the contractor for bidding on multiple trapping units. All
bidders who are eligible to bid on multiple trapping units shall be required
to complete and submit a Trapper Data Sheet listing the names of
additional people who will serve as employees, agents or subcontractors,
hereafter referred to as trapping personnel, to work on the trapping units.
C. The awarded contractor and trapping personnel shall attend mandatory
pre-trapping training, unless specifically exempted by VDACS-STS.
1. No bidder will be permitted to utilize debarred individuals or those
prohibited by VDACS from bidding on their own trapping units as
trapping personnel. It is the responsibility of the bidder to determine
the work eligibility of potential trapping personnel.
2. VDACS reserves the right to adjust the quantity of traps per unit in the
best interest of the program.
3. ACCEPTANCE, IN AND OF ITSELF, TO VDACS’ QUALIFIED
CONTRACTORS LIST DOES NOT CONSTITUTE AN EXPRESSED
OR AN IMPLIED CONTRACT, NOR IS IT A GUARANTEE OF
WORK. HOWEVER, ONLY THOSE INDIVIDUALS ON THE
QUALIFIED CONTRACTORS LIST WILL BE INVITED TO SUBMIT
II. DESCRIPTION OF THE 2020 GYPSY MOTH TRAPPING PROGRAM
A. SCOPE OF WORK: Contractor shall furnish all labor, transportation,
supervision, and insurance to place, inspect, and remove (pull) traps in
designated target sites and submit trapping data to VDACS-STS. The
contractor shall be responsible for all expenses to complete the
requirements of the contract.
B. CONTRACTOR RESPONSIBILITIES:
1. Personnel and Code Compliance: Contractor shall be responsible
for providing the appropriate types and skill levels of personnel
required to perform the services described herein. It is important to
understand that the contractor shall be responsible for his/her
trapping personnel and must supervise their conduct, actions and
performance. All work must be accomplished in compliance with all
applicable specifications, laws, ordinances, rules, regulations and
codes including Virginia OSHA requirements.
2. Provide personnel to construct traps according to specifications.
3. Provide personnel and transportation to place, inspect, and pull
traps for each bid unit and not exceed a 5% omit rate. All omits
must be approved by VDACS prior to omitting.
4. Maintain and distribute trapping supplies and materials in a
manner that minimizes loss and waste.
5. Replace the cost of abused, lost or stolen VDACS-STS issued
6. Contractor and trapping personnel shall attend a training session
provided by VDACS-STS at a location to be announced.
Contractor shall provide, at his/her own expense, all transportation
and lodging necessary to participate in this training. See Section
II.L for additional information.
7. Field Training: Contractor shall be required to work with VDACS-
STS personnel for at least one weekday (excluding holidays)
during the trapping season to ensure compliance with trapping
guidelines. A new contractor and his/her trapping personnel will be
accompanied at least one day during the first placement cycle.
VDACS-STS reserves the right to accompany the contractor for
multiple days throughout the trapping season.
8. Use the GPS to obtain trap placement, inspection, and pull
information at the site location for each trap site visit. If a GPS
signal cannot be established, the contractor will take a picture of
the trap with the site information clearly visible in the picture, using
the equipment provided. Sites must be recorded in the data
collection equipment and supporting files must be sent to VDACS
for confirmation to receive payment.
9. Contractor and trapping personnel shall not make any changes to
the GPS setting or manipulate stored data by any means (i.e.
software, cables, manual entries or deletions) unless granted prior
permission by VDACS-STS.
10. Verify positive identification of moths collected in traps and submit
the moth catches to VDACS-STS in the issued plastic bags if it is
possible to remove the moths from the trap. A separate bag shall
be submitted for each trap with moth catch and site specific
information recorded on each bag as required by the Gypsy Moth
Trapping Manual. Additionally, contractors should organize traps
and moth catch by trapping unit to assist VDACS-STS with
11. Download / transfer data to the Database at Virginia Tech using
the software provided in the data collection equipment. Provide
VDACS supporting documents for each download to include Data
Confirmation Download Form, log sheets for site visits, and any
supporting reports or images. All trap catch must be delivered or
shipped to VDACS for verification. Payment will not be made until
all files have been verified by VDACS.
12. Contact landowners for permission to place, inspect and pull traps
on their property and promptly notify VDACS-STS if landowner
denies access to property. Provide the landowner’s contact
information to VDACS-STS for quality control purposes.
13. Complete and maintain VDACS-STS issued logbooks for each bid
unit as paper back-up to the GPS (reference Section G.6 for more
information on logbooks).
14. Keep VDACS-STS informed of trapping program status.
Contractors shall provide VDACS-STS with a weekly progress
report via e-mail.
15. Contact VDACS-STS with error corrections within five (5) business
days, not to include holidays, of website posting.
16. Promptly fax, email or mail any necessary data reports to VDACS-
STS. Ship and trap catch to VDACS promptly.
17. Have telephone with voice mail and texting capability as well as
access to internet and e-mail so that contractor can be contacted
by VDACS-STS at any time during the contract period.