058-25_Specs_2024-09-24.pdf

ITB 058 DISTRICT 6 HQ LAWNCARE SERVICES

REQUIREMENTS/SPECIFICATIONS

Section 1: Intent

The purpose of this request is to establish pricing for lawn care, landscaping services and identified project materials and services for approximately 5.5 acres of property at the District 6 Headquarters, all in accordance with the enclosed terms, conditions and specifications. Vendor shall provide all labor, equipment, material, and incidental items necessary to perform the contracted services.

Section 2: Contract Duration

The effective duration of this agreement shall be from January 1, 2025, through December 31, 2026, with an optional one (1) year renewal extending the agreement end date to no later than

December 31, 2027.

Section 3: Award

Award will be made to the lowest responsive and responsible bidder based on the lump sum cost for the two (2) year contract term.

Vendors must submit their Bid Responses electronically in OhioBuys before the published deadline date & time, Columbus, Ohio local time on the Proposal due date. Vendors will not be able to submit Bid Responses, or unsolicited Proposal amendments after the deadline.

Vendors must allow adequate time for uploading a Bid Response prior to the due date and time.

ODOT recommends that vendors submit Bid Responses as early as possible. If a second round is issued for any reason, vendors must resubmit their bid if they had already submitted in a previous round, as the previously submitted Bid Responses do NOT carry over to the new round.

The Signature process takes place after the award now. The email will come from documents@esign.ohio.gov and will go to the signatory that was identified in the bid submission.

The subject line will be the bid # Signature Request, (example: 101G-25 Signature Request).

No contract can be issued to your company until we receive your signature to complete the process. And you must have an OAKS Payor ID before a contract can be issued. To obtain that, you will need to go into https://ohiopays.ohio.gov.

Section 4: Service Location

Lawn care and landscaping services will be performed at the following location and unit pricing shall include freight charges on all items required:

Ohio Department of Transportation

District 6 Headquarters Facility

400 E. William Street

Delaware, OH 43015

Vendors are encouraged to visit the site to fully understand all requirements of this Invitation.

Those interested may contact:

District 6 Facilities Program Administrator

Mark Nichols

400 E. William Street mailto:documents@esign.ohio.gov https://ohiopays.ohio.gov/ mark.nichols@dot.ohio.gov

740-833-8232

Section 5: General Requirements

All work must be performed in compliance with the Occupational Safety and Health Act and any revisions thereto. Any citations issued by OSHA shall be the responsibility of the Vendor.

• The vendor shall bring all tools, chemicals, and materials, etc., with them to each site visit and take all items with them when finished. No on-site storage shall be provided by ODOT.

• All work shall be performed as to not interfere with building operation or such interference is kept to a minimum. The vendor shall leave all areas neat and clean when finished.

• It shall be understood that, from time to time sites may be opened or closed during the life of the contract. Any potential changes in service locations and revised pricing, where applicable, shall be mutually agreed upon by the District Facilities Program Administrator or their designated representative, the awarded vendor and the Department and shall be included in or removed from the contract.

• The Vendor shall always provide and utilize Personal Protective Equipment (PPE) for their employees as appropriate. PPE includes but is not limited to substantial footwear, eye and face protection, hearing protection, and gloves

Section 6: Scope of Service

Lawn care and landscaping services for the approximately 5.5 acres of property maintained shall take place between 7:30 AM and 4:30 PM Monday through Friday, excluding state observed holidays. Work outside of these time-frames shall require a forty-eight (48) hour advance approval of the District Facilities Program Administrator or their designated representative. A site plan identifying the areas to be maintained follows these specifications. The facility is divided in four (4) color coded areas that have individual services and frequencies outlined below.

6.1: Area #1 (Magenta), Area #2 (Blue) and Area #3 (Yellow) Services

6.1.1: Pre-Season Cleanup

Execute a pre-season cleanup of each site in preparation for the growing season between March 1 and April 30. The cleanup may be done by manual raking, vacuuming, or equipment mounted devices used for this type of cleanup. Minimum services required are as follows:

• Cleaning/Raking of lawn area to remove leaves and debris. Contractor is responsible for removing leaves, limbs, twigs, and debris from site.

• Trimming/pruning of bushes, shrubs, hedges, ornamental trees, ornamental grasses and or brush. Contractor is responsible for removing leaves, limbs, twigs, and debris from site.

• Level out, rake, and reseed area around roadways or parking area, as needed, which were damaged by snow removal operations the prior winter.

6.1.2: Edging

All sidewalks curb lines, concrete slabs and planting bed edges shall be mechanically edged to maintain a neat, clean appearance. Plant beds and tree rings shall be edged two times between

April 1 and August 31 of each year. Sidewalks curb lines and concrete slabs shall be edged once per month from April to October each year.

All edging debris shall be swept or blown clean and or otherwise disposed of. This shall be reflected in your unit price for edging.

mailto:mark.nichols@dot.ohio.gov

6.1.3: Install Dark Hardwood Mulch

Vendor shall provide a labor only quote to install hardwood mulch in Area #3 (Yellow), applied at a depth of 2-3 inches in all beds and tree rings on the property between April 15 and June 30

Annually. An allowance is indicated in the pricing spreadsheet to cover the material costs. Vendor shall present samples of mulch to the District Facilities Program Administrator or their designated representative for final selection prior to installation of hardwood mulch at the sites. Vendor will provide the Department with actual invoices for the product purchased to verify markup percentage. If the product selected by the Department is expected to exceed the allowance in the contract, the vendor shall provide a quote for the mulch materials to the District Facilities Program

Administrator or their designated representative for approval prior to commencing work.

At the end of mulch installation, walks and curbs adjacent to work areas that are used for bulk storage are to be swept or blown clean.

6.1.4: Weeding

Vendor shall remove all weeds in flower beds, tree rings, artwork, sidewalks, curbs and gutters weekly or as the weeds emerge between April 1 and November 30 annually. Dispose of weeds off-site. Pre and post-emergent herbicides may be used at the vendor's option. Plant material, other than weeds, killed by application of herbicides will be replaced at the vendor’s expense. The cost of all weed control work shall be included in the Pest Control Plan pricing. This task will only be considered complete when weeds from all beds, tree rings, artwork, sidewalks, curbs, gutters and islands in the parking lot are removed. Inspections by the District Facilities Program Administrator or their designated representative will be performed to determine if this task has been completed in accordance with the Pest Control Plan.

6.1.5: Turf Management

6.1.5.1: Fertilizer Application to Turf

Upon request of the District Facilities Program Administrator or their designated representative, and prior to any application of fertilizer, contractor shall take representative soil samples from each site and have them professionally analyzed to establish baseline soil conditions. From the baseline soil condition reports, the vendor shall develop a written, systematic, comprehensive turf fertilization program that results in a hearty, weed, insect and disease-free lawn. Contractor shall submit same to the District Facilities Program Administrator or their designated representative for review and approval.

The program shall, at a minimum, include:

• Soil analysis reports for each site

• Recommended soil amendment(s) frequency and schedule

• Recommended fertilization frequency and schedule

• Recommended fertilizer composition for each application

• Cost per application including labor and fertilizer required based on the bid hourly rates and material markup percentage

Turf shall be fertilized at all sites as recommended by the results of the soil analysis and vendor experience and applied in accordance with all applicable rules and regulations, utilizing industry best practices by an applicator certified by the Ohio Department of Agriculture.

6.1.5.2: Aeration

Vendor shall perform Aeration of turf surfaces to remove turf soil plugs to a depth of 2 to 4 inches over the entire lawn using a piston driven aerator with 5/8-inch diameter core cutters. Aerator shall have up and down coring motion leaving clearly defined holes by pulling the cores from the soil.

This task is to be performed during the early fall.

6.1.5.3: Repair Grass Areas

At the direction of the District Facilities Program Administrator or their designated representative, the vendor shall provide and apply topsoil and seed to damaged areas of the lawn as needed.

These areas may be the result of tree removals, unplanned excavations, vehicle damage, drought, etc. Repairs provided under this section are separate from those services provided in other sections of these specifications.

6.1.5.4: Mowing and Trimming

Vendor shall mow and trim lawn areas at all sites, at frequencies determined by vendor experience and actual turf growth, to assure the grass is maintained between three (3) and four (4) inches in height for approximately thirty (30) cuts per season between April 1 and November 30 annually. If conditions require more than the base thirty (30) seasonal cuts, the vendor shall provide additional cuts at the same bid rate upon prior approval from the District Facilities Program Administrator or their designated representative to provide the necessary service.

Keep all walkways, parking lots, entryways, courtyards and heliport areas free of grass cuttings and debris. Mow in direction to avoid blowing cuttings onto parked cars. (Notify District Facilities

Program Administrator or their designated representative of mowing schedule so cars can be moved if necessary).

Trimming of grass shall take place within two (2) days of mowing and as needed to keep a neat edge between the buildings, fences and the lawn. Fence line trimming may require the application of chemical treatment to control growth.

Vendor shall remove prior to and during mowing, all litter, fallen leaves and branches weekly during the period from April 1 to November 30 annually. Contractor is responsible for removing leaves, limbs, twigs, and debris from site.

Note: Mowing shall not be performed when it is raining or if the grass is still wet. Not more than

1/3 total blade shall be removed during any single mowing event. During droughts, lawns will not be mowed unless requested by the appropriate district Facilities Maintenance Supervisor or their designated representative.

6.1.6: End of Season Cleanup

Execute end of season cleanup of each site in preparation for winter between November 15 and

December 15. The cleanup may be done by manual raking, vacuuming, or equipment mounted devices used for this type of cleanup. Minimum services required are as follows:

• Cleaning/Raking of lawn area to remove leaves and debris. Contractor is responsible for removing leaves, limbs, twigs, and debris from site.

• Trimming/pruning of bushes, shrubs, hedges, ornamental trees, ornamental grasses and or brush. Contractor is responsible for removing leaves, limbs, twigs, and debris from site.

6.2: Area #4 (Red) Services

6.2.1: Mowing and Trimming

Vendor shall mow and trim lawn areas at frequencies determined by vendor experience and actual turf growth, to assure the grass is maintained between four (4) and five (5) inches in height for approximately ten (10) cuts per season, approximately every three (3) weeks between April 1 and

November 30 annually. If conditions require more than the base ten (10) seasonal cuts, the vendor shall provide additional cuts at the same bid rate upon prior approval from the District Facilities

Program Administrator or their designated representative to provide the necessary service.

Trimming of grass shall take place within two (2) days of mowing and as needed to keep a neat edge between the buildings, fences and the lawn. Fence line trimming may require the application of chemical treatment to control growth.

Vendor shall remove prior to and during mowing, all litter, fallen leaves and branches prior to each mowing event during the period from April 1 to November 30 annually. Contractor is responsible for removing leaves, limbs, twigs, and debris from site.

Note: Mowing shall not be performed when it is raining or if the grass is still wet. Not more than

1/3 total blade shall be removed during any single mowing event. During droughts, lawns will not be mowed unless requested by the appropriate district Facilities Maintenance Supervisor or their designated representative.

6.3: Vendor Coordination of Services

ODOT requires a single contact point for scheduling, contract administration and billing to eliminate confusion for questions to responsible parties after award. All bidders shall specify on the pricing documents, Vendor Contacts tab, a list including name, position/function, email address, phone number and alternate contact number for each office that will service facilities covered by this contract. Vendor staffing may require that the contact(s) for scheduling, contract administration and billing be three different people. The awarded vendor(s) shall update this contact list whenever changes are made during the term of this contract.

6.4: Sign in and Sign Out

Vendor personnel must sign in upon arrival at the Facility and must sign out upon departing. It shall be the responsibility of the Vendor to coordinate with the District Facilities Program Administrator or designated representative on a procedure for the Vendor’s personnel to follow when entering or leaving the District facilities. The Vendor’s personnel shall leave a copy of the work/service ticket with the District Facilities Program Administrator or designated representative which identifies work performed for the visit.

The sign in and sign out records may be used in the verification process for approval of any invoices for payment.

Section 7: Outside Scope of Service

Any work outside the scope of service of these specifications found to be necessary for the safety, operation and/or regulatory compliance of the systems and associated components of this contract shall be brought to the attention of the District Facilities Program Administrator or their designated representative immediately. The vendor shall submit a proposal detailing the work required and listing the labor, material and other charges or items necessary to perform the work in accordance with these specifications. The approved proposal shall then constitute a quote for the performance of the work. An approved quote for work shall be paid by approved methods and timeframes after receipt of a properly formatted invoice. Written approval must be given by ODOT prior to repairs being made. Non-contract work performed without the approval of ODOT will be at the vendors’ expense.

The Department reserves the right to the following without affecting the terms and conditions of this contract:

• Perform any work not covered by this contract with Department personnel

• Place any work not covered by this contract out for bid

Section 8: Uniforms

All vendor personnel working in or around buildings designated for service under this contract are required to wear distinctive clothing/uniforms. Employees of the vendor shall wear at least one clothing item with the vendor name and/or other identifying wording to provide their identification to anyone entering facilities or properties where they are providing services pursuant to these specifications.

Section 9: Subcontracting

The awarded bidder(s) will perform work amounting to not less than ninety (90) percent of the

Contract price with its own organization, unless otherwise approved by the Department. The phrase “its own organization” includes only workers employed and paid directly, inclusive of employees who are employed by a lease agreement acceptable to the Department, and equipment owned or rented with or without operators by the Vendor. The phrase does not include employees or equipment of a subcontractor, assignee, or agent of the Vendor.

The Vendor’s percentage of the total Contract Price includes the cost of materials and manufactured products purchased by the Vendor, but not the cost of materials and manufactured products purchased by subcontractors.

Vendor shall not subcontract more than ten (10) percent of the work covered by the contract unless specifically authorized to do so by ODOT. All subcontracting will be supplied to ODOT at cost with no vendor markup. The vendor will be required to submit copies of invoices from subcontractor(s) as proof of costs. Vendor will be fully responsible for making all subcontractor payments and ensuring that subcontractors follow all laws, rules, safety procedures and ODOT requirements as though they were the Vendor.

Section 10: Permits

Any permits required for work executed in accordance with this contract by the authority having jurisdiction shall be obtained by the vendor and will be reimbursed by the Department at cost.

Section 11: Vendor References

Each bidder must have a minimum of five (5) years’ experience in performing the services required by this contract. Therefore, each bidder shall submit with their bid, the name, email address, organization, address and telephone number of at least three (3) references with whom they have provided like services to for at least five (5) years.

It is a requirement of the contract that the vendor and its employees must have performed like services required by this contract to be considered a responsible bidder.

Section 12: Workmanship and Responsibility

The Vendor shall always provide and utilize Personal Protective Equipment (PPE) as appropriate.

PPE includes but is not limited to substantial footwear, eye and face protection, hearing protection, and gloves. The Vendor shall wear, at a minimum, a shirt that covers the torso with half sleeves, and full-length pants, and protective footwear. Light footwear such as, but not limited to tennis shoes, sandals, etc. shall NOT be worn.

The awarded vendor(s) shall be responsible for any act or neglect of their employees when performing work under this contract. The contractor’s employees shall observe the rules and regulations of the facility when engaged in work under this contract on the facility’s premises and those adjacent private or public properties.

In accordance with OSHA 29 CFR 1910.1200 Hazard Communication Standard a chemical inventory listing all products used, manufacturers name, and copies of Material Safety Data Sheets/Safety

Data Sheets (MSDS/SDS) used in performing work outlined in these specifications shall be maintained by the vendor and available when work is being performed. In case of an emergency both the inventory and MSDS/SDS must be readily accessible. All chemical product containers must be properly labeled.

Removal and proper disposal of all material, including, but not limited to, oil, fluids, materials and supplies, shall be the responsibility of the vendor and must be done in compliance with all State laws and regulations. The vendor will be required to provide a manifest to show oils and fluids were disposed of in accordance with State requirements when applicable.

Section 13: Invoicing Requirements

All work performed in conjunction with this contract shall be subject to the invoicing requirements contained herein.

If satisfactory work is performed, the vendor shall receive monthly payments within thirty (30) days for work complete and accepted as satisfactory and in accordance with these specifications.

Payment shall be based on the per occurrence rate bid times the number of occurrences performed in the month, as noted on purchase order. The bid rate shall be the total cost for each occurrence of services provided as specified.

Two (2) copies of each invoice are to be sent to the Ohio Department of Transportation, District 11 at the address below. Vendors must provide on each invoice the purchase order number for the work performed, a description of the work performed, and date(s) performed.

ODOT District 6 Facilities

Attn: Mark Nichols

400 E. William Street mark.nichols@dot.ohio.gov

740-833-8232

Vendor shall be notified within five (5) business days of any work deemed unsatisfactory. The vendor is expected to return to site to remedy such areas prior to acceptance of invoice for services.

In the event of contract termination, payment in full for services rendered shall be based on each occurrence where work performed and accepted as complete and satisfactory in accordance with these specifications.

To ensure timely invoice processing, the vendor shall submit an original, proper invoice by standard mail or electronically to the office designated on the purchase order as the “bill to” address for work paid by purchase order. If payment will be made by purchasing card, the vendor shall submit an original, proper invoice by standard mail or electronically to the contact listed above. To be a proper invoice, the invoice must include the following information:

• Vendor name, address and contact information

• The ODOT purchase order number authorizing the delivery of products and/or services

• Contract number pursuant to the deliverable mailto:mark.nichols@dot.ohio.gov

• A description of what the Vendor delivered, including, as applicable, the time, unit price, quantity, and total price of the products and/or services

Vendors shall not charge for any items outside of the contract including but not limited to shop supplies, drive time and per diem. The Department will not pay any additional charges for such items.

Section 14: Right to Audit

The Ohio Department of Transportation reserves the right to audit all invoices submitted by a

Vendor. In addition, when discrepancies arise, the vendor will be required to pay the difference of the amount quoted in the contract and the amount charged on the invoice, plus the twenty percent

(20%) of the amount invoiced or fifty dollars ($50.00), whichever is less.

Section 15: Public Liability Insurance

The bidder shall furnish with their bid, proof that they carry public liability insurance with limits of not less than three hundred thousand ($300,000) dollars for any one person and one million

($1,000,000) dollars for any one occurrence.

All insurance policies required under this section shall include an endorsement requiring the insurance company to give thirty (30) days prior written notice to ODOT before any change of cancellation becomes effective. All insurance policies shall be through insurance companies licensed to conduct business in the State.

Section 16: Pricing

Vendors shall submit pricing F.O.B. the locations provided, all in accordance per the specifications, terms and conditions. Pricing shall be guaranteed firm for the contract duration.

• Vendors shall enter individual unit pricing for each service requested. The unit price will automatically be multiplied by the Maximum Quantity to give a Line Item Total cost. All Line Item

Total costs will be added together to determine the lump sum price for all services to be completed during the term of the contract.

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DISTRICT 6 HEADQUARTERS SITE PLAN