1-Specifications 25-0143-3.pdf

SPECIFICATIONS FOR: BID NO. 25-0143-3

ANNUAL CONTRACT TO PROVIDE MOWING SERVICES AT CLOSED LANDFILLS

SECTION I - GENERAL SPECIFICATIONS:

Chatham County is soliciting bids from qualified contractors for an annual contract to provide mowing services at closed landfills including well sites on the landfills. Mowing will consist of approximately 87 acres of closed landfills within Chatham County. Landfill maps can be found under the “Supporting Documents” section of this solicitation under the file name “Landfill Maps.

Direct any questions related to this ITB to Felix Espada Jr., and submit all questions through the County’s procurement portal (https://chathamcountyga.bonfirehub.com/portal) Messages- Vendor Discussions. Bidders are not to contact any department directly.

SECTION II – DETAILED SPECIFICATIONS:

A. Furnishing all labor, equipment and materials to perform grass mowing and monitoring well sites in the closed landfills. Wet conditions can be expected with all the areas to be mowed during rainy weather.

B. Monitoring of the well sites will include clearing vegetation from each well site; 5 feet from center in all directions and minimum vertical clearance of 7 feet from ground. Contractor shall have adequate trained staff to perform stated service on schedule.

C. NOISE:

The Contractor shall employ low-noise emission equipment and products during the execution of the work outlined in this contract. Such items shall bear the certification of their conformance to low-noise emission as certified by the Environmental Protection

Agency.

D. Contractor shall provide a list of equipment/equipment attachments currently owned, and a second list of back-up equipment that the Contractor either currently owns or has existing contractual access which meets or exceeds the following equipment/equipment attachment list in order to be able to expeditiously complete the scheduled mowing and cutting of all areas contained within the scope of work for this contract.

1. Minimum: Two (2) dual wheeled tractors, 110 horsepower engines, 95 horsepower PTO.

2. Minimum: Cutting attachments: 10 ft. rear cutting deck attachment and side boom attachment, 22 ft. minimum (preferably 24 ft.) with 5 ft. cutting deck.

E. The County has the right to inspect all equipment on the submitted equipment list prior to award of a contract. Additionally, the County retains the right to inspect any and all Contractor equipment used in the fulfillment of the contract on the yearly anniversary date (extension of this contract), or at any other time, if the County’s representative determines that the https://chathamcountyga.bonfirehub.com/portal

Contractor, through a drop in performance, lacks the means necessary to efficiently execute the scope of work contained in the contract.

F. Contractor will be provided keys for the padlocks to enter each landfill site. If the Contractor loses the keys, the Contractor shall be responsible for having new keys made or replacing all of the padlocks and keys, depending on the situation, at the discretion of the County’s representative.

G. The Contractor shall mow each landfill a minimum of six (6) times each contract year during the growing season. The first mowing shall be when the vegetation reaches a height between 20 and 24 inches. The vegetation shall not exceed 24 inches in height. The next mowing shall be before the vegetation grows to 24 inches. The last mowing shall be at the end of the growing season which may vary depending on when cold weather sets in. The Contractor shall work with the County’s representative(s) in order to establish the start date for each scheduled mowing cycle. The daily/weekly progress of work during each mowing cycle for each closed landfill sites, shall be recorded on report forms that at minimum provide the following information:

1. The landfill location where the mowing is occurring

2. The date the mowing is started on each location

3. The amount of work accomplished by acreage

H. The report forms shall be submitted to the County’s Representative in a timely fashion in order that the areas completed can be inspected to assure Contractor payment.

I. Contractor shall inform the County’s representative when each scheduled mowing event has been completed.

J. The County’s Representative(s) will inspect the areas mowed to ascertain that the work has been completed in compliance with requirements of the contract prior to the Contractor’s invoice(s) being approved for payment.

K. An additional mowing may be required at all of the closed landfill sites due to outside agency inspections. The outside agency notification to the County is generally 15-30 days prior to an inspection. The County’s Representative(s) will make every attempt to give the selected contractor as much advance notification of the need for additional mowing as possible. For outside agency inspections or correction of existing deficiencies, mowing will require immediate response from the selected contractor. Because the inspection-based mowing is a random occurrence, the respondents are asked to submit a mobilization fee.

L. Maintenance and Schedule Tables:

Landfill Mowing Acres Well Sites

Chevis Road 14 33

Sharon Park 27 21

Wilmington Island 14 31

Thomas Avenue 22 27

Dillon 10 24

Mowing Cycles Schedule Area Fall September 15 - November 30 on concurrence of County Representative

2 mowing cycles of all landfills and well sites

Spring April 15 to June 30 on concurrence of County

Representative

2 mowing cycles of all landfills and well sites

Summer July 1 - September 15 on concurrence of County

Representative

2 mowing cycles of all landfills and well sites

Random Inspection Mowing and Well Site Maintenance

As Directed by County Representative

All landfills and well sites

M. Landfill Addresses:

1. Chevis Road - 751 Chevis Road

2. Sharon Park - 56 Kelly Hill Road

3. Wilmington Island - 7022 Concord Road

4. Thomas Avenue – 7532 Thomas Avenue

5. Dillon – D.O.T. Barn Road, Bloomingdale (Near 2910 Little Neck Road)

N. BILLING/INVOICES:

1. Invoices shall include the unit price, quantity, service description, order date, delivery date, location(s) and a valid purchase order number.

2. Vendor response should include any anticipated contractual price increase proposed for successive contract years (years 2 through 5).

3. Invoices must reflect the contract number.

4. Original Invoices are to be provided to:

Chatham County Public Works

7226 Varnedoe Drive

Savannah, Georgia 31406

(912) 652-6840

5. The normal processing and payment time is: 30 days after a complete invoice is received from the Contractor and approved for payment. All efforts are made to ensure payment to

Contractors within 30 days, if a complete, correct invoice has been received by the

Department. Complete invoices not paid within 30 days shall be brought to the attention of the Department Representative(s). The Contractor will immediately notify the Purchasing and Contracting Office at (912)-790-1623 should the Contractor deem it necessary to curtail delivery of services due to delinquent payment status.