City of Dallas

Request for Competitive Sealed Proposals (RFCSP)

Project Title: TPW Median Mowing

Buyer Solicitation Number: BFZ26-00030082

Scope of Work

I. Introduction, Purpose and Intent

This Request for Competitive Sealed Proposals (RFCSP) is intended to set forth the requirements to establish a three-year with two optional one-year renewals, Indefinite Delivery/Indefinite

Quantity (ID/IQ) service price agreement for median maintenance services within the corporate boundaries of Dallas, Texas to include but not limited to mowing, litter removal, landscaping and herbicide application.

An ID/IQ agreement is established when quantities of goods and/or delivery schedules cannot be determined. Services under this agreement will be ordered on an as needed basis for the term of the agreement.

II. Pre-Proposal Meeting Schedule, Questions, and Inquiries

During the solicitation process proposers are required to limit their communication regarding this project to the Buyer referenced herein. A preproposal meeting will be held by the City whereby the proposers will have an opportunity to ask the requesting department(s) questions and/or obtain clarification. The preproposal meeting will be the only time when proposers and requesting department(s) will communicate directly, thereafter, all communication associated with this project shall be addressed to the assigned Procurement Specialist. Proposers may submit their questions electronically through the City solicitation portal, https://dallascityhall.bonfirehub.com/login. All questions shall be submitted electronically; the

City will respond to all questions by way of addendum which will be posted as part of the solicitation. The City, its agents, and employees shall not be responsible for any information given by way of verbal communication.

III. Proposal Submittal Format

Executive Summary: Proposer should provide information about their company, facilities, ten

(10) years business experience and background. Include complete information regarding experience in this type of service, number of years in this type of business, number of employees, etc.

Qualifications & References: Proposer shall have a minimum of three (3) years’ experience completing a minimum of 1,500 acres of litter removal and median mowing every 14 days as noted in the specifications for Group One. The successful proposer(s) shall be an established company with recent experience in similar size, and scope work.

The successful proposer(s) shall possess and maintain the capability to provide the necessary services, scheduled and unscheduled, through the duration of the agreement.

The proposer will also provide three (3) verifiable references, one must be from a municipality/government agency other than the City of Dallas (the City reserves the right to ask for additional references) from other companies or large government agencies of https://dallascityhall.bonfirehub.com/login similar in size and scope work showing reliable, on schedule deliverability of services and timely response on services. References shall include the company name, address, phone number, scope of work including acreage/timeframe of completion, email address and contact name of a person who can and will discuss the nature of the proposer’s work for their company. The City of Dallas can serve as one reference.

Approach & Methodology: Proposer shall submit a detailed work plan and describe the quality process used by their company to measure satisfaction of previous clients and the methods utilized to improve the services provided. Provide samples of data and quality performance factors that you use in quality management measurement, including a brief description of your on-going quality review program. Provide strategy information for managing contracts and your customer service approach.

IV. Scope of Work

1. Mowing: All mowing/maintenance activities shall be performed in accordance to the following requirements.

1.1. Litter Removal Before Mowing: All trash, litter, debris and foreign objects shall be removed from the entire median, right of way, circle or triangle, including street gutter lines, prior to initiating any mowing or line trimming in that area. Visible trash, litter, debris, and foreign objects five (5) feet behind the mow line shall also be removed before mowing. Failure to do so may be considered cause of default of this agreement.

All trash, debris and foreign objects deposited on, against, or beneath bushes, shrubs, trees, flowerbeds, ground cover etc. shall be removed. There shall not be any visible signs of chopped paper, plastics, etc.

Respondent shall remove any item that can be safely picked up including, but not limited to:

paper, straws, popsicle sticks, plastic products, cigarette packs/butts, cans, cups, bottles, candy wrappers, wood boxes, cardboard boxes, car parts, hub caps, car lights, fender liners, car bumpers, license plates, tires, bicycle wheels, limbs/branches/stumps, plywood, bricks, rocks, curb chunks, political signs, memorial signs/items, garage sale signs, house for sale signs, meeting notice signs, buckets, clothing, shoes, glass from car accidents, computer components, chairs, carpet, partial fencing sections, broom handles, rakes, rods, boards, poles/posts, pallets, cardboard boxes, etc.

In addition, respondents shall not be required to remove dead animals, syringes, needles, mattresses, 50-gallon drum containers, hazardous materials/items, appliances, fence posts with concrete, couches, items requiring specialized equipment to pick up. The respondent will contact the City representative for any items listed above encountered on any route immediately.

1.2. Litter Disposal Responsibility & Expense: Respondent is responsible for the lawful disposal of all trash, litter, debris and foreign objects removed from areas within route items on property list. All disposal expenses will be the responsibility of the respondent.

1.3. Grass Mowing: Mowing shall be performed to provide a smooth even cut without tearing. The mowing shall also provide a uniform and level cut without edges or depressions to a maximum height of four (4) inches or designated height per group. After grass mowing is complete, there shall be no grass clipping mounds or wind rows. The City makes no warranty to the initial condition on areas within route items on property list.

1.4. Edging: All mowed areas shall be edged adjacent to all improved surfaces including curbs, concrete pavements, sidewalks and brick pavements every cycle. Edging is to be accomplished only with a rigid blade edger to a minimum depth of one inch below concrete or improved surface. Line trimmers shall not be used for edging purposes. Edging shall leave a clearly visible uniform cut with no runners. All excess material including vegetation and dirt displaced by edging shall be removed within two hours after completion of the designated route.

1.5. Line Trimming and Weed Control: All mowing areas shall be line trimmed around poles, posts, trees, walls, fences, and guardrails and adjacent to any fixed objects. Line trimming will be performed at same time as mowing during every cycle. Weeds shall be removed every cycle from all joints and cracks in paved median tips that are a part of or immediately adjacent to grass medians, solid concrete medians, triangles, islands and interchange islands. Weeds shall also be removed from all joints and cracks in sidewalks and street gutter lines.

1.6. Clippings: All clippings, dirt and debris deposited or thrown by mowing equipment onto paved median areas, sidewalks, street gutters and adjacent traffic lanes shall be completely removed off these areas immediately by a hand and/or backpack blower; before completion of each route. No clippings dirt, and/or debris shall be left alongside any area for more than two (2) hours. Crew shall not move on to the next route until all clipping has been removed from paved areas. Grass clippings blown back into medians with hand/backpack blowers shall not leave visible mounds or wind rows. Proper care shall be taken to ensure that clippings/dirt/debris is not forced into travelled lanes or adjacent property. Adhere to City Code penalties to clippings blown into storm drains (See sec. 19-118.2). Respondents are prohibited from using any vehicle/equipment mounted blower. Only hand and/or backpack blowers shall be used for this contract. Blowers shall not be used while operating riding equipment/vehicles.

1.7. Ditches: Ditches shall be mowed along inclines and top of ditch. If mowing cannot be accomplished with usual mowing equipment due to the degree of the incline, it is the respondent’s responsibility to use any means necessary to trim incline of ditch so that the high grass is abated along the ditch area. Grass along the edge and the center of the ditch shall not extend over the top of the ditch line.

1.8. Mowing Around Trees: Tractor mowers will remain at least two (2) feet from the trunk of any tree. Weed eaters may be used around the base of the tree but shall not damage the trunk or exposed roots of the trees.

Damaged tree staking systems will be properly replaced at the respondent’s expense. At no time will wire or damaged staking systems be left or wrapped up on the trunk or into the crown of the tree.

Any trees damaged by the respondent severely enough to require replacement will be replaced by the respondent at the respondent’s expense.

1.9. Irrigation: Any irrigation damage shall be repaired immediately by the respondent. All work will need to be in accordance with industry standards, best practices, and City of Dallas equipment approved at the respondent’s expense. The respondent will notify the City

Representative immediately of any damage by phone with a follow-up email (photos included) with action taken to repair.

1.10. Mowers: All mowers used by respondents shall be fabricated with mulching blades and guards or shall be equipped with a grass catcher to prevent discharge of clippings.

Each route crew shall carry at least one (1) spare functioning line trimmer and blade edger at all times.

2. PERFORMANCE:

2.1. Successful respondents shall provide a written list of work done during each visit during the contract term. On the completion of each month's work, the respondent is to invoice the City of Dallas who shall make payment after receipt of correct invoice within thirty (30) days of the date received by the City Representative. Under no circumstances shall the City of Dallas be required to make advance payments under this contract.

2.2. Successful respondents will not be held responsible for any damages or losses suffered by the City of Dallas, or any delays in performance of the contract, caused by inclement weather or any other cause, which is not the fault of the respondent and is beyond the respondent’s control.

However, the respondent will not be paid for work not done under the contract, and the above sentence shall not be construed to imply entitlement to payment for work not done.

2.3. Successful respondent shall perform its obligations as set forth in this contract using industry best practices. In the event the respondent does not perform its obligations to the satisfaction of the City of Dallas and/or does not perform the duties as set forth in the specifications, the City of Dallas shall give a written, certified ten (10) day notice of defects, at which time the respondent shall correct all deficiencies within the ten (10) day period or this contract shall be canceled effective ten (10) days from receipt of the certified letter and the City of Dallas shall have no further obligations to the respondent. Contract deficiencies can lead to termination of contract.

2.4. Successful respondents shall not sell, sublet, or assign the agreement or any portion thereof to any other person or persons, except upon the written approval of the City of Dallas.

3. CORRECTING DEFICIENCIES:

3.1. Correcting deficiencies identified by City Representative or inspector shall be a priority and completed within twenty-four (24) hours of notification by the City. Once notified of any deficiencies, respondents shall correct these deficiencies before starting another route and/or cycle. If respondent’s crews have already started working on another route, respondent shall direct the crews to stop work immediately on that route and correct deficiencies identified by the

City Representative or inspector.

3.2. Re-Inspection Fee – Respondent shall be responsible for the payment of a Liquidated

Damage Fee of $100.00 for performing non-compliant work and requiring an additional inspection of the work. Failure to correct all deficiencies identified in a route item after the first inspection within twenty-four (24) hours of notice from the City of Dallas will result in an additional inspection and each inspection required will result in a re-inspection fee of $100 for re-inspection of the same route item deficiency.

4. LIQUIDATED DAMAGES:

4.1. The contractor is responsible for paying any amount incurred by the City to ensure contract terms are met, to include, but limited to:

4.2. Payment of Re-inspection fees as more fully described in Section 3.2.

4.3. Any difference in fees between the contracted rate and fees from another vendor in the event another vendor is required to be hired by the City to complete the work required when contractor fails to timely perform the required work.

4.4. Cost to the City associated with any equipment required to be used by the City to complete work resulting from the contractor’s failure to complete work as specified in contract terms.

4.5. These liquidated damages in 4.3 and 4.4 will be enforced after the contractor has been given three (3) business days to correct the non-conformance with the Scope of Work and has failed to make all corrections. These amounts shall be deducted from payments due to contractors, if payments in the amount of the liquidated damages are payable to contractors by the City, or will be directly billed to and paid by the contractor within ten (10) days of receipt of the payment notice, if there are no pending payments due.

5. PAYMENTS:

No payment for incomplete/partial route maintenance (mow/litter/handwork). All acreage for routes (litter removal/mowing) must be completed per specifications for cycle to be paid.

Handwork must be finished by the assigned date/task in full to be deemed complete.

6. NON-CONFORMANCE:

6.1. Failure to complete mowing/maintenance cycles except weather/emergency related delays, within allotted time frame or according to specifications can result in a non-conformance.

6.2. Any deficiency not corrected within 24 hours can become a non-conformance.

6.2.1. 1st Offense: The designated City representative will discuss non-conformances, and the vendor will be directed to correct identified deficiencies and subject to re-inspection fees. (See

Section 13)

6.2.2. 2nd Offense and thereafter: If the vendor is not able to correct non-conformance it can lead to termination of the awarded vendor

7. ELECTRONIC REPORTING:

7.1. Respondents are required to have daily Internet access, a valid email account and will need to have Microsoft Word, Microsoft Excel, internet browser such as Internet Explorer or

Google Chrome, and antivirus software such as McAfee.

7.2. Respondents shall notify the City Representative electronically of all routes where crews are scheduled to be mowing each day.

7.3. At the completion of each day, the respondent shall submit a list of completed locations to the designated City Representative. This reporting will be performed via e-mail and/or shared internet document file as required by City Representative. The designated inspector will inspect these locations and notify respondents electronically and/or by shared internet document file of any deficiencies identified. If the completion day falls on a weekend or holiday, the completion day will be moved to the next workday. Workdays may fall on weekends as deemed necessary.

Reporting by 7 AM or before will result in a same day inspection.

8. AUTHORIZATION TO PROCEED:

Respondents shall begin the cycle within twenty-four (24) business hours of notice to proceed from the City Representative. Respondent shall not begin any mowing cycle until City

Representative has issued an e-mail authorization to proceed. Failure to obtain an e-mail authorization to proceed, prior to beginning any cycle, will result in non-compensation for work performed prior to obtaining email authorization. Respondents will be required to re-perform, if not performed to specifications, all activities performed prior to obtaining e-mail authorization to proceed. The City will not make payments on work performed prior to an authorization to proceed was given.

9. QUANTITY OF MAINTENANCE CYCLES PER SEASON:

Quantities on the bid sheet are estimates. No guaranteed minimum cycle. The City representative will notify the respondent at least seven (7) calendar days prior to the beginning of the last maintenance cycle that the next cycle they are beginning is the last cycle of the mow season.

10. WORK CYCLE COMPLETION DATE:

10.1. The work cycle will be deemed complete and a completion date determined based on the following:

10.1.1. If the work is inspected and no deficiencies are identified by the inspector, the date work was completed by respondent will be credited as the completion date.

10.1.2. If the work is inspected and the inspector identifies deficiencies, the completion date recorded will be the date all deficiencies are corrected by respondent as verified by the inspector.

Deficiencies corrected within twenty-four (24) hours of the end of the cycle will not extend the cycle’s completion date.

10.1.3. Any days over the ordered cycle length shall be considered as a non-conformance.

10.1.4. Respondent cannot proceed to the next cycle without authority to proceed from the City.

11. CYCLE EXTENSION:

11.1. Extension day(s) will be granted if the respondent submits an extension request within two (2) days after weather delay or City caused delay or two (2) days before a holiday observance. Cycle extension shall be submitted via email to the City Representative. If extension days are granted, the completion date will range according to the number of extension days granted. In these cases, it will be up to the respondent to decide when they wish to complete the mowing cycle as long as it is within the completion date range. Failure to complete the mowing cycle within date range stipulated will result in a payment deduction penalty

11.2. Extensions to Cycle Completion Period: This cycle completion period requirement may be extended for each weekday (weekends not included) if weather prevents respondents from performing maintenance activities at full production level. Also, the cycle completion period may be extended for each holiday or mandatory leave day observed by the City of Dallas See attached list of City of Dallas Official Holidays (Exhibit A).

12. SAFETY AND COMPLIANCE WITH LAWS:

12.1. All work under this contract shall be performed in such a manner as to provide maximum safety to the public and employees performing the work. The respondent shall have the responsibility to provide and maintain all warning devices, including attenuator truck/signs, and take all precautionary measures required by law or otherwise to protect the public during operations. If a lane closure is necessary to perform maintenance, it is the respondent’s responsibility to ensure they have the proper documentation/permits or permission to close a lane of traffic. All vehicles used by the Respondent on this contract shall be equipped with a class

ABC fire extinguisher and an emergency spill kit.

12.2. No separate compensation shall be paid to the respondent for the installation or maintenance of any warning devices, barricades, lights, signs, attenuator trucks, arrow boards, or any other precautionary measures required by law or otherwise for protection of persons or property. The City of Dallas will not provide any type of work zone traffic control devices.

12.3. The City representative or designated Inspector reserves the right to issue a restraint or cease order to the respondent when unsafe or harmful acts are observed or reported relative to the performance of the work under this agreement or when the respondent is not complying with safety requirements.

12.4. The respondent shall at all times comply with all applicable laws, rules, regulations, and orders of the Federal Government, State of Texas, and the City of Dallas. Including but not limited to:

12.4.1. Manual on Uniform Traffic Control Devices.

12.4.2. Regulations of the Department of Transportation and Public Works, City of Dallas, Texas.

12.4.3. Federal, State or Municipal acts, statutes, rulings, ordinances, decisions and regulations.

12.4.4. All subsequent revisions and supplements to the above documents.

12.5. All road-worthy equipment, including riding mowers and trucks shall be equipped in accordance with existing State of Texas laws and shall be equipped with emergency lights with the following characteristics:

12.5.1. Visible for a minimum of one mile.

12.5.2. Flash sixty to ninety times per minute.

12.5.3. Mounted for three hundred sixty degrees visibility.

12.5.4. Equipped with amber lens.

12.6. Respondents will be required to place advance traffic warning signs to warn traffic of work crews ahead. These signs will be required where traffic speed is above 30 MPH.

Respondent is prohibited from blocking any turn/storage lane while completing operations.

Appropriate equipment parking must be identified by respondents prior to beginning each route.

12.7. All respondent employees shall wear proper personal protection equipment including eye protection and safety vests at all times, and hard hats if applicable. Long pants must be worn by respondent’s staff while working on this contract. Safety vests and hard hats shall meet current

Texas Department of Transportation (TxDOT) standards.

12.8. Respondent, with City approval, via proper permits, may close street lanes between the hours of 9:00am to 3:30pm as long as proper procedures for the placement of work zones traffic control devices are followed as per the Texas Manual on Uniform Traffic Control Devices and as approved by the City of Dallas, Department of Transportation and Public Works. Required permits must be obtained in advance, if applicable.

12.9. The respondent shall be responsible for all damages to City of Dallas and private property during the course of operation. The respondent shall call the City representative immediately after respondent’s knowledge of damages to City or private property. The phone call shall be followed by an e-mail to the City representative detailing the specifics of the incident.

12.10. All hazardous conditions within the physical boundaries of any of the areas maintained by respondent shall be reported to the respective Inspector immediately upon discovery.

12.11. The City representative or respective inspector shall at their discretion have the right to order the suspension of mowing or maintenance operations whenever, in their judgment, present or impending weather conditions are such that the operations cannot be carried out in an effective or safe manner.

12.12. The Respondent may request suspension of operations if in their judgment, present or impending weather conditions are such that the operations cannot be carried out in an effective or safe manner. These climatic conditions include, but are not limited to, rain, hail, ice, snow and windstorms. If such conditions exist, the respondent shall immediately notify the City representative on his cell phone and request the suspension of work.

13. Environmental Sustainability

13.1 Fuel and Chemical Spill Reporting

The Contractor shall implement a spill prevention and response plan and train all personnel on protocols for identifying, reporting, and remediating fuel, oil, and chemical spills. All spills must be reported immediately to the City Representative or designee.

13.2 Equipment Fueling and Maintenance

All fueling and routine maintenance of equipment shall be conducted offsite or in designated safe areas to avoid potential contamination of soil or water sources. Portable fuel containers shall be properly labeled and stored in secondary containment at all times

13.3 Electric or Alternative Equipment Use (Optional Incentive Clause)

Per the City’s Comprehensive Environmental & Climate Action Plan (CECAP), a plan has been implemented to transition to battery powered and electric alternatives. Proposers are encouraged to use battery-operated, electric equipment to reduce carbon emissions and noise pollution.

Preference may be given to contractors demonstrating use of low-emission or electric-powered landscaping tools/equipment and vehicles in accordance with the City’s sustainability goals.

14. HANDWORK – MAJOR:

14.1.1. This will include all labor, material, supplies and associated power equipment required to trim, prune or clear trees, bushes, hedges, and other vegetation.

14.1.2. Prior to starting each project, City Inspector or City representative will meet with respondents to outline the work scope, locations, scheduling, and equipment requirements for each project. City will provide a written request detailing the work required. Respondent will provide a written estimate for each project for City approval. If the respondent notices that there may be any difference between the estimate and actual cost at any time during the project, the respondent will stop and communicate this cost with the City before continuing the project.

Work performed above the estimate without approval will not be paid.

14.1.3. The amount and type of this handwork will vary from season to season with no minimum guarantee.

14.1.4. Time for calculating payment of hand work will start when all employees or respondents’ entire crew arrive at first work site and end when employee’s leave last work site. Travel time is excluded and should be factored into hourly bid rate. Lunch breaks will not be included in hourly payment calculation rate.

14.1.5. Field supervision, coordination, overhead, hand tools, power tools, equipment, transportation, fuel, and any additional expenses required for respondents to perform this work will be factored and included into respondent’s hourly bid price.

14.1.6. Respondents shall provide and carry all necessary hand tools, supplies and equipment required to perform this work including, but not limited to; loppers, trimmers, chainsaws, brooms, shovels, ladders, rakes, trash bags, trailers, traffic cones and work zone safety devices.

14.1.7. Respondents shall carry and supply all necessary tools and supplies required to perform this work as safely, efficiently and expediently as possible to include, but not limited to zero turn mower, push mower, blade edger, line trimmer and leaf blower.

14.1.8. Respondent shall provide and carry all fuel, lubricants, spare chains and related items to keep equipment operational and efficient.

14.1.9. Respondents will be responsible for removing and disposing of all litter collected as part of this line item. City will provide no dumpsters or trash removal.

15. HANDWORK – MINOR:

15.1.1. Respondents may be asked to perform additional handwork not covered under previous sections. This handwork will require limited power tools (such as leaf blower and blade edger).

This item shall include all labor, material, supplies and hand tools required to trim, prune or clear trees, bushes, hedges, and other vegetation. This item may include other types of handwork including litter removal, establishing edges or filling in low medians with topsoil and seeding

(City will provide and deliver the soil and seeds).

15.1.2. The amount and type of this handwork will vary from season to season with no minimum work guarantee.

15.1.3. Time for calculating payment of hand work will start when all employees or respondents’ entire crew arrive at the first work site and end when employees leave the last work site. Travel time is excluded and should be factored into hourly bid rate. Lunch breaks will not be included in hourly payment calculation rate.

15.1.4. Field supervision, coordination, overhead, hand tools, power tools, equipment, transportation, fuel, and any additional expenses required for respondents to perform this work will be factored and included into respondent’s hourly bid price.

15.1.5. Respondents shall always carry and supply all necessary fuel, tools and supplies required to perform this work as safely, efficiently and expediently as possible. At minimum, each work crew performing this type of work shall have trailers, loppers, trimmers, hand saws, shovels, rakes, ladders, trash bags, leaf blowers, traffic cones and work zone safety devices.

15.1.6. Respondents shall properly maintain equipment to keep it operating effectively and efficiently.

15.1.7. Respondents will be responsible for removing and disposing of all litter collected as part of this line item. City will provide no dumpsters or trash removal.

17. MOWING:

17.1. Mowing, litter removal, line trimming, blade edging, weed control and removal of clippings from street pavements, curbs, gutters, sidewalks or any other improved surface.

17.2. This work shall be performed on street medians, parkways, side medians, triangles, islands, interchange islands, rights of way and other City property in areas of the City as listed in

Mowing Route (See Exhibit B). List subject to change. Each route may consist of one or more street medians, parkways, side medians, triangles, circles, islands, interchange islands or right of ways.

17.3. Each mowing section is subdivided into routes. The City makes no guarantee as to the initial condition of the property at the beginning of maintenance.

17.4. Successful respondents have the right to verify the acreage. If the respondent finds a discrepancy between the City measurement and the actual measurement, respondent will report this to the City representative within seventy-two (72) hours prior to the completion of the first cycle.

17.5. Triangles, circles, right of ways or other areas that are isolated from a route are listed separately on the route sheet provided, subject to additions (see Mowing Routes/Exhibit B). If one of these areas measures .20 acre or less, it is listed as .20 acre. If an area measures more than .20 acres, it is listed at the actual measurement of the area. The combination of areas included within each route item has been measured and totaled in acres.

17.6. The mowing cycle frequency and route sizes may be increased or decreased on certain specified properties during the term of this agreement. The City representative will notify the respondent of such increases or decreases. The payment for this increased or decreased work will be based on the bid price per acre for the affected area. The increased or decreased frequency or route size changes may be temporary or for the remaining term of the agreement.

17.7. The standard mowing and/or litter cycle completion period will be 14 calendar days, as determined by the City Representative. The City Representative has the right to increase and/or decrease cycle timeframes, as needed.

17.8. The City reserves the right to increase and/or decrease the areas included in a route item or completely delete a route item as necessary. Payment for increases and/or decreases in a route item will be based on bid price per acre.

17.9. If a route or a portion of a route is inaccessible because it is under construction or will be under construction when a mowing cycle is scheduled, that portion of route item may be temporarily deleted at the sole discretion of the City (Sites shall be re-measured by City staff).

18. LITTER REMOVAL AND DISPOSAL (Litter pick up, no mow):

18.1. This item is only litter removal without mowing. This item shall govern for the pickup and disposal of litter, which is discarded onto the rights-of-way (excluding the traveled lanes).

Litter is defined as trash and/or garbage and is further described as, but not limited to, scrap metals, rags, paper, wood, plastic, and glass and rubber products, including whole tires. Litter removal shall be completed and submitted for inspection no more than 24 hours after beginning each route location. Failure to do so may result in penalties.

18.1.1. The Respondent shall furnish all litter bags, tools, hard hats, safety vests, rubber boots, gloves, transportation to and from the work area, and all other safety materials or devices necessary to perform the work in a safe and orderly manner.

18.1.2. All vehicles used in transporting litter shall be equipped to prevent the accumulated litter from being strewn along the roadway.

18.1.3. The Respondent shall be required to pick up all litter on the entire width of the right-of-way at all times. All litter collected by the respondent becomes the property of the respondent and shall be disposed of at a state-approved solid waste site. The respondent will notify the City

Representative of the waste site once chosen. Bagged litter shall be picked up on the same day of collection unless otherwise approved by the City representative. No trash bags shall be left along the right-of-way overnight.

18.1.4. Respondent shall remove any item that can be safely picked up including, but not limited to: paper, straws, popsicle sticks, plastic products, cigarette packs/butts, cans, cups, bottles, candy wrappers, wood boxes, cardboard boxes, car parts, hub caps, car lights, fender liners, car bumpers, license plates, bicycle wheels, limbs/branches/stumps, plywood, bricks, rocks, curb chunks, political signs, garage sale signs, house for sale signs, meeting notice signs, buckets, clothing, shoes, glass from car accidents, computer components, chairs, carpet, car tires, partial fencing sections, broom handles, rakes, rods, boards, poles/posts, pallets, cardboard boxes, etc.

18.1.5. In addition, respondent shall not be required to remove: dead animals, syringes, needles, mattresses, 50-gallon drum containers, hazardous materials/items, appliances, fence posts with concrete, couches, items requiring specialized equipment to pick up. The respondent will contact the City representative for any items listed above.

19. LITTER REMOVAL:

19.1. The respondent shall submit electronically by 6:30 AM a list of all routes where crews are scheduled to be picking up litter each day.

19.2. The litter cycle frequency and route sizes may be increased or decreased on certain specified properties during the term of this agreement. The contract administrator will notify the contractor of such increases or decreases. The payment for this increased or decreased work will be based on the price submitted per acre for the affected area. The increased or decreased frequency or route size changes may be temporary or for the remaining term of the agreement.

19.3. The standard litter cycle completion period will be fourteen (14) calendar days as determined by the City Representative.

20.0 ORNAMENTAL GRASS/SHRUB MAINTENANCE

20.0 All grounds are to be maintained as prescribed in this subsection. (See

Exhibit E)

20.1 This will include all labor, materials, supplies, tools, and associated power equipment required to maintain areas/beds as outlined in this section.

20.2 This work shall be performed on street medians, parkways, side medians, triangles, islands, interchange islands, rights-of-way and other City property in areas of the City (Exhibit E). List subject to change at any time during the term of this contract.

20.3 The cycle frequency may be increased or decreased on certain specified projects during the term of this agreement. The city representative will notify the respondent of such increases or decreases. The payment of this increased or decreased work will be based on the bid price. The increased or decreased frequency changes may be temporary or for the remaining term of the agreement.

20.4 Respondent’s personnel working on medians and on roadways shall be required to wear reflective safety vests or other safety garments that identifies the contractor. Care should be taken to avoid conflicts with oncoming traffic.

20.5 All litter and debris will be removed by the contractor prior to activities for each cycle.

20.6 All bedding areas shall remain weed free at all times during the term of this contract. This will be accomplished using hoes or other hand cultivating tools. The normal frequency of service will be twice a month but no more than once every fourteen (14) calendar working days, during the growing season. (March 1st through November 30th).

Weed/Herbicide Application: A weed is considered any undesirable or misplaced plant. Weeds shall be removed from all shrubs, flower and ground cover beds, planters, tree wells, cracks in paced areas, including sidewalks and areas covered in ornamental rock, crushed/decomposed granite, wood mulch, and any other surfaces that weeds grow through. Herbicides may be used on a limited basis and with prior approval by city of Dallas representative. The contractor’s applicators must be licensed by the Texas

Department of Agriculture (TDA) if restricted-use or state limited-use herbicides will be used. Contractor shall provide the city of Dallas representative with TDA application reports, the day after application, for all chemical applications. Applicators must wear proper personal protective equipment as designated by the herbicide label and for added safety and cleanliness.

20.7 Respondent shall ensure that paved areas adjacent to job sites are free of accumulations of grass or weed clipping after completion of weeding. Refuse should not be blown into streets, storm drains, flower beds, or adjacent properties.

Respondent shall not violate city ordinance.

20.8 At times, work shall include installation of plant materials and mulch.

Contractor shall. All labor, materials, supplies, tools, and associated power equipment necessary to complete this task shall be included. The city will provide a written request detailing work required. Respondent will provide a written estimate for each project for City approval. If the respondent notices that there may be any difference between the estimate and actual cost at any time during the project, the respondent will stop and communicate this cost with the city before continuing the project. Plants and mulch will be supplied separately.

20.9 All irrigation equipment shall be protected from damage. The contractor will be held responsible for damage incurred to the sprinkler system while maintaining the grounds.

20.10 Shrubs are to be pruned to remove dead or diseased branches. All debris is to be removed from the site by the contractor.

20.11 The contractor must submit to the city of Dallas representative for approval a proposed work plan showing how and when the work is to be performed. The city representative will facilitate inspection.

20.12 Time for calculating payment will begin when all employees or respondent’s entire crew arrive at first work site and end when employees leave last work site.

Travel time is excluded and should be factored into hourly bid rate. Lunch breaks will not be included in hourly payment calculation rate.

20.13 The contractor must adhere to all sections of the specifications.

21. TRASH CAN/LITTER RECEPTACLE SERVICE

21.1 Provide a per can cost to remove and reline the trash can/litter receptacles at designated locations. Trash bags in the trash receptacles shall be replaced by the Contractor with 1.4 mil

(~36 micron), 40” x 46” bags. Trash bags shall be removed and replaced with a new bag at each scheduled property to prevent odor from accumulating around the trash receptacles.

Contractor shall, upon completion of removal of debris in the trash receptacles, immediately secure the lid to the rim of the receptacle to prevent displacement during normal use. The litter from the trash can/litter receptacles and within a 5-foot perimeter, including debris, must be picked up disposed by the Contractor to an off-site authorized landfill location, at the Contractor’s expense.

a. The contractor shall notify the City Representative of any missing plastic liners or damaged receptacles immediately.

b. The contractor shall supply the city with a service schedule and notify the City

Representative within 24 hours of any schedule changes.

c. Communication: The Contractor shall designate one person as primary contact to assist the City with any issues and/or concerns that may arise.

d. Locations outlined in Exhibit F.

V. Communication

It is essential that the awarded Contractor respond clearly after receiving a telephone call or email from the City. Respondent shall respond to written correspondence from the City of Dallas within twenty-four (24) hours of receipt. The awarded Contractor shall respond to phone calls from the City within four (4) hours of receipt.

VI. Commencement Date

The Contract shall commence after the date of award by the Dallas City Council and upon the execution of the Contract.

VII. Award Method

The City’s intent is to award this solicitation by group, but the City reserves the right to award in the method that is most advantageous to the City.

The City reserves the sole discretion to determine whether a solicitation response is responsive.

City reserves the right to reject/not award any or all bids and to waive minor irregularities or discrepancies in any solicitation response as may be in the best interest of City. Late bids will not be considered for award.

VIII. Location and Invoicing

The City shall pay invoices in 30 days. In order for the City to pay invoices in 30 days, the vendor’s invoice must be correct, and reflect the work or goods delivered to the City. The 30 days begin when the City has received a correct invoice reflecting the work or goods delivered.

If the City receives an invoice that is not correct and/or reflective of work or goods that have been delivered, the City will request a corrected invoice and the 30-day period will begin once the correct invoice has been received. All work described in the vendor invoice must have been delivered in compliance with the terms of the contract.

Invoices shall be submitted monthly to the City for payment, unless both parties agree to alternative arrangement based on project milestones. Each invoice submitted for payment shall include, at a minimum, the following information:

• Name and address of the department for which services were provided

• Contact information of City staff who placed order (name, phone number, department)

• Date of order or Service

• Detailed description of each service

• Price good or services (charges for all services covered by this contract are to be separately stated and explained

• Total cost of goods/services

Submitting invoices without the above information may cause delays in payment processing.

Incorrect invoices or invoices sent to the wrong address will delay payment. Vendors who fail to follow this procedure risk having the contract with the City cancelled.

IX. Evaluation Criterion

1. Experience – 20 points

Proposals will be evaluated to determine if Proposer has had adequate and successful experience with similar size and scope projects or as well as sufficient and qualified staff to perform specified activities.

• up to 36 months experience = 0 – 5 points

• 37 to 59 months experience = 6-10 points

• 60 to 71 months experience = 11-15 points

• 72 months or more experience = 16-20 points

2. Approach & Workplan – 30 points

Proposals will be evaluated on the project scope and objectives, and the approach taken to ensure project success. Proposals will be evaluated on the Proposer's strategic approach to achieving the goals of this project as stated in the performance measures below.

• Below Average – Goals and objectives do not specifically address the scope of work or program objectives. (0–10 points)

• Acceptable – Goals and objectives specifically address the scope of work and program objectives successfully. (11-20 points)

• Exceptional – Goals and objectives clearly and comprehensively address the scope of work and program objectives, demonstrate a well-defined and strategic approach to implementation, and provide strong evidence of sustainability and continued progress beyond the project term.

The proposal reflects innovation, measurable outcomes, and a high likelihood of long-term success. (21-30 points)

3. Cost – 15 points

4. Use of Non-Gas Powered Equipment - 10 points

• Zero Non-Gas Powered Equipment – 0

• Up to 50% Non-Gas Powered Equipment - 3

• More than 50% but less than 100% Non-Gas powered Equipment – 7

• 100% Use of Non-Gas Powered Equipment - 10

5. Local Preference Program- 5 points

a) The City of Dallas aims to maximize economic return in the procurement of goods and service with the Local Preference Program. The City’s Local

Preference Program values the participation of companies who have their principal place of business in the City of Dallas and who hire City of Dallas residents. 5 points will be awarded to those Suppliers that qualify for the local

Preference points on a pass/fail basis.

b) The information shall be submitted in the proposal. In order to receive the points a supplier must satisfy one of the following:

• Proof of principal place of business located in the City of Dallas; OR

• Proof of local workforce composition including:

• At least 100 full time employees who are Dallas residents; OR

• At least 20% of its total full-time employees who are Dallas residents; OR

• If available, participation in Workforce Development Program

6. Developing Regional & Inclusive Vendor Enterprises (DRIVE) Plan - 20 Points o It is the policy of the City of Dallas to involve certified small business enterprises

(SBEs) to the greatest extent feasible in the City’s contracting opportunities. The

City further seeks to encourage the growth and development of SBEs, promoting local economic growth and increased competition. In alignment with this commitment the City has adopted the Developing Regional & Inclusive Vendor

Enterprises (DRIVE) Policy for City of Dallas contracts.

o Evaluation points shall be awarded as follows:

▪ SBE Utilization – up to 8 points

• Proposed SBE Commitment

• First-time Contracting

▪ Local Economic Impact – up to 6 points

• Local Workforce

• Local Supply Chain Usage

• Local Community Investment

▪ Engagement Score – up to 6 points

• Past Subcontractor Utilization

• Documented Engagement Efforts

• Past Timely Payments to Subcontractors

X. Documents Submitted with Proposal or upon Request

1. Business Information Form (OPS-02)

2. Conflict of Interest Policy and Questionnaire (OPS-06, State Form CIQ)

3. Statement of Insurability (OPS-04)

4. Local Preference Form (OPS-31)

7. Workforce Composition Form (BID-FRM-627)

9. Living Wage Affidavit (OPS-3)

10. Sample Contract with markups11. SBE Affidavit BEH-FRM-602.SAW

12. Local Participation & Workforce Impact Form BEH-FRM-604.SAW

13. SBE Utilization Plan & Commitment to Local Economic Impact BEH-FRM605.SAW

14. Engagement Score & Past Commitment Form BEH-FRM-606.SAW

15. SBE Good Faith Effort Documentation Form (if applicable) BEH-FRM-607.SAW

16. Prime Self-Performance Declaration (if applicable) BEH-FRM-609.SAW

17. Subcontractor Intent Form BEH-FRM-610.SAW

18.Any other City documents as required

XI. Special Requirements

1.1. Specifications will be tailored for each section. Bidders should become familiar with each specification prior to submitting a bid.

1.2. The awarded respondent shall maintain a center of operation and/or offices within the

Dallas/Fort Worth Metroplex. Such office shall be staffed with personnel to manage the ongoing daily operations of the firm and support of the terms and conditions of this contract.

1.3. The City shall have the option to perform a complete inspection of all equipment before award and at any time throughout the term of the contract. Should any equipment not meet standards necessary to complete the work or to operate safely, the City may require such equipment to be removed from service and brought to standard before being placed back in service. The designated inspector may require respondent to perform an on-site demonstration of any equipment being used by respondent.

1.4. The successful respondent shall have a management person on call and available at all times, twenty-four (24) hours a day, seven (7) days a week, for emergencies and/or to inspect property when required by the City. All such persons shall have a telephone number where they can be conveniently reached on file with the City.

1.5. Awarded respondent shall notify the authorized City representative at least twenty-four

(24) hours prior to beginning any maintenance operations based on set schedule with the respondent and department.

1.6. Awarded respondent is required to establish a work site schedule with the designated City

Representative prior to and throughout contract period to perform ground maintenance. No work is to be performed without prior approval.

1.7. Respondent shall be able to complete all scheduled work during normal working hours

8:00 AM to 5:00 PM, Monday through Friday (10:00 am to 7:00 pm on Ozone Action Days.

Work will not be allowed during any other time to include City Holidays or weekends, without proper written permission from the City Representative. Permission will only be granted for extenuating circumstances at the sole discretion of the City Representative. Request to work outside normal business hours shall be pre-submitted via e-mail to the City Representative.

1.8. Awarded vendor shall comply with all environmental City of Dallas and ISO

(International Organization for Standardization) standards set by Transportation and Public

Works.

1.10. All service calls and call backs shall be responded to by successful respondent within twenty-four (24) hours or the next working day after a recognized City of Dallas holiday.

1.11. All grounds shall be maintained in a manner appealing to the eye and acceptable to the public at large.

1.12. The awarded respondent will be held responsible for…