Invitation to Bid Common Ground Mowing and Landcare Services

ITB-26-00186

ITB-26-00186 Page 1

SOLICITATION TYPE: Competitive Sealed Bids

SOLICITATION NUMBER: ITB-26-00186

SOLICITATION TITLE: Common Grounds Mowing and Landcare Services

BRIEF DESCRIPTION: The Hillsborough County Board of County Commissioners (County) is seeking competitive sealed bids from professional, qualified Contractors to perform ongoing and as-needed all-inclusive common grounds mowing and Landcare services at multiple locations throughout the County. The resulting contract(s) will be for a three (3) year term.

DUE DATE & TIME: April 1, 2026, 2:00 PM Eastern Time (our clock)

BID SUBMISSION: The County will only accept bids submitted through its electronic bidding system (Euna Procurement). Bids that are submitted or delivered by non-electronic means (hard-copy paper), facsimile, electronic mail (e-mail), electronic file, or means other than through the County's electronic bidding system (Euna Procurement) will not be accepted or considered. Please visit our vendors webpage (hcfl.gov/vendors) for information regarding vendor registration, electronic bid submission, procurement opportunities, and other important resources.

TIMELINESS: To preserve the integrity of the competitive sealed bid process, bids submitted after the due date and time listed above, unless otherwise amended, cannot and will not be accepted. Please do not wait until the last minute, hour, or day to submit your bid, as you may encounter technical difficulties or issues that cannot be resolved before the due date and time. When preparing to submit your bid, please read and follow all instructions regarding formatting and other details related to the form(s) to be used. Again, please do not wait until it’s too late for assistance. We value and need your participation, so the last thing we want is for you to miss this opportunity.

QUESTIONS: ● Questions regarding technical difficulties or errors encountered while submitting proposals through Euna Procurement must be directed to Euna Procurement Support at 1-844-226-3862 or support.bonfire @eunasolutions.com.

● Questions regarding the specifications or solicitation document must be directed to the County using the “messages” section in Euna Procurement for this particular procurement.

IMPORTANT! PLEASE READ CAREFULLY BEFORE SUBMITTING BID

mailto:support.bonfire@eunasolutions.com mailto:support.bonfire@eunasolutions.com

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• To be given consideration, such requests must be received no later than 14 calendar days after the date of Solicitation issuance in Euna Procurement, site visit, or pre-bid conference, whichever is later.

● Questions regarding vendor registration, training, or general questions must be directed to the Supplier Engagement Team at (813) 272-5790 or iSupplier@HCFL.gov.

SBE SET-ASIDE: A portion of this project is a Small Business Enterprise (SBE) Set-Aside Contract that is subject to the policies and procedures governing the County’s Small Business Encouragement Program. Accordingly, the County will only accept bids for “Zones 1 through Zone 11” (See Exhibit V) from bidders who are registered with the County’s Small Business Enterprises Division as a Hillsborough County SBE as of the date and time when bids are due. Please see Special Terms and Conditions for complete details and requirements.

CONE OF SILENCE: A Cone of Silence is in effect for this procurement; therefore, no bidder, interested party and/or their principals, officers, employees, attorneys, or agents shall communicate with County employees, the Hearing Master assigned to hear the applicable protest appeal and/or members of the Board of County Commissioners, including their aides and employees regarding this procurement and/or a related protest, except as otherwise provided in the Hillsborough County Procurement Protest Policy and Procedures Ordinance. The Cone of Silence does not prohibit a bidder from communicating with the Director of Procurement, staff in the Procurement Services Department, or the County’s attorney assigned to this procurement. Violating the Cone of Silence may disqualify the bidder from consideration for award. Please refer to the Instructions for complete details about the Cone of Silence.

INSURANCE: Insurance coverage is required for this procurement. Please see ITB—26- 00186 Insurance Requirements Attachment and Special Terms and Conditions.

SURETY (BONDS): Bid, performance, and/or payment surety is not required for this procurement

E-VERIFY: The Department of Homeland Security's Image Program and E-Verify apply to this procurement. Please see General Terms and Conditions for complete details and requirements.

mailto:iSupplier@HCFL.gov https://library.municode.com/fl/hillsborough_county/codes/code_of_ordinances,_part_a?nodeId=HICOCOORLA_CH2AD_ARTVIPR_DIV3HICOPRPRPOPR_S2-562TI https://library.municode.com/fl/hillsborough_county/codes/code_of_ordinances,_part_a?nodeId=HICOCOORLA_CH2AD_ARTVIPR_DIV3HICOPRPRPOPR_S2-562TI

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1. SPECIFICATIONS

1.1. Scope

1.1.1 The Hillsborough County Parks and Recreation Department (PRD) seeks professional, qualified, responsive and responsible Contractor(s) to perform ongoing and as-needed all-inclusive common grounds mowing and Landcare services at multiple locations throughout the County.

1.1.2 The PRD services over 200 park sites, 85,000 acres of parkland, and provides athletic programming for over 46,000 youth and adults at 266 sports and multipurpose fields throughout the County, the fourth largest County in Florida. The requested services to be performed under these specifications include but is not limited to the furnishing of all labor, materials, appropriate equipment, accessories, services, and incidentals, necessary, to maintain all the turf, trees, and plant material in a healthy, vigorous growing condition for the exterior landscaping at the locations listed herein. The Contractor(s) shall be responsible for inspecting the Scope of Work, Drawings (if any), Specifications, and Contract forms for Work contemplated, to inform themselves thoroughly as to the quality required, quantities needed, and the concealed conditions (tree roots, clay, rocks, debris, groundwater, utilities, and existing landscape) involved in the completion of all Work.

1.1.3 Bidders may bid on any and all Zones, Zones 1 through 11 are considered an SBE Set A-Side and the County may consider further review of a firm’s responsibility prior to the potential award of more than three (3) Zones per Contractor(s).

1.1.4 All work shall be performed and completed by the Contractor(s) and not a Subcontractor. Subcontracting shall not be allowed for any work contained herein with the sole exception of palm trees trimming over 12’.

1.1.5 The awarded Contractors shall have the appropriate equipment necessary to successfully complete all work at the awarded site locations, with no deviations. The Contractor(s) shall not be compensated for additional equipment to perform work described herein.

1.2. Minimum Qualifications

1.2.1 The Bidder(s) or principal thereof shall demonstrate recent experience in providing substantially similar services.

1.2.2 The Bidder(s) shall hold an active Florida Department of Agriculture and Consumer Services Limited Urban Commercial Fertilizer Applicator Certification before and during the term of the resulting Contract, refer to Attachment A. Please note that this certification will not be required for the award of Zone SP1 (Group 12). However, any Bidder who is the respective low for Zone SP1 along with any of Zones 1 through 11, shall

ITB-26-00186 Page 4 possess the license. The Bidder shall have a Bush hog, associated tractor- that can perform work in wet or inundated areas, and a slope mower to successfully complete Zone SP1 (Zone 12). A bush hog is a rotary mower that’s attached to the back of a tractor to cut brush, weed, and small trees. The County may inspect Bidder’s equipment prior to recommending Award.

1.2.3 The Bidder(s) shall have sufficient staff and commercial vehicles to perform at a minimum of four (4) large comprehensive mowing projects simultaneously. The Bidder may be required to furnish a list of employees (first and last name), description of their role, and a complete list of functional equipment that the Bidder has in their fleet. Such list shall be submitted and evaluated prior to a Contract award. The County reserves the right to come and inspect business premises and equipment to determine functionality.

Should the Bidder refuse to answer the County’s questions, provide evidence of substantial work and permit inspection of equipment, this shall result in the Bidder not being evaluated for possible Award of Contract, and bid will be rejected.

1.3. Minimum Requirements

1.3.1 The Contractor(s) and all employees assigned to County projects are required to undergo a Level II background screening. The results of these screenings must be submitted to both the County Project Manager (PM) and the Contracts Manager (CM) prior to the commencement of any County work. All background screening costs shall be the sole responsibility of the Contractor(s). The Contractor(s) must promptly report to the PM and CM any incidents involving its employees or subcontractors that are unlawful, unethical, or that may expose the County to liability. Full transparency in these matters is essential. Additionally, the Contractor(s) shall notify the PM and CM of all new personnel. Before being assigned to any County work, new personnel must also complete a Level II background screening, with results submitted for review in advance.

1.3.2 The Contractor(s) and their staff shall be fluent in the English language and shall be able to effectively communicate with County personnel proficiently in person, via email, calls and text messages, or have a translator present at all times. Effective communication is paramount to having a successful contract term.

1.3.3 The Contractor(s) pricing shall be per site, to include but not limited to the comprehensive completion of mowing, line-trimming/edging, weeding, shrub trimming, tree lifting/pruning, etc. The price per site location shall include all labor, vehicle/truck, equipment, tools, incidentals, etc., to successfully complete all work at the site. The County shall not compensate the Contractor(s) if one (1) or more items listed above were not successfully completed. It is the responsibility of the Contractor(s) to complete all work at each site to expect compensation for the site location in question. The Contractor(s) may take photographs (before/after) as evidence of completion of work per specifications.

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1.3.3.1 No pleas of ignorance of conditions or difficulties that may be encountered in execution of the work as a result of the Contractor's failure to make necessary and reasonable examinations and investigations shall be accepted. The submittal of a Bid shall be considered evidence that examination has been made as described herein.

1.3.4 The apparent silence of this specification and any Addendum regarding any details or the omission from the specification of a detailed description concerning any point shall be regarded as meaning that only the best and legal commercial practices are to prevail, and that only materials and workmanship of the finest quality are to be used. All interpretations of this specification shall be made upon this basis.

1.3.5 The Contractor(s) shall provide continuous maintenance, including weekends and all holidays. The Contractor(s) is encouraged to visit the sites and review Exhibit I – Site Aerials that includes aerials of all known site locations. In the determination of good horticultural practices, the Contractor(s) shall use the following guidelines to establish a minimum standard of maintenance performance.

1.3.6 Mowing

1.3.6.1 The Contractor(s), prior to each month, shall provide a comprehensive mowing/Landcare schedule to the County PM or Designee, to review and approve. The County PM or Designee may make adjustment, and the Contractor(s) shall adhere to such revisions. All grass areas shall be mowed at intervals as determined by the County PM, or Designee, to meet seasonal requirements. Mowing frequency and height shall be determined by County staff and may be reduced to zero mows during the winter months.

1.3.6.2 Bahia grass shall be mowed at the height of approximately three (3) inches.

1.3.6.3 The number of mowing cycles shall be dependent upon the weather and timing of the active growing season. See Exhibit V for a list of sites, locations and acreages. The turf should be mowed as follows:

1.3.6.3.1 “A” Sites (recreation centers, sports complexes, and higher profile sites): Height of approximately three (3) inches for all sites identified as “A Sites.

1.3.6.3.2 “B” Site (neighborhood parks, preserve locations, natural areas): Height of approximately three (3) inches for all sites identified as “B” sites.

1.3.6.3.3 “S” site (areas prone to flooding): Height of approximately six

(6) inches for all sites identified as “S” sites. The site location in this Zone

ITB-26-00186 Page 6 needs to be addressed with a bush hog or similar compatible equipment thereof. Sites in this zone may require up to two (2) mows during the dry season to maintain the area manageable. The County PM or Designee shall decide on mowing frequency. The County PM or Designee shall make the determination whether similar compatible equipment is acceptable.

1.3.6.3.4 In the event the Contractor(s) mows after excessive rainfall, and there is an excessive accumulation of grass clippings after mowing that cannot be easily absorbed in the turf then the excess shall be raked up and removed from the site. All grass clippings shall be mulched small enough to expose all leaflets in the grass or removed from the site. No clumps shall be left. Grass clippings (which cannot be mulched) and tree debris (from pruning and grounds cleanup) shall be removed from the property at the Contractor’s expense by the end of each workday. The Contractor(s) shall not utilize County dumpsters, waste cans, county property, or barrels to dispose of debris.

1.3.6.3.5 Areas that are less than three (3) feet wide and cannot be mowed due to inundation with water shall be line trimmed every other visit. Wet areas larger than three (3) feet shall be mowed as soon as the area dries out regardless of height.

1.3.6.3.6 All tree and shrub trimmings and fallen palm fronds and shields shall be removed from the grounds before mowing and removed from the site on every cycle.

1.3.6.3.7 All grass shall be cut with sharp blades. The Contractor(s) shall ensure each crew carries spare blades and they are changed as the cuts start to appear rough. All mowing should be done at industry speed and in a manner that provides a smooth cut without scalping and avoids damage to any trees or tree trunks.

1.3.6.3.8 Mowing shall be performed within all Zones, and the County PM or Designee shall establish the dates of mowing and related services.

Services shall be pursued within the specific area until a cycle is complete.

A Completed Cycle shall include all grass mowing, blowing, trimming, edging, pruning, weeding, sweeping, raking, and debris removal. Each area shall have a complete appearance with all grass mowed, no clumps of grass left on grounds, all edging completed, all areas line trimmed, no trees that are not trimmed to specifications or other unfinished Work remaining after each area is completed.

1.3.6.3.9 Any overgrown areas that the County or a County Contractor(s) clears out during the term of the resulting contract shall be maintained

ITB-26-00186 Page 7 by the awarded Contractor(s) of this bid. The County PM or Designee will communicate directly with the Contractor(s) on this addition, if applicable.

1.3.6.3.10 The Contractor(s) shall perform mowing services on all park sites, including slopes up to a four (4) to one (1) slope. The Contractor(s) shall own and operate all professional equipment necessary to perform mowing services regardless of grade. The Contractor(s) shall provide special equipment as necessary to accomplish a completed cycle. If the Contractor(s) is not able to mow a sloped area, they are required to line trim the area using industry standard equipment to maintain those slopes. The Contractor(s) shall not maintain these areas by the use of chemicals.

1.3.7 Weeding and Shrub Trimming

1.3.7.1 All landscape areas, planters, shrub beds, structures of any kind, and any item above ground shall be kept free of weeds or grass higher than specified unless specifically excluded. The Contractor(s) shall, during each service cycle, maintain all parking lots, athletic courts, walkways, and areas beneath bleachers in a condition free of weeds, grass, excess dirt, and clay. These areas shall be cleaned as part of each cycle by blowing or other approved methods. All debris generated during this process shall be collected and properly disposed of off-site by the Contractor(s) at the Contractor’s expense. Care to minimize the deposition of material on nearby cars shall be taken. Cars that have material deposited on them shall be blown clean before leaving the site. Chemical weed controllers, liquid or granular, may be used with prior approval by the County and shall be used only as directed by the manufacturer. Weeds shall be carefully (causing no damage to surrounding shrubs and trees) trimmed down to three (3) inches or below before spraying. The Contractor(s) shall be responsible for damage to adjacent plants or turf due to chemical drift. Where persistent weeds continue to grow in and around plant beds, the weeds are to be hand pulled to remove them. All grass and weeds shall be removed from drainage systems to allow for better water flow.

1.3.7.2 Shrubs, annuals, and ornamentals, where applicable, shall be maintained in a healthy, and vigorously growing condition. All hedges shall be trimmed and maintained at the dimensions prescribed by the County PM on a continuous basis. Shrubs shall be trimmed in a level and orderly manner, and all trimming shall be removed or mulched to under one (1)-inch pieces and incorporated into the bed.

1.3.7.3 All plant beds are to be maintained with a sharp and distinct edge that shall separate the plant bed from the adjoining grass areas, curbs or walkways, and other surfaces. Weeds that can be controlled by chemical treatment should

ITB-26-00186 Page 8 be where possible or are to be hand-pulled. When chemicals are used to kill the weeds, dead weeds must be removed by hand and the site cleaned up. Leaving dead weeds that have been killed by chemical treatment ruins the appearance of the area and is unacceptable. All plant material is to be pruned as determined by the County PM or Designee to maintain an orderly appearance or habit of growth. As opposed to shearing, natural pruning is recommended for plant species that do not respond, either aesthetically or health-wise to shearing (e.g., azaleas, thryallis, etc.). Never remove more than one-third (1/3) of a plant's foliage at one time.

1.3.8 Line Trimming/ Edging

1.3.8.1 Grass and weeds growing around trees, walls, walks, curbs, parts of buildings, bollards, electrical structures, dumpsters, bleachers, fence lines, ditches, berms, culverts, outpours, or other fixed objects, which are inaccessible to large mowing equipment shall be trimmed using handheld line trimming equipment on the same schedule as the mowing. Vining plants shall also be removed from fence lines, building walls and bollards. Trimming may be accomplished by hand, machine, or other expeditious methods. Stems of plants or trunks of trees shall be protected from bark injury from weed trimmers. All curbs, walks, trails, and edges of hardscapes shall be edged to not allow for growth over such edges. All ditch areas within the prescribed area of responsibility (outlined in aerials in Exhibit I) shall be completed at the same frequency as all other tasks.

1.3.8.2 Weed control chemicals (Glyphosate) may also be used in all areas except sidewalks and hardscape edges. Sidewalks and hardscape edges shall be edged and maintained with a sharp and distinct edge that shall separate it from adjoining grass areas. Areas treated with Glyphosate shall not exceed six (6) inches in width around structures. Herbicide or Glyphosate shall not be used on berms, culverts or grade change areas, and ditches. When spraying around bollards, only six inches shall be sprayed not to connect the spray lines between bollards. All grass areas between bollards shall not be sprayed. Any vegetation harmed by the application of weed control chemicals or mechanically damaged will be replaced at the Contractor’s expense. All trees shall have a 60-inch diameter area that is free of weeds and turf. This can be accomplished with the use of chemicals and will not need to be edged. The edge of this circle shall be smooth and not jagged from overspray. No chemical grass or weed control shall be used along fences bordering athletic fields. The Contractor shall Line-Trim the outside of the athletic field fences.

1.3.9 Miscellaneous Land Care Services

1.3.9.1 The Contractor(s) are required to provide miscellaneous land care services including but not limited to maintaining trees, palms, and shrubs, some

ITB-26-00186 Page 9 of which may include fertilizing services. The Contractor(s) are expected to be certified in accordance with the Hillsborough County Fertilizer Ordinance and the State of Florida. This limited certification is issued by the Florida Department of Agriculture and Consumer Services (FDACS). This certification is required by Florida law to apply fertilizer commercially ("for-hire") on residential or commercial properties and to parks or non-agricultural fields. Each individual fertilizer applicator must have this certification. Up to two (2) times a year, the Contractor(s) shall disperse fertilizer in improved plant bedding areas and around newly planted trees in parks. The approved fertilizer shall be provided by Hillsborough County to the Contractor(s). The Contractor(s) will disperse the fertilizer in accordance with instruction labels and the Hillsborough County Fertilizer Ordinance. The Contractor(s) shall additionally apply the granular fertilizer using sound horticulture practices and blow off all walks and surfaces, so staining does not occur. All fertilizer used on and within root areas of palm trees shall be palm special fertilizer. The fertilizer provided by the County shall be applied by the Contractor's certified staff and shall be billed at the Miscellaneous Land Care Services Line Item included in the bid documents. The Contractor(s) shall include all possible costs related to additional miscellaneous land care services including but not limited to costs of equipment and supplies, in the aforementioned Line Item. The information regarding the aforementioned license is available at: https://www.fdacs.gov/Business-Services/Pest- Control/Licensing-and-Certification.

1.3.10 Lakes and Pond Maintenance

1.3.10.1 The Contractor(s) shall be required to perform mowing and/or line trimming to the water’s edge, for the purpose of controlling weeds, tall grass, and invasive growth. Such maintenance shall be performed to preserve the visual appeal of lakes and ponds and to prevent the obstruction of sightlines. Services shall be conducted no less than once per month, unless otherwise agreed upon with written approval from the County PM, and may be required more frequently at the direction of the County PM.

1.3.10.2 Excessive accumulation of grass clippings resulting from mowing or line trimming around water areas that cannot be evenly distributed or easily absorbed into the turf shall be raked, collected, and removed from the site. All grass clippings shall be mulched finely enough to expose leaflets in the turf or removed from the site; no clumps or windrows shall be left in place. Grass clippings that cannot be mulched shall be removed from County property at the Contractor’s expense no later than the end of each workday. The Contractor(s) shall not utilize County dumpsters, waste receptacles, or other County property for disposal of such debris.

https://www.fdacs.gov/Business-Services/Pest-Control/Licensing-and-Certification https://www.fdacs.gov/Business-Services/Pest-Control/Licensing-and-Certification

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1.3.11 Litter Control

1.3.11.1 Prior to mowing, the Contractor(s) shall be responsible for policing and retrieving (picking up) litter from all areas: lawns, planter boxes, shrub beds, etc. Debris such as paper, plastic, excessive amounts of cigarette butts and packages, cans, etc., shall be removed from areas before mowing and may be placed in the facility's solid waste containers. All walks, roads, grounds, sidewalks, drainage systems, and areas that may be littered by grass clippings from the mowing or the edging operations shall be cleaned by blowing off the surface. All grass; weeds, leaves, and tree debris shall be removed from curbing and removed from all drainage and curbing systems to facilitate water flow.

1.3.11.2 The Contractor(s) shall be responsible for removing all excess grass, weeds, sticks, palm fronds, shields, tree limbs up to six (6) inches in diameter, leaves, and other large amounts of yard-type products from the property. The Contractor shall not place any yard product in any facility solid waste containers or make piles of such at the site location being worked on.

1.3.12 Tree Pruning

1.3.12.1 Tree pruning shall be performed on a per-cycle basis to maintain trees and palms by removing all dead, low, broken, unsightly, unsafe, diseased, insect, or wind-damaged growth for limbs of six (6) inches or less in diameter up to twelve (12) feet in height. This includes lifting low limbs in all areas on site other than heavily wooded. Pruning and lifting include but are not limited to parking areas, landscape beds, open fields, playing fields, structures, and fence lines.

Trees shall only be lifted and kept to the minimum height to allow for safe circulation of pedestrians- Not automatically lifted to 12 feet high. Heavily wooded areas are excluded from pruning and will be identified by the County Project Manager or Designee. Palms less than twelve (12) feet are to be trimmed once a year as part of the regular cycle. Palms above twelve (12) feet shall be trimmed upon prior approval or request from the County Project Manager or Designee. Pruning shall be done within two (2) working days. Pruning shall be completed on a continuous basis to maintain prescribed standards or within two

(2) days of the request from the County Project Manager or Designee. The Contractor shall maintain a twelve (12)-foot clearance under tree branches.

Exceptions to the twelve (12)-foot clearance requirement may be granted under special circumstances by the County PM or Designee. All cut branches shall be removed from the site and disposed of properly. All trimming shall be performed up to or exceeding industry standards (American National Standards Institute A300 and Z133 or current publishing). Refer to Attachment C, Palm Trimming Guideline.

1.3.12.1.1 The Contractor(s) shall be required with each site service at each park location to lift trees. The trees shall be lifted to a height of

ITB-26-00186 Page 11 twelve (12) feet high from grade. All work shall be performed according to the latest arboriculture standards including ANSI A 300 and ZZ133. No branch shall be cut that is over four (4) inches in diameter without prior written approval from a county representative.

1.3.13 Use of Chemical/Herbicide

1.3.13.1 All pre-approved chemicals used by the Contractor(s) during care and maintenance shall be approved by either the Environmental Protection Agency (EPA) or the United States Department of Agriculture (USDA). All personnel shall be properly licensed and trained by the Department of Agriculture with a valid Limited Urban Commercial Fertilizer Applicator Certification. Use of all chemicals and disposal of residues on waterways or restricted sites shall be in strict conformance with EPA, USDA, and manufacturer’s instructions. The use of any chemicals not on the County’s pre-approved list shall require approval, which rests solely with the County. Glyphosate is the only pre-approved herbicide covered in these specifications. Any substitution requires approval prior to application by the County’s PM. The County encourages the use of safe and effective chemicals in the management of its site. No herbicides shall be applied in winds of 10 miles per hour (MPH) or greater. The Contractor(s) shall follow the manufacturer's recommendations for application. Spray a six (6) inch wide strip when applying chemical herbicide around obstacles. Material Data Safety Sheets (MSDS) Labels shall be submitted to the County PM or Designee and any other information required to verify the material utilized and applicable quantity and ratio applied. Any vegetation harmed by the application of weed control chemicals will be replaced at the Contractor’s expense.

1.3.13.2 The Contractor(s) shall be responsible for replacing damaged sod at their sole cost due to excessive spraying.

1.3.13.3 The County shall have the right to determine the use of selective herbicide. For areas where the grass measures less than 25 square feet, weeds shall not be allowed to cover 10% or more; otherwise, weeds will be removed to an acceptable level as determined by the PM prior to payment. Selection of the selective herbicide shall be made according to the label, weed type, and the ornamental plant that the weed is growing within.

1.3.13.4 The Contractor(s) shall place appropriate warning signs in all public areas serviced. The Contractor(s) shall remove all warning signs within 24 hours after the end of the prescribed re-entry interval or date signs so the public and/or users know that use is allowed by date. The Contractor(s) shall coordinate this activity with the activity with the County PM or Designee.

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1.3.14 Supplies, Materials and Equipment

1.3.14.1 The Contractor(s) shall furnish all supplies, materials, and commercial grade equipment necessary for the performance of the Work of this Contract.

These supplies and materials shall be used for the purposes for which they were intended. During the term of this Contract, the Contractor(s) shall submit to the County PM or Designee a list with the name of the manufacturer, the brand name, and use of each piece of equipment to be used in the performance of the Work required in this Contract, such as mowers, weed eaters, edgers, mower blades and other equipment. Mowers must be commercial grade high speed rotary mowers capable of mowing slopes represented at various County sites. All equipment shall be preapproved by the County PM or Designee. All safety equipment on mowers shall be functioning, in use, and in good repair to reduce damage to cars and injuries to users. At this time, the County is not accepting bids for robotic mowers.

1.3.14.2 Defective equipment that is found on the job site by the County PM or Designee shall be repaired or replaced before being used again for work provided for in this Contract.

1.3.14.3 The Contractor(s) shall have and maintain a storage area that shall accommodate sufficient levels of materials, chemicals, and or equipment to prevent shortages of products, chemicals, and equipment during the performance of this Contract. The Contractor(s) shall provide the address of the storage facility upon the County’s request.

1.3.14.4 The Contractor(s) shall track site(s) sprayed with chemicals and submit when requested, the label(s) from the container(s) used as required by law. The Contractor(s) shall be able to identify the location, date, and quantity of the application.

1.3.14.5 The Contractor(s) staff shall wear a uniform shirt identifying Contractor/Company name. The Contractor’s vehicle should also have an identifying logo.

1.3.15 Schedules

1.3.15.1 Contractor(s) shall devise a mowing plan to include all the Work stated herein in order to achieve the required objectives. The Contractor(s) shall provide an entire month’s schedule before, but not later than, the first business day of each month. The Contractor(s) shall submit such plan to the County PM or Designee for approval on the designated form no later than the first business day of the scheduled month.

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1.3.15.2 The Contractor(s) shall service Dog Parks on Wednesdays.

Arrangements have been made to keep all citizens and animals off County premises for service periods.

1.3.15.3 The Contractor(s) shall service Athletic fields on Wednesdays, Thursdays, or Fridays to ensure the fields are ready for weekend games and tournaments.

1.3.16 Forms (Approved Format), Exhibits II, III, & IV

1.3.16.1 For the purposes of orientation and instruction, Exhibit II-Pay Request, Exhibit III-Monthly Status Report, and Exhibit IV-Maintenance Schedule have been provided within the technical specifications, as the approved format for Contractor(s) to replicate for submission during the contract period. Deviations from the approved format require the County PM or Designee's review and approval, in advance, before use and submission during the performance period of this Contract. Samples of the vendor format for each form identified (II, III & IV) may be requested by the County PM before or after the contract award. The approved formats are only provided as an approved guideline for Contractor(s) submission and are subject to change.

1.3.16.2 Requests from the Contractor(s) for form deviations shall be in writing and approved by the County Project Manager or Designee, in advance, during the performance of this Contract.

1.3.16.3 See Exhibit V for a list of acreages at each site.

1.3.17 Services Not Performed by the Mowing Contractor(s)

1.3.17.1 Watering: The Contractor(s) shall not be responsible for watering unless it is necessary to establish plants replaced due to the actions or inactions of the Contractor(s). The Contractor(s) may recommend watering.

1.3.17.2 Irrigation Systems: The Contractor(s) shall not be responsible for maintaining irrigation systems. The Contractor(s) shall be responsible for the repair or replacement of irrigation systems broken due to negligence during service.

1.3.17.3 Mulch is not the responsibility of the Contractor(s). Mulch shall be provided by the County as determined by the County PM or Designee.

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1.3.18 Invoicing and Payments

1.3.18.1 A completed cycle shall include all litter pickup, grass mowing, trimming, edging, pruning, weeding, line-trimming, tree-lifting, pruning, blowing, sweeping, raking, and debris removal. In the event that the Contractor(s) fails to complete a task or the complete job at any site correctly, the County will notify the Contractor(s), and the Contractor(s) shall have 24 hours of being notified, to complete the job and/or rectify the concerns. The County reserves the right not to pay for the site and/or have the Work performed by another Contractor at the current Contractor’s expense.

1.3.18.2 Should the Contractor(s) become nonresponsive on correction requests, the County may have the Contractor(s) CEASE ALL OPERATIONS until all issues are resolved. The County may retain other Contractor(s) to perform the necessary work if the Contractor(s) deviates and/or becomes nonresponsive to corrective measures. The County reserves the right to stop payment to Contractor(s) that are deviating from approved specifications, not being responsible, or defying the County’s instructions.

1.3.18.3 The Standard Hourly Labor line-items represent the hourly rate to be charged for additional services not already covered under the all-inclusive line-items. These additional services may include but are not limited to excessive leaf removal and disposal, large limb removal and disposal, sod installation, seasonal planting, gravel or mulch spreading, gutter cleaning, major storm clean-up services, and other similar tasks.

1.3.18.4 The Contractor(s) shall price the Standard Hourly Labor line-items to include all the costs necessary to complete the services in accordance with industry standards. This includes labor, equipment, materials, tools, transportation, and any other incidentals required to perform the work.

1.3.18.4.1 These line-items are intended for use on special projects and must not be used without prior written authorization from the County.

The Contractor shall obtain written approval before proceeding with any work under these line-items.

1.3.18.5 In accordance with County policy, the Contractor(s) must clearly and precisely document the work performed for each hour invoiced. Detailed records of all labor hours must be maintained, and a comprehensive report explaining how the hours were utilized must be submitted with the corresponding monthly invoice. Failure to submit this report, or submission of a report deemed unacceptable by the County, may result in payment delays, up to and including nonpayment of the associated invoice(s). An example of what County Finance requires as backup for each invoice billing for Labor Hours is attached as Attachment B – Supporting Document Template.

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1.3.18.6 The County reserves the right to add and/or remove sites as identified by the County's PM, in accordance with section 5.2 of this solicitation document.

1.3.18.7 The Contractor shall submit an invoice for services monthly, after services have been fully approved and rendered.

1.3.18.8 The Contractor(s) shall submit an invoice for services and/or commodities monthly and/or immediately subsequent successful completion of the requested services. The Contractor(s) is obligated to submit correct invoices within the County’s Fiscal Year without deviation. The County’s Fiscal Year is from October 1st through September 30th. The Contractor(s) is required to submit invoices for completed work and/or furnished commodities/services on or before the 15th of September for any work performed/commodities furnished between October 1st and September 15th. There will be delays in payment should the Contractor(s) not submit invoices for rendered services and/or commodities by September 15th.

1.3.19 Damages

1.3.19.1 The Contractor(s) shall be financially responsible for any and all damages to County and/or private property due to: incompetence, deliberate/malicious actions, and/or honest mistakes. It is the obligation of the Contractor(s) to report to the PM and CM any and all damages within 24 hours or sooner should the matter be considered a safety hazard.

1.3.19.2 The Contractor(s) shall pay to correct damage(s) and/or make repairs, at the discretion of the County PM or Designee.

1.3.19.3 The County reserves the right to hire another Contractor and/or have County personnel correct the damage(s) and deduct from any pending payments to the Contractor with or without notice.

1.3.19.4 The County reserves the right to contact Contractor’s insurance agent and file against policy should the Contractor fail to respond, remedy and/or successfully resolve the complaints of damage from the County within three (3) calendar days.

1.3.20 Transition

1.3.20.1 At no additional cost to the County, the Contractor(s) shall provide phase-in, phase-out services for up to 90 days before expiration of resulting contract and up to 90 days after resulting contract expires, and transition in good faith a plan with a successor(s) to determine the nature and extent of phase-in, phase-out services required. The Contractor(s) shall provide sufficient personnel

ITB-26-00186 Page 16 during the phase-in, phase-out period to ensure that opened and/or pending projects are being completed appropriately and expeditiously while assisting the successor(s) of this contract with information, reports and/or guidance as to prevent interruption of services and/or duplication of work already performed by previous Contractor.

1.4. Preparation for Delivery

Delivery time will be determined within the planning phase. Project shall begin within no later than three (3) Days after Contractor's receipt of a Purchase Order from the County. The Contractor shall provide a schedule to the County in writing via e-mail and shall execute upon approval from the County PM or Designee.

2. SPECIAL TERMS AND CONDITIONS

2.1 Allowance

An Allowance, in the amount of $250,000.00, will be added to the total Bid amount for additional or ancillary services that are necessary to support departmental operations but cannot be fully anticipated or specifically defined at the time of the procurement.

Commodities and/or Services ordered through the Allowance are limited to the items/services listed above. Costs for the commodities/services must be pre-approved by the County and deemed to be fair and reasonable by County staff. As determined by the County PM and/or CM, commodities/services furnished/performed under this Allowance may be added to the Contract at the quoted price/rate for the remainder of the Contract term

2.2 Basis for Award (County’s Best Interest)

Award will be made to the lowest, responsive and responsible Bidder(s) meeting Specifications.

If this Solicitation Document contains more than one (1) line item or group/zone/section, the County reserves the right to award by line item, by group/zone/section, or by overall total net Bid price, whichever is determined to be in the County’s best interest.

2.2.1 Bidders are not required to bid on all groups/zones/baskets but are required to bid on all line items within each group/zone/basket. If a Bidder fails to submit a Bid on all line items in a group/zone/basket, that Bidder is not eligible for award of that group/zone/basket.

2.3 Insurance, Contractor

See ITB-26-00186 Insurance Requirements Attachment for more specific details regarding the type of coverage and amounts required.

2.3.1 No work for the County shall commence or occupancy of any of its property take place until the required Certificates of Insurance and copies of the policies, if requested, ITB-26-00186 Page 17 are received by the County and written Notice to Proceed is issued to the Contractor by the County.

2.3.2 The insurance coverages and limits required of the Contractor under the Contract Documents are designed to meet the minimum requirements of the County. They are not designed as a recommended insurance program for the Contractor. Contractor shall be responsible for the sufficiency of its own insurance program. Should the Contractor have any questions concerning its exposure to loss under the Contract Documents or the insurance coverages needed therefore, it should seek professional assistance.

2.3.3 If the insurance coverage initially provided by the Contractor is to expire prior to completion of the Work, renewal Certificates of Insurance shall be furnished to the County the ten (10) Days prior to expiration of current coverages.

2.3.4 Should the Contractor fail to maintain the insurance coverages required by the Contract Documents, the County may, at its option, either terminate this Agreement for default or procure and pay for such coverage, charge the Contractor for and deduct the costs of the same from payments due the Contractor. A decision by the County to procure and pay for such insurance coverage shall not operate as a waiver of any of its rights under the Contract Documents.

2.3.5 Failure of the Contractor to submit the required Certificates of Insurance within the times required by this Section may result in a delay in issuing the Notice to Proceed. The parties specifically agree that such a delay is neither excusable nor compensable and will not entitle the Contractor to a change in the Contract Price or Time.

2.4 Jessica Lunsford Act

2.4.1 Non-instructional school district employees or contractual personnel who are permitted access on school grounds when students are present, must meet level 2 screening requirements as described in Florida Statutes Section 1012.32 and Section

1012.465. The Act focuses primarily on increasing the measures used to monitor sexual offenders or predators. However, part of the Act is specifically related to individuals with access to school district campuses. Hillsborough County Children Services, Head Start facilities and Park sites that serve the School Board have adopted this as policy.

2.4.2 Contractual personnel shall include any vendor, individual, Contractor, Sub- Contractor, or entity under contract with the school board or in this case Hillsborough County who work or may work in a child occupied area or space. The Contractor shall pay all costs associated with meeting the level 2 requirements. Be advised that this process may take up to thirty (30) Days.

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2.5 Optional Provision for Other Agencies

Unless otherwise stipulated by the Bidder/Proposer in its Offer, the Bidder/Proposer agrees to make available to all government agencies, departments, and municipalities the Offer prices submitted in accordance with the terms and conditions of this Solicitation Document, should any governmental entity desire to buy under the Contract resulting from this Solicitation Document.

2.6 Price Escalation/De-Escalation (CPI)

2.6.1 Any reference in the solicitation to price adjustments or price escalations shall mean price decreases as well as increases unless otherwise stipulated. Unit prices or rates in contracts that are longer than twelve (12) months and include a provision for price adjustments based on movement in the U.S. Department of Labor's Consumer Price Index for All Urban Consumers (CPI-U) (1982 84=100) may be adjusted annually (contract redetermination period). The awarded unit prices or rates will be effective for one (1) year beginning on the date of purchase order issuance or contract effective date, whichever is later. The awarded vendor may request unit price or rate adjustments no later than 30 days prior to the start of the next contract redetermination period. The unit prices or rates may be adjusted, up or down, based on the percentage movement of the “CPI for All Urban Consumers (CPI-U) 1982-84=100 (Unadjusted)” posted at https://data.bls.gov/cgi-bin/surveymost?bls.

2.6.2 The baseline index will be the month and year in which the contract begins. The adjustments will not be cumulative and will be computed from the original awarded (base) prices or rates. Adjustments shall be computed using the latest cited CPI-U that is published and available on the date the County receives the adjustment request in writing. The unit price(s) changed as a result of these adjustments shall become effective on the first day of the next contract redetermination period. Adjustments will not be retroactive or prorated. If an adjustment is requested during the term of the contract, the County reserves the right to also request an adjustment in the same prescribed manner, especially if the CPI-U decreases and it is deemed to be in the County's best interest. Price adjustments shall be accomplished using the simple percentage method, which will adjust the base rate by the same percentage as the percent change in the CPI- U. Following is an example of the calculation:

https://data.bls.gov/cgi-bin/surveymost?bls

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Calculation Example

CPI2 = CPI-U at time of adjustment calculation (May 2019): 146.8 CPI1 = CPI-U at time base rate was awarded and set (June 2018): 143.4

CPI2/CPI1: 1.023

Base rate: $1,000.00 Multiplied by 1.023 Equals adjusted rate $1,023.00

For subsequent years, the base rate (CPI1) remains the same and the adjustment calculation will show the change from the base rate. Following shows the second adjustment using the example above:

CPI2 = CPI-U at time of adjustment calculation (May 2020): 140.6 CPI1 = CPI-U at time base rate was awarded and set (June 2018): 143.4

CPI2/CPI1: 0.980

Base rate: $1,000.00 Multiplied by 0.980 Equals adjusted rate $980.00

2.7 Purchase Order/Contract

By submitting an Offer, the Bidder/Proposer declares that it understands and agrees that Bidder’s/Proposer’s Offer in addition to the Specifications, the Instructions, the General Terms and Conditions, the Special Terms and Conditions, the Insurance and Bond requirements, any Amendment(s) issued and all applicable attachments to this Solicitation Document shall become a valid contract between the County and the Contractor upon approval of the contract award by the Board of County Commissioners (if applicable), upon approval of the contract award by the County Administrator (if applicable), or upon the County’s issuance of a Contract Purchase Agreement, Blanket Purchase Agreement, or Purchase Order, whichever occurs sooner.

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2.8 Small Business Enterprise (SBE)

2.8.1 SBE Set-Aside Contract – A portion of this project “Zones 1 through Zone 11” (See Exhibit V) is a Small Business Set-Aside Contract and is subject to the policies and procedures governing the Hillsborough County Small Business Encouragement Program.

Accordingly, the County will only accept Bids/Offers from businesses/firms that are registered with the County as a Hillsborough County Small Business Enterprise (SBE) at the time of the Close Date of this solicitation. SBEs with reciprocal registrations are not eligible. Bids/Offers from businesses/firms that are not registered by Hillsborough County as an SBE will NOT be accepted. Information regarding registration as a County SBE can be directed to the Hillsborough County Small Business Enterprises Division at (813) 829- 2650. Additional information regarding Small Business development can be found at the following URL:

https://hcfl.gov/businesses/doing-business-with-hillsborough/small-business-encouragement-program

2.8.2 Rejection of Bids - In the event all Offers submitted under the Small Business Encouragement Program are deemed to be excessive and unreasonable by the County, the County shall have the right to reject all Bids/Offers and re-solicit the project/contract, wherein this…