REQUEST FOR BID (RFB)

FOR

LANDSCAPE MAINTENANCE,

IRRIGATION SERVICES,

& SNOW REMOVAL

AT THE

PORTAGE COUNTY BUSINESS PARK

BID #2017-51

Issued by:

Portage County Purchasing Department

Bids must be submitted No later than 2:00 PM 12/14/2017 to:

Portage County Purchasing

1462 Strongs Ave Stevens Point WI 54481

LATE BIDS WILL BE REJECTED

There will be a public opening for this Bid

For further information regarding this RFB contact Calvin Winters

At (715) 346-1393 Email: wintersc@co.portage.wi.us

Issued: 11/16/2017

PORTAGE COUNTY BID #2017-51

WISCONSIN PAGE 2 OF 17

TABLE OF CONTENTS

SECTION SUBJECT PAGE #

1. GENERAL INFORMATION AND SCOPE

2. CONTRACT TERM

3. QUESTIONS

4. METHOD OF BID

5. BID SUBMISSION

6. BID RESPONSE REQUIREMENTS

7. METHOD OF AWARD

8. BIDDER/CONTRACTOR QUALIFICATIONS

9. CONTRACT QUANTITIES

10. SITE MAINTENANCE SPECIFICATIONS

11. START OF SERVICE

12. ON SITE SERVICE

13. FIRM PRICES

14. SUBCONTRACTING OR THIRD PARTY PAYMENTS

15. INVOICING REQUIREMENTS

16. CONTRACT CANCELLATION

17. APPEALS PROCESS

ATTACHMENT A – SIGNATURE AND AUTHORITY AFFIDAVIT FORM

ATTACHMENT B – REFERENCES SHEET

ATTACHMENT C – BID OFFER FORM

ATTACHMENT D – STANDARD TERMS AND CONDITIONS

ATTACHMENT E - MAINTENANCE AREAS AND PERFORMANCE SPECIFICATIONS

EXHIBITS

EXHIBIT 1 – MOWING AND MAINTENANCE PLAN, EACH CUTTING

EXHIBIT 2 – MOWING AND MAINTENANCE PLAN, INTERMITTENT MOWING

EXHIBIT 3 – MOWING AND MAINTENANCE PLAN, CLEM’S WAY MEDIAN

EXHIBIT 4 – MOWING AND MAINTENANCE PLAN, CARRIE FROST DRIVE MEDIAN

EXHIBIT 5 – MOWING AND MAINTENANCE PLAN, LANDS END WAY MEDIAN

EXHIBIT 6 – MOWING AND MAINTENANCE PLAN, PARK CENTRE EAST ENTRY DRIVE

EXHIBIT 7 – MOWING AND MAINTENANCE PLAN, PARK CENTRE FLAG/FOUNTAIN/GAZEBO/PARKING LOT EDGE

EXHIBIT 8 – MOWING AND MAINTENANCE PLAN, PARK CENTRE WEST ENTRY DRIVE

EXHIBIT 9 – MOWING AND MAINTENANCE PLAN, PONDS 1 & 2

EXHIBIT 10 – MOWING AND MAINTENANCE PLAN, POND 3

EXHIBIT 11 – MOWING AND MAINTENANCE PLAN, POND 4

EXHIBIT 12 – MOWING AND MAINTENANCE PLAN, POND 5

EXHIBIT 13 – MOWING AND MAINTENANCE PLAN, POND 6

EXHIBIT 14 – IRRIGATION, PONDS 1 & 2

EXHIBIT 15 – IRRIGATION, POND 3

EXHIBIT 16 – IRRIGATION, POND 4

EXHIBIT 17 – IRRIGATION, POND 5

EXHIBIT 18 – IRRIGATION, POND 6

EXHIBIT 19 – IRRIGATION, PARK CENTRE

EXHIBIT 20 – SNOW PLOWING

WISCONSIN PAGE 3 OF 17

1. GENERAL INFORMATION AND SCOPE

The County of Portage Wisconsin (County), through its Purchasing Department (Purchasing), requests bids to establish a contract for mowing of turf areas, fertilizer, weed control, weeding of beds, and maintenance/upkeep of the overall irrigation system, and snow plowing of selected multi-purpose paths at the Portage County Business Park. The approximately 390 acre Business Park is located in Stevens Point, Wisconsin, with a main section adjacent east of Interstate Highway 39, bounded by Cty Rd HH on the south, Canadian National Railroad on the North, and Cty Rd R/Brilowski Road on the east, with an additional section located east of Cty Rd R/Brilowski Road (see Exhibits 1 and 2).

The attached Standard Terms and Conditions shall govern this bid unless specifically modified in these bid documents. Conditions of bid that include the word "must" or "shall,” describe a mandatory requirement. All specifications are defined as mandatory minimum requirements unless otherwise stated. If no bidder is able to comply with a given specification or condition of bid, Purchasing reserves the right to delete that specification or condition of bid. Failure to meet specification requirements shall disqualify your bid. Vendors may not submit their own contract document as a substitute for these terms and conditions.

Retain a copy of these Bid documents for your files. Should you receive an award, these Bid documents become your contract terms and conditions.

Contract Execution: Portage County utilizes a web based electronic signature program (DocuSign) for the execution of contracts that do not require notarization. By submitting your bid you are agreeing to the use of this program to sign documents should you receive an award. There is no cost to the bidder associated with this process.

Definitions: The following definitions are used throughout the RFB documents:

Bidder/Vendor means a company or individual submitting a bid response to this RFB Contractor means bidder awarded the contract County means the County of Portage Wisconsin Purchasing means the County of Portage Purchasing Department RFB means Request for Bid State means the State of Wisconsin VendorNet means the State of Wisconsin’s electronic purchasing information system

1.1 Summary of General Responsibilities:

A. The CONTRACTOR shall provide all the equipment, materials and labor necessary to maintain the common areas, easements and rights-of-way within the Portage County Business Park per bid terms, conditions, specifications, and as illustrated in the attached Exhibits.

B. The CONTRACTOR will be required to perform all the tasks as described including, but not limited to, mowing/trimming, weed control, debris and litter pickup, fertilization, mulching, planting bed maintenance, irrigation spring start up and fall winterization and all irrigation maintenance/repairs/ adjustments/ timing/ electrical/ components etc. including control box’s, and snow removal. Repair and replacement of any parts or materials or plants shall be performed on a time and material basis as recommended by the Portage County Planning and Zoning Director or his/her designee.

C. The CONTRACTOR shall be responsible for the proper application and disposal of all materials.

The bid will be awarded to the lowest qualified bidder, not necessarily the lowest bid. The bid shall include all scheduled work as described in the maintenance program.

WISCONSIN PAGE 4 OF 17

D. The CONTRACTOR shall perform all requirements herein described and shall provide and furnish all the labor, materials, equipment, necessary tools, and insurance. All work shall be completed in a workmanlike manner.

E. The CONTRACTOR shall agree to indemnify and hold harmless Portage County and all property owners.

F. The CONTRACTOR shall deliver in the fall, and pickup in the spring, irrigation items identified in the bid documents to a County storage building located at 1039 Ellis Street, Stevens Point, WI. The CONTRACTOR shall schedule the pickup and delivery of the items with the Portage County Facilities Department in order to gain access to the storage building.

G. The CONTRACTOR shall inspect the pedestrian foot bridge after each mowing and report any damage or loose boards to the County.

2. CONTRACT TERM

01/01/2018 through 12/31/2018, with three (3) one-year renewal options. Any extension must be authorized by mutual agreement of the Contractor and the County.

3. QUESTIONS

If a vendor discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFB they shall notify the Procurement Director named below of such error and request a modification or clarification.

Any communications or questions regarding the specifications, or special conditions of bid should be written and submitted to Purchasing as soon as possible, but no later than 11/30/2017. Purchasing will respond to questions if necessary by issuing an official addendum, posted on VendorNet and on the Portage County Website. Bidders are responsible for checking these websites for any addenda before submitting a bid. Failure to acknowledge addenda may disqualify your bid.

http://vendornet.state.wi.us http://www.co.portage.wi.us/

Any correspondence or questions submitted must include the bid number

Submit questions in writing via email to:

Calvin Winters, Procurement Director, e-mail: wintersc@co.portage.wi.us Phone: 715-346-1393

4. METHOD OF BID

Bidder must submit a unit price per service, estimated annual cost for all lines, and a total annual cost.

All prices must be quoted in U.S. Dollars Bidder must bid on the enclosed Bid Offer Form.

5. BID SUBMISSION

Bidders must submit an original and one copy including all required materials for acceptance of their bid by the date and time listed on the Bid Cover Sheet. Any bids received after that time and date will be rejected. Receipt of a bid by the US mail system does not constitute receipt of a bid by Purchasing, for purposes of this RFB. Also refer to the Bid Response Requirements.

Faxed and e-mailed bids are not accepted. Bids must be forwarded to:

Portage County Purchasing http://vendornet.state.wi.us/ http://www.co.portage.wi.us/

WISCONSIN PAGE 5 OF 17

All bids are to be packaged, sealed, and show the following information on the outside of the package:

-Vendor's Name and Address -Request for Bid Title

-Request for Bid Number -Bid Due Date

6. BID RESPONSE REQUIREMENTS

In order for your bid to be considered, the following information must be provided by the due date and time listed on the bid cover page. Include:

6.1 Addendum Cover (Signature) Page(s), if applicable to this bid request

6.2 Signature and Authority Affidavit Form, Attachment A

6.3 References Sheet, Attachment B

6.4 Bid Offer Form, Attachment C

6.5 List of equipment to be used to perform the services

6.6 List of subcontractors (if used)

The Signature and Authority Affidavit submitted in response to this RFB must be signed by the person in the Contractor's organization who is responsible for the decision as to the prices being offered in the Bid or by a person who has been authorized in writing to act as agent for the person responsible for the decision on prices and services. Failure to provide these forms/information with your bid submittal may disqualify your bid. The County encourages all bidders to print their submission double-sided to save paper

7. METHOD OF AWARD

Award(s) shall be made on the basis of the lowest total estimated annual from a responsive, responsible bidder who meets specifications.

8. BIDDER/CONTRACTOR QUALIFICATIONS

To be eligible for a contract award, you must be qualified and able to provide the following:

8.1 Bidder must supply references of three firms to which similar services have been provided during the past five years to a comparable-sized institution or company. If contacted, all of those references must verify that a high level of satisfaction was provided. Use Attachment B to list references.

8.2 Bidder must be in the business of providing similar services for the past five years.

8.3 Awarded contractor must provide Purchasing a Certificate of Insurance and maintain the minimum limits specified for the term of the contract. All policies must be issued with a 30-day cancellation notice, by an insurance company licensed to do business in the State of Wisconsin, with a minimum AM Best rating of A1, and signed by an authorized agent.

Maintain worker's compensation insurance as required by Wisconsin Statutes, for all employees engaged in the work.

Maintain commercial liability, bodily injury and property damage insurance against any claim(s) which might occur in carrying out this agreement/contract. Minimum coverage shall be one million dollars ($1,000,000) liability for bodily injury and property damage including products liability and completed operations. Provide motor vehicle insurance for all owned, non-owned and hired vehicles that are used in carrying out this contract. Minimum coverage shall be one million

WISCONSIN PAGE 6 OF 17

million dollars ($1,000,000) liability for bodily injury and property damage including products liability and completed operations. Provide motor vehicle insurance for all owned, non-owned and hired vehicles that are used in carrying out this contract. Minimum coverage shall be one million dollars ($1,000,000) per occurrence combined single limit for automobile liability and property damage.

9. CONTRACT QUANTITIES

The estimated annual quantities identified for each item on the Bid Offer Form are for bid purposes only and are based on historical data. The County does not guarantee to purchase any specific quantity. Bids that state the County must guarantee a specific quantity or dollar amount may be disqualified.

10. SITE MAINTENANCE SPECIFICATIONS

10.1 General

A. CONTRACTOR shall provide all labor and materials to complete all work as described in the specifications in accordance with all Federal, State, and Local laws, codes and ordinances.

B. All products must be as specified or approved by the Portage County Planning and Zoning Director or his/her designee.

C. All hard surfaces shall be swept immediately after work is completed or applications applied.

Examples of items to be removed include, but are not limited to mud, grass clippings, fertilizer, etc.

D. Material Safety Data Sheets and Product Sheets must be supplied to the Portage County Planning and Zoning Director or his/her designee.

E. Timing of application must be coordinated with the Portage County Planning and Zoning Director or his/her designee.

F. All applicable rules as stated by the Wisconsin Department of Agriculture, Trade, and Consumer Protection Agency and Department of Natural Resources for fertilizer, pesticide, weed control and/or other applications must be followed.

G. All postings of fertilizer application signs and removal of signs as applicable are the CONTRACTOR’s responsibility. All postings must be removed 72 hours after application has been made.

H. It is the CONTRACTOR’s responsibility to notify all property owners of pesticide applications as required by State law.

I. The CONTRACTOR shall submit an equipment list, listing all equipment to be used to perform maintenance duties.

J. The services shall be monitored by the Portage County Planning and Zoning Director or his/her designee.

K. All of the CONTRACTOR’s employees must be dressed properly i.e. shirts with sleeves and shorts. Shirtless is not acceptable.

L. THE CONTRACTOR shall provide traffic control per the MUTCD manual when necessary.

M. The CONTRACTOR shall provide complete documentation of all tasks performed upon request by the Portage County Planning and Zoning Director or his/her designee.

WISCONSIN PAGE 7 OF 17

N. CONTRACTOR shall inform the Portage County Planning and Zoning Director or his/her designee of any die off to any vegetation, turf areas, trees/shrubbery etc. due to winter kill, drought etc.

10.2 Areas To Be Fertilized:

A. Turf areas designated on Exhibits 1 & 2 as mowed “each cutting” and “every second cutting.”

B. Planting beds - Planting beds shall be fertilized as needed (minimum two times per season) to maintain healthy plants.

10.3 Product Application:

A. THE CONTRACTOR shall be responsible for proper application of all products and is responsible for proper disposal of all bags, waste and organic materials.

B. The CONTRACTOR shall sweep any debris or products off all hard surfaces after application.

10.4 Weed Treatment:

A. Grass areas, planting beds and mulched areas to be kept weed free throughout the term of the contract.

10.5 Sidewalks/ Curbing:

A. All sidewalks, concrete and curbing shall be edged a minimum of once per season. Dirt shall be added to low areas as directed by the Portage County Planning and Zoning Director or his/her designee. Sidewalks and curbing shall be kept weed free. Broken or damaged areas shall be called to the attention of the Portage County Planning and Zoning Director or his/her designee.

10.6 Irrigation:

A. The CONTRACTOR shall be responsible to start up and adjust the irrigation system in the spring and to winterize the system in the fall. The system includes 21,000 feet + of irrigation line and approximately 850 sprinkler heads.

B. The CONTRACTOR shall remove suction hoses (approximately five 30’ hoses), submersible pumps (2), and electric cables (2). The CONTRACTOR shall deliver all items to the County storage building at 1039 Ellis Street, Stevens Point, WI in the fall for storage and picked up in the spring for installation.

C. The CONTRACTOR shall winterize three stationary pumps.

D. The CONTRACTOR shall be responsible for all irrigation maintenance/repairs/ adjustments/timing/electrical to all components etc. including control boxes.

E. Replacement of any parts or materials shall be performed on a time and material basis as recommended by the Portage County Planning and Zoning Director or his/her designee.

Markup on parts may not exceed 10%.

10.7 Mulch Beds:

A. All mulched beds shall be turned a minimum one time per season or as needed to achieve a uniform appearance and shall be kept weed free.

10.8 Weeding Beds:

A. The CONTRACTOR shall remove weeds from all planting beds throughout the term of the contract.

10.9 Perennial Care:

WISCONSIN PAGE 8 OF 17

A. The CONTRACTOR shall be responsible for perennial care, including removal of weeds from perennial bed areas and removal of spent blossoms as necessary.

10.10 Trees and Shrubbery Care:

A. The CONTRACTOR shall be responsible to thin and prune trees and shrubbery as needed.

Repetitive interior wood/branches shall be removed in a balanced fashion.

B. The CONTRACTOR shall remove dead, damaged, diseased and/or insect infested wood shall be removed as necessary.

C. The CONTRACTOR shall remove wood trimmings from the site.

D. The CONTRACTOR shall be knowledgeable of proper pruning and thinning techniques.

10.11 Leaf and Debris Removal From Beds:

A. The CONTRACTOR shall clean leaves and debris from common areas and planting beds located within easements and rights-of-way within the Portage County Business Park.

Cleaning shall occur once in the spring and once in the fall.

10.12 Snow Removal & Sweeping:

A. The CONTRACTOR shall remove snow in all areas identified in the snow removal section of

ATTACHMENT E.

B. Snow shall be removed within 24 hours of the end of a snowfall event.

C. Road salt shall be applied to all snow removal areas after plowing to prevent ice and slippery conditions.

D. All snow removal areas shall be swept with a power broom in the spring to remove any debris.

10.13 See ATTACHMENT E MAINTENANCE AREAS AND PERFORMANCE SPECIFICATIONS for additional minimum requirements.

11. START OF SERVICE

Services are desired as soon as possible after receipt of a contract award. Please indicate on the Bid Offer Form your estimated lead time in calendar days.

12. ON SITE SERVICE

In carrying out the scope of this contract, the Contractor shall be required to perform services on County property. Bidders must include all transportation and insurance charges. Failure to include these costs may disqualify your bid.

13. FIRM PRICES

The awarded contractor must hold the accepted costs for the entire contract period. The County will review any adjustment of costs before the beginning of a contract renewal period. Price increase requests must be justified with supporting documentation of industry-wide increases.

14. SUBCONTRACTING OR THIRD PARTY PAYMENTS

All subcontracting shall be pre-approved upon award by the County before any work begins.

Subcontractors must abide by all terms and conditions of the contract. The prime contractor shall be responsible for all subcontractor(s) work and payment.

WISCONSIN PAGE 9 OF 17

15. INVOICING REQUIREMENTS

The County’s terms are to pay or reject invoices within 30 days of receipt. Before payment is made, it also must verify that all invoiced charges are correct as per this contract. Only properly submitted invoices shall be officially received for payment. Thus, your prompt payment requires that your invoices be clear and complete in conformity with the instructions below.

All invoices must be itemized showing:

a. service dates d. Complete service description as

b. vendor name stated on your bid, charged by Contract Bid Line.

c. remit to address e. prices per the contract

16. CONTRACT CANCELLATION

This Contract may be terminated by either party under the following conditions:

16.1 The County may terminate the contract at any time at its sole discretion by delivering 30 days written notice to the Contractor.

If the problem is service performance, Contractor will be warned either verbally or in writing of unsatisfactory performance and intent to cancel this contract. Contractor will be given a period of time to ‘cure’ the performance. If the performance does not improve, Contractor will be given 10 days written notice that the contract will be cancelled.

16.2 In the event the Contractor terminates the contract, for any reason whatsoever, it will require written certified letter notification delivered to the Purchasing Department not less than 60 days prior to said termination. The Contractor will, in turn, refund the County, within 30 days of said termination, all payments made hereunder by the County to the Contractor for work no completed.

16.3 If at any time the Contractor’s performance threatens the health and/or safety of the County or the public, the County has the right to cancel and terminate the Contract without notice.

16.4 If the Contractor fails to maintain and keep in force the insurance as required, the County has the right to cancel and terminate the Contract without notice.

17. APPEALS PROCESS

Notices of intent to protest and protests must be made in writing. Protestors should make their protests as specific as possible and should identify Wisconsin Statutes or Portage County Ordinance provisions that are alleged to have been violated.

The written notice of intent to protest the intent to award a contract must be filed with Calvin Winters, Procurement Director, Portage County Wisconsin, 1462 Strongs Ave, Stevens Point, WI 54481, and received in his office no later than five (5) working days after the notice of intent to award is issued.

The written protest must be received in his office no later than ten (10) working days after the notice of intent to award is issued.

The decision of the Procurement Director may be appealed to the Corporation Counsel Office within (5) working days of issuance. The appeal must allege a violation of a Wisconsin Statute or a Portage County Ordinance provision.

WISCONSIN PAGE 10 OF 17

ATTACHMENT A

SIGNATURE AND AUTHORITY AFFIDAVIT FORM

BIDDING COMPANY NAME: _________________________________________________________

FEIN (Federal Employer ID Number) OR Social Security # (if Sole Proprietorship)

Address: __________________________________________________________________________

City ____________________________ State ________ Zip + 4 _______________________

Number of years in Business _______

Name the person to contact for questions concerning this bid.

Name __________________________ Title ______________________________

Phone ( ) ______________________ Toll Free Phone ( ) __________________________

Fax ( ) ______________________ Email Address ___________________________

In signing this bid, we also certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit a bid; that this bid has been independently arrived at without collusion with any other bidder, competitor or potential competitor; that this bid has not been knowingly disclosed prior to the opening of bids to any other bidder or competitor; that the above statement is accurate under penalty of perjury.

The undersigned, having familiarized themselves with the conditions affecting the cost of the work, having read completely the specifications, hereby proposes to perform everything required and to provide and furnish labor, materials, equipment, tools and all other services and supplies necessary to produce in a complete and workmanlike manner all of the materials or products described in the specifications relating to this Bid.

I further certify that I have carefully examined the bid documents and all terms herein, and site where the work is to be done and have no agreements to prevent the completion of said work.

Signature Title

Name (type or print) Date

This firm herby acknowledges receipt / review of the following addendum(s) (If any)

Addendum #_____ Addendum #_____Addendum #_____Addendum #_____

WISCONSIN PAGE 11 OF 17

ATTACHMENT B

REFERENCES

Vendor: _______________________________________________________________________

Provide company name, address, contact person, telephone number, and appropriate information on the product(s) and/or service(s) provided to customers similar to those requested in this solicitation document.

Potential subcontractors cannot be references. Any subcontractor arrangement for the completion of this work shall be listed on a separate page.

Company Name: _________________________________________________________________________

Address (include Zip + 4) ____________________________________________________________________

Contact Person: ____________________________________ Phone No. __________________________

E-Mail Address: __________________________________________________________________________

Product(s) Used and/or Service(s) Provided: ____________________________________________________

Company Name: _________________________________________________________________________

Address (include Zip + 4) ____________________________________________________________________

Contact Person: ____________________________________ Phone No. __________________________

E-Mail Address: __________________________________________________________________________

Product(s) Used and/or Service(s) Provided: ____________________________________________________

Company Name: _________________________________________________________________________

Address (include Zip + 4) ____________________________________________________________________

Contact Person: ____________________________________ Phone No. __________________________

E-Mail Address: __________________________________________________________________________

Product(s) Used and/or Service(s) Provided: ____________________________________________________

Company Name: _________________________________________________________________________

Address (include Zip + 4) ____________________________________________________________________

Contact Person: ____________________________________ Phone No. __________________________

E-Mail Address: __________________________________________________________________________

Product(s) Used and/or Service(s) Provided: ____________________________________________________

WISCONSIN PAGE 12 OF 17

ATTACHMENT C BID OFFER FORM

Vendor:____________________________________________________________________________

Estimated quantities are for bidding purposes only. The actual number of services will be based on growing conditions. Bidders are responsible for verifying square footage estimates.

Line Description Qty Approx.

Sq.Ft.

Unit Price

Per Service

Estimated

Annual Cost

1 Mowing – Clem’s Way Median 24 600 $ -

2 Mowing – Carrie Frost Drive Median 24 1,800 $ -

3 Mowing – Lands’ End Way Median 24 550 $ -

4 Mowing - Park Centre East Entry Drive 24 12,200 $ -

5 Mowing - Park Centre West Entry Drive 24 13,000 $ -

6 Mowing - Park Centre Flag/Fountain\Gazebo 24 23,400 $ -

7 Mowing - Park Centre Parking Lot Edge 24 18,000 $ -

8 Mowing – Pond 1 24 38,000 $ -

9 Mowing – Pond 2 24 17,000 $ -

10 Mowing – Pond 3 24 171,000 $ -

11 Mowing – Pond 4 24 81,000 $ -

12 Mowing – Pond 5 24 135,000 $ -

13 Mowing – Pond 6 24 120,000 $ -

14 Mowing – Right of Way Lot 16 24 37,000 $ -

15 Mowing – Right of Way Lot 14 24 13,000 $ -

16 Mowing – Right of Way Lots 99, 100 24 39,000 $ -

17 Mowing - Utility Outlot 24 33,000 $ -

18 Mowing – Lot 16B, Every Second Cutting 12 96,000 $ -

19 Mowing – Lot 16C, Every Second Cutting 12 55,000 $ -

20 Mowing – Lot 16D, Every Second Cutting 12 64,000 $ -

WISCONSIN PAGE 13 OF 17

ATTACHMENT C BID OFFER FORM - CONTINUED

Vendor:____________________________________________________________________________

Line Description Qty Approx.

Sq.Ft.

Unit Price Per

Service

Estimated Annual Cost

21 Rough Mowing – Lot 14 3 146,000 $ -

22 Rough Mowing – Lot 99 3 174,000 $ -

23 Rough Mowing – Lot 100 3 180,000 $ -

24 Edge all sidewalks, concrete and curbs – Once per year. 1 $ -

25 Hand weeding & weed control applications in all beds 12 $ -

26 Trimming of trees and shrubs, removing spent blossoms, turning of mulch in beds – annual cost for all areas

1 $ -

27 Remove leaves and debris from all beds, once in spring and once in fall

2 $ -

28 Spring - Full application on designated turf areas of a granular fertilizer, with pre-emergent broadleaf weed control agent (specify)

1 $ -

29 Summer - Full application on designated turf areas of a liquid broad leaf weed control agent (specify)

1 $ -

30 Summer – Full application on designated turf areas of a granular fertilizer (specify)

1 $ -

31 Fall - Full application on designated turf areas of a granular fertilizer (specify)

1 $ -

32 Irrigation system startup & adjust 1 $ -

33 Irrigation shut down, blow out, and winterization 1 $ -

34 Snow removal and salt application 1” to 3” snow event 12 $ -

35 Snow removal and salt application 3.1” to 6” snow event

5 $ -

36 Snow removal and salt application 6.1” plus snow event

2 $ -

37 Salt application only for snow events less than 1” or freezing rain

14 $ -

Total Estimated Annual Cost (total of all lines) *Note: all lines must be bid or the bid may be rejected.

WISCONSIN PAGE 14 OF 17

Informational pricing for additional services upon request

Description Unit price per man hour

Labor rate for additional general landscaping service including installation of new plant materials.

Labor rate for irrigation repair services.

Description Labor price per Sq. Foot

Labor rate for application of turf pesticides. (Labor only; outside contracted applications)

Markup for materials (not to exceed 10%). _____________________

Lead time to begin services is __________ days after receipt of order.

A list of equipment to be used to perform the services is included? Yes_____ No______

An original and one copy of all required forms are included in the submittal? Yes_____ No______

Portage County is exempt Federal Excise and Wisconsin Sales Taxes, 77.54(9a). WI Stats.

Portage County’s CES number is ES 43251.

WISCONSIN PAGE 15 OF 17

ATTACHMENT D

STANDARD TERMS AND CONDITIONS

1.0 SPECIFICATIONS: The specifications in this request are the minimum acceptable. When specific manufacturer and model numbers are used, they are to establish a design, type of construction, quality, functional capability and/or performance level desired, unless otherwise specified. When alternates are bid/proposed, they must be identified by manufacturer, stock number, and such other information necessary to establish an acceptable equivalency. The County shall be the sole and final judge of equivalency.

2.0 HOW TO AMEND A REQUEST FOR BID, PROPOSAL OR QUOTE:

2.1 Public Works Projects are subject to Wis Stats 66.0901(5): If a person submits a bid or proposal for the performance of public work under any public contract to be let by a municipality and the bidder claims that a mistake, omission or error has been made in preparing the bid, the bidder shall, before the bids are opened, make known the fact that an error, omission or mistake has been made. If the bidder makes this fact known, the bid shall be returned to the bidder unopened and the bidder may not bid upon the public contract unless it is re-advertised and relet upon the re-advertisement. If a bidder makes an error, omission or mistake and discovers it after the bids are opened, the bidder shall immediately and without delay give written notice and make known the fact of the mistake, omission or error which has been committed and submit to the municipality clear and satisfactory evidence of the mistake, omission or error and that it was not caused by any careless act or omission on the bidder's part in the exercise of ordinary care in examining the plans or specifications and in conforming with the provisions of this section. If the discovery and notice of a mistake, omission or error causes a forfeiture, the bidder may not recover the moneys or certified check forfeited as liquidated damages unless it is proven before a court of competent jurisdiction in an action brought for the recovery of the amount forfeited, that in making the mistake, error or omission the bidder was free from carelessness, negligence or inexcusable neglect.

2.2 Non-Public Work Projects: After a Request for Bid/Proposal/Quote has been filed with the Portage County Purchasing

Department, the responder may submit an amended response BEFORE THE DUE DATE AND TIME set in the request. All the conditions and provisions of the original Bid/Proposal/Quote will be in effect. No submittals or amendments will be accepted after the due date and time of the request. This does not preclude the County from requesting additional information and/or clarification.

3.0 DEVIATIONS AND EXCEPTIONS: Deviations and exceptions from original text, terms, conditions, or specifications shall be described fully, on the bidder's/proposer's letterhead, signed, and attached to the request. In the absence of such statement, the bid/proposal shall be accepted as in strict compliance with all terms, conditions, and specifications and the bidders/proposers shall be held liable.

4.0 QUALITY: Unless otherwise indicated in the request, all material shall be new, newest model year, and free from defects.

Items which are used, demonstrators, obsolete, seconds, or which have been discontinued are unacceptable without prior written approval by the County.

5.0 QUANTITIES: The quantities shown on this request are based on estimated needs. The County reserves the right to increase or decrease quantities to meet actual needs.

6.0 DELIVERY: Deliveries shall be F.O.B. destination freight prepaid and included unless otherwise specified.

7.0 PRICING AND DISCOUNT: The County qualifies for governmental discounts. Unit prices shall reflect these discounts.

7.1 Unit prices shown on the bid/proposal or contract shall be the price per unit of sale (e.g., gal., cs., doz., ea.) as stated on the request or contract. For any given item, the quantity multiplied by the unit price shall establish the extended price; the unit price shall govern in the bid/proposal evaluation.

7.2 Prices established in continuing agreements and term contracts may be lowered due to general market conditions.

WISCONSIN PAGE 16 OF 17

8.0 RESPONSES TO REMAIN OPEN: Responses must remain open and will be deemed to be open and subject to acceptance until awarding of the bid/proposal is finalized, or a minimum of sixty (60) days unless otherwise specified.

9.0 ACCEPTANCE-REJECTION: The County reserves the right to accept or reject any or all bids/proposals, to waive any technicality in any bid/proposal submitted, request clarification of any bid/proposal, award a bid/proposal that is not the lowest price, and to accept any part of a bid/proposal as deemed to be in the best interests of the County.

10.0 GUARANTEED DELIVERY: Failure of the Contractor to adhere to delivery schedules as specified or to promptly replace rejected materials shall render the Contractor liable for all costs in excess of the contract price when alternate procurement is necessary. Excess costs shall include the administrative costs and other costs attributable to the delay.

11.0 CONTRACT AND EXECUTION OF CONTRACT: Unless otherwise specified in the bid/proposal, the successful responder agrees to enter into a contract, a copy of which will be on file in the office of the Portage County Purchasing Department. Contractor shall and will well and truly execute and perform this contract under the terms applicable to the satisfaction of the County, and shall promptly make payment to each and every person or party entitled thereto of all the claims for work or labor performed and materials furnished in the performance of this contract.

12.0 ENTIRE AGREEMENT: These Standard Terms and Conditions shall apply to any contract or order awarded as a result of this request except where special requirements are stated elsewhere in the request; in such cases, the special requirements shall apply. Further, the written contract and/or order with referenced parts and attachments shall constitute the entire agreement and no other terms and conditions in any document, acceptance, or acknowledgment shall be effective or binding unless expressly agreed to in writing by the County.

13.0 APPLICABLE LAW AND COMPLIANCE: This contract shall be governed under the laws of the State of Wisconsin. The

Contractor shall at all times comply with and observe all federal and state laws, local laws, ordinances, and regulations which are in effect during the period of this contract and which in any manner affect the work or its conduct. The County reserves the right to cancel this contract if the contractor fails to follow the requirements of s. 77.66, Wis. Stats., and related statutes regarding certification for collection of sales and use tax. The County also reserves the right to cancel this contract with any state or federally debarred contractor or a contractor that is presently identified on the list of parties excluded from federal procurement and non-procurement contracts.

14.0 LICENSES AND PERMITS: Contractor shall have and/or provide any and all licenses and permits required to perform the work specified and furnish proof of such licensing authorization and permits with their bids if required.

15.0 ASSIGNMENT: No right or duty in whole or in part of the Contractor under this contract may be assigned or delegated without the prior written consent of the County.

16.0 NONEXCLUSIVE CONTRACT: Unless otherwise stated, the County reserves the right to purchase work or materials outside of this contract.

17.0 NONDISCRIMINATION & AFFIRMATIVE ACTION: In connection with the performance of work under this contract, the

Contractor agrees not to discriminate against any employee or applicant for employment because of age, race, religion, color, handicap, sex, physical condition, developmental disability as defined in s. 51.01(5), Wis. Stats., sexual orientation, gender identity and gender expression, or national origin. This provision shall include, but not be limited to, the following:

employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship.

18.0 INDEPENDENT CAPACITY: The parties hereto agree that the contractor, its officers, agents, and employees, in the performance of this agreement shall act in the capacity of an independent contractor and not as an officer, employee, or agent of the County. The contractor agrees to take such steps as may be necessary to ensure that each subcontractor of the contractor will be deemed to be an independent contractor and will not be considered or permitted to be an agent, servant, joint venturer, or partner of the County.

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19.0 SAFETY REQUIREMENTS: All materials, equipment, and supplies provided to the County must comply fully with all safety requirements as set forth by the Wisconsin Administrative Code and all applicable OSHA Standards.

20.0 WARRANTY: Unless otherwise specifically stated, equipment purchased as a result of this request shall be warranted against defects by the Contractor for one (1) year from date of receipt. The equipment manufacturer's standard warranty shall apply as a minimum and must be honored by the Contractor.

21.0 INSURANCE RESPONSIBILITY: If insurance is required, satisfactory proof of the existence and carriage of such insurance of the kinds and limits specified will be required.

22.0 CANCELLATION: The County reserves the right to cancel any contract in whole or in part without penalty due to non-appropriation of funds or for failure of the contractor to comply with terms, conditions, and specifications of this contract.

23.0 VENDOR TAX DELINQUENCY: Vendors who have a delinquent Portage County tax liability may have their payments offset by the County.

24.0 OPEN RECORDS: Both parties understand that the County is bound by the Wisconsin Public Records Law, and as such, responses and contracts are subject to and conditioned on the provisions of the law. Contractor acknowledges that it is obligated to assist the County in retaining and producing records that are subject to Wisconsin Public Records Law, and that the failure to do so shall constitute a material breach of the contract, and that the Contractor must defend and hold the County harmless from liability under that law. Except as otherwise authorized, those records shall be maintained for a period of seven (7) years after receipt of final payment under the contract.

25.0 MATERIAL SAFETY DATA SHEET: If any item(s) on an order(s) resulting from this award(s) is a hazardous chemical, as defined under 29CFR 1910.1200, the Contractor shall provide one (1) copy of a Material Safety Data Sheet for each item with the shipped container(s) and one (1) copy with the invoice(s).

26.0 ADVERTISING AND NEWS RELEASES: Reference to or use of the County, any of its departments, officials, or employees, for commercial promotion is prohibited. News releases pertaining to this procurement shall not be made without prior approval of the County. Release of broadcast e-mails pertaining to this procurement shall not be made without prior written authorization of the County.

27.0 HOLD HARMLESS: The Contractor will indemnify, pay the cost of defense including attorney’s fees, and save harmless the County and all of its officers, agents and employees from all suits, actions, or claims of any character brought for or on account of any injuries or damages received by any persons or property resulting from the operations of the contractor, or of any of its contractors, in prosecuting work under this agreement.

28.0 FOREIGN CORPORATION: A foreign corporation (any corporation other than a Wisconsin corporation) which becomes a party to this contract is required to conform to all the requirements of Chapter 180, Wis. Stats., relating to a foreign corporation and must possess a certificate of authority from the Wisconsin Department of Financial Institutions, unless the corporation is transacting business in interstate commerce or is otherwise exempt from the requirement of obtaining a certificate of authority. Any foreign corporation which desires to apply for a certificate of authority should contact the Department of Financial Institutions, Division of Corporation, P. O. Box 7846, Madison, WI 53707-7846; telephone (608) 261- 7577.

29.0 FORCE MAJEURE: Neither party shall be in default by reason of any failure in performance of this contract in accordance with reasonable control and without fault or negligence on their part. Such causes may include, but are not restricted to, acts of nature or the public enemy, acts of the government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes and unusually severe weather, but in every case the failure to perform such must be beyond the reasonable control and without the fault or negligence of the party.

WISCONSIN MAINTENANCE AREAS AND PERFORMANCE SPECS PAGE 1 OF 4

ATTACHMENT E

MAINTENANCE AREAS AND PERFORMANCE SPECIFICATIONS

LAWN MOWING

Contractor shall provide all equipment, tools, fuels, and other supplies required to carry out the contract. These items will meet the standards of the Federal Occupational Safety and Health Act, State of Wisconsin safety codes and applicable environmental protection requirements.

Mower and trimmer blades must be kept sharp; resulting cut must be even. All mowing and trimming equipment must be properly maintained.

Site preparation:

Collect and remove all excess plant material, litter (excluding cigarette butts) and other foreign debris from the site prior to mowing.

Clean up:

Immediately following any lawn or landscape maintenance, contractor must collect and remove all excess material, debris or waste from the site, including lawn clippings that present an unkempt appearance (i.e. clumping).

Execution:

1. Lawn Mowing

a. Maintain designated turf areas at a uniform height.

b. Trim to the same uniform height all grass adjoining walkways, driveways, parking lots, buildings, trees, etc. not cut by the mower.

c. Take adequate precautions to ensure grass and/or debris are not blown onto streets, buildings, into planting beds and/or parked cars near turf areas being mowed.

d. Complete each mowing operation within 24 hours after commencing work to avoid a partially mowed appearance.

e. Sweep all walkways, driveways, parking lots, steps, etc. free of grass clippings immediately after completing mowing operations.

Schedule:

1. Establish a regular weekly schedule for areas designated as “every cutting” and every other week for areas designated as “every second cutting”. Schedule the areas designated as “three times per year” based on weather conditions.

2. Spring (on/about April 15 through June 15)

a. Begin lawn mowing operations when grass reaches 4” in height.

b. Set mower deck to cut grass to a height of 3”.

3. Summer (June 15 through September 30)

a. Set mower deck to cut grass to a height of 2.75”.

b. Skip the scheduled mowing if the grass is less than 3 ¾” high. If on a bi-weekly mowing schedule, check turf conditions weekly and mow if warranted.

WISCONSIN MAINTENANCE AREAS AND PERFORMANCE SPECS PAGE 2 OF 4

4. Fall (October 1 through October 31 or end of mowing season)

a. Set mower deck to cut grass to a height of 2”. It is acceptable to gradually decrease mowing height to avoid creating excessive clippings that must be removed.

b. Skip the scheduled mowing if the grass is less than 3” high. If on a bi-weekly mowing schedule, check turf conditions weekly and mow if warranted.

c. End season on/about October 31 (exact date determined by established schedule and weather conditions).

d. Set mower deck to cut grass to a height of 1½” for the final mowing of the season.

Rough Mowing:

Mow areas designated as “three times per year” to a uniform 3” height. Distribute clippings evenly to maintain the best possible appearance.

Right-of-Way Mowing:

Minimum two passes with mower (approximately 8-10 feet total width).

The following information describes the different areas that are to be included in the mowing/ landscaping/irrigation/ care services performed in the Portage County Business Park. Total mowing area described is approximately 1,468,550 square feet (sq.ft.): “every cutting” = 753,550 sq.ft. (562,000 in “POND” lots, 191,550 in median/entry drives/right-of-way); “every second cutting” = 215,000 sq.ft.;

“three times per year” = 500,000 sq.ft. Total landscaping area described is approximately 25,500 sq.ft.

Many areas have turf and bed irrigation.

“EVERY CUTTING” (Exhibits 1, 3 through 13)

CLEM’S WAY MEDIAN: Located on the west side of Brilowski Road (Cty Rd R) in Clem’s Way.

Approximately 600 sq.ft. of turf / trees (3) to maintain.

Approximately 800 sq.ft. of planting area to maintain, split between the base of the Business Park identification sign and west end of the median.

CARRIE FROST DRIVE MEDIAN: Located on the west side of Brilowski Road (Cty Rd R), in Carrie Frost Drive.

Approximately 1,800 sq.ft. of turf / trees (8) to maintain.

Approximately 400 sq.ft. of total planting area to maintain, split between the east and west ends of the median.

LANDS’ END WAY MEDIAN: Located on the east side of Brilowski Road (Cty Rd R), in Lands’ End Way.

Approximately 550 sq.ft. of turf / trees (4) to maintain.

Approximately 450 sq.ft. of total planting area to maintain, split between the west and east end of the median.

PARK CENTRE: Located east of Business Park Drive, south/west of John Joanis Drive.

East Entry Drive:

Approximately 12,200 sq.ft. of turf / trees (~10) to maintain.

Approximately 800 sq.ft. of planting area to maintain, including an identification sign base.

WISCONSIN MAINTENANCE AREAS AND PERFORMANCE SPECS PAGE 3 OF 4

Flag/Fountain/Gazebo Area:

Approximately 23,400 sq.ft. of turf / trees (~20) to maintain.

Approximately 3,500 sq.ft. of planting area to maintain.

Parking Lot Islands (4)/Edge of Parking Lot:

Approximately 2,000 sq.ft. of planting area to maintain.

Approximately 18,000 sq.ft. of turf to maintain around edge of parking lot area.

West Entry Drive:

Approximately 13,000 sq.ft. of turf / trees (~10) to maintain.

Approximately 850 sq.ft. of planting area to maintain, including an identification sign base.

Remaining area to be mowed every second cutting

POND 1: Located on the east side of Business Park Drive, at the Cty Rd HH entrance.

Approximately 38,000 sq.ft. of turf / trees (~15), and a planting area at the base of the Business Park identification sign (~250 sq.ft.) to maintain.

POND 2: Located on the west side of Business Park Drive, at the Cty Rd HH entrance.

Approximately 17,000 sq.ft. of turf / trees (~7), and a planting area at the base of the Business Park identification sign (~250 sq.ft.) to maintain.

POND 3: Located along Interstate Hwy 39, north of the Travel Guard site.

Approximately 171,000 sq.ft. of turf (main area adjacent to the ponds, with second area located to the north of the wooded area) / trees (~20) to maintain, along with a narrow strip located adjacent on either side of the multi-purpose path that passes through the wooded portion of the site, and two planting areas (~1,100 sq.ft.) adjacent to Business Park Drive. The wooded area itself is not a part of this contract.

POND 4: Located between Interstate Highway 39 and Business Park Drive, at the north end of the Park.

Approximately 81,000 sq.ft. of turf / trees (~30), and a planting area at the base of the Business Park identification sign (~1,700 sq.ft.) to maintain.

POND 5: Located on the east side of Brilowski Road (Cty Rd R), at the Lands’ End Way intersection.

Approximately 135,000 sq.ft. of turf / trees (~55) to maintain, along with planting areas (two along the multi-purpose trail on the north side of the pond and two on the south side of the pond, total of ~3,400 sq.ft.).

POND 6: Located on the east side of Brilowski Road (Cty Rd R), at the E.M. Copps Drive intersection.

Approximately 120,000 sq.ft. of turf / trees (~20) to maintain, including multiple planting areas (~10,000 sq.ft.) across the lot and beds for the Business Park signs/flag poles on E.M Copps Drive.

RIGHT-OF-WAY PROPERTIES:…