2024 RFQ Task Order Landscape Contractor Serv.pdf

Valdosta State University Valdosta, Georgia

A Unit of the Board of Regents of the

University System of Georgia

Request for

Written Qualifications and Interview to Provide

Task Order Landscape Contractor Services

Bid-Solicitation No. PE-55100-RFQ-2024-000000017 (VSU RFQ- Task Order Landscape

Contractor Services)

Issuance Date: May 9, 2024

Caution: The only official source for this document is the one cited in the advertisement. Not getting this document directly from that source could mean that this document has been superseded by a later version. Only those requesting this document from the advertised source will be included on a mailing list for updates. The Owner is not responsible for any reader’s failure to heed this warning.

QUALIFICATIONS DUE: June 6, 2024 @ 2:00 p.m.

Valdosta State University – Written Qualifications and Interview for Task Order Contractor Services

Table of Contents

1 . Schedule of Events

2 . Introduction

2 .1 . Purpose of Procurement 2 .2 . Definitions of Terms

3. Written Submittal of the Statement of Qualifications

3.1. Pre-Proposal Conference

3.2. Physical Written Submittal

3.3. Initial Written Submittal Prerequisite Criteria

3.4. Written Submittal Format for the Statement of Qualifications

4. Interview

4.1. Presentation Sequence

4.2. The Presentation

5. Selection Process

5.1. Georgia Code Title 50 Chapter 22

5.2. Selection Committee

5.3. Statements of Qualifications

5.4. Interview of Shortlisted Firms

5.5. Final Ranking of Shortlisted Firms

5.6. Pre-proposal Conference

5.7. Statement of Qualifications Submittal Instructions

5.8. Selection Criteria

6. Additional Information on the Presentation Format & Final Evaluation

6.1. Qualifications Presentation Format

6.2. Who Should Attend?

6.3. Things to Address at Interview

6.4. Final Evaluation

7. Additional Information

8. Scope of Work Overview

Request for Written and Interview Statement of Qualifications to Provide Task Order Landscape Contractor Services.

1. Schedule of Events: The following Schedule of Events represents VSU's best estimate of the schedule that will be followed. VSU reserves the right, at its sole discretion, to adjust this schedule as it deems necessary.

Notification of any adjustment to the Schedule of Events shall be provided to all who have requested this RFQ

EVENT

DATE

TIME

1. VSU issues advertisement

5/9/2024

2. Mandatory Pre-proposal Conference VSU Physical Plant Training Room

5/16/2024

2:00 p.m.

3. Deadline for written questions and clarification on Request for Qualifications

5/23/2024

4. Deadline for response to questions

5/24/2024

4. Deadline for submission of Qualifications

6/6/2024

6. VSU completes qualification evaluation and issues shortlist

6/13/2024

7. VSU interviews shortlisted firms

Week of

6/17/24 TBD

2. Introduction

2.1. Purpose of Procurement

2.1.1. Valdosta State University (hereafter "VSU"), A Unit of the Board of Regents of the University System of Georgia (Owner), is seeking Statements of Qualifications from firms interested in providing Task Order Landscape Contractor services for certain small landscaping projects at Valdosta State University. This Request for Qualifications (RFQ) seeks to identify qualified potential providers of the above-mentioned services.

2.1.2. VSU is responsible for procuring and administering the Task Order Contract(s) for limited services for landscape projects in support of VSU.

2.1.3. A contract will be issued for an indefinite amount of “as needed” landscape maintenance orders named “Task Orders.” Each Task Order consists of a Task Order Agreement, with attachments, together with the master Task Order Contract. The maximum of Task Order Agreements issued, including Change Orders, shall not exceed $100,000.00 for this contract. The intent is to issue up to Task Order Contract to a minimum of three contractors.

2.1.4. Contract, if awarded, will be on a blanket order basis. VSU anticipates there will be several Task Orders for this contract and each Task Order will be less than $100,000.00. The scopes of services may vary from project to project. Projects may be one-time tasks, or may be 12 month or less maintenance tasks. Projects may consist of, but may not be limited to:

2.1.4.1. Pruning/trimming trees, shrubs, and groundcover

2.1.4.2. Adding pine straw or mulch to plant beds

2.1.4.3. Insect and disease control, herbicide application

2.1.4.4. Weed Control

2.1.4.5. Mowing lawns, edging, trimming, removing clippings (weekly or monthly)

2.1.4.6. Remove and/or Install plants in beds, including bed preparation, mulching, fertilizing

2.1.4.7. Repair, maintenance, installation of Irrigation systems

2.1.4.8. Install and maintain sod

2.1.4.9. Annual or semi-annual maintenance of planting beds

2.1.4.10. General Landscaping

2.1.4.11. Pressure Washing

2.1.5. Contractors must state what tasks they can complete in the submittal.

2.1.6. A Task Order Agreement will be written for each project. The Task Order master contract will use a Board of Regents contract with General Requirements from design-bid-build delivery method.

2.1.7. The successful Task Order Contractor(s) may be offered a contract for Task Order Landscape Contractor Services, which may be valid for a term of one year. Upon mutual written agreement, the Parties may extend this contract for an additional one-year period, up to a maximum of three years.

No actual work may be contracted between the Task Order Contractor and VSU unless a project-specific Task Order Agreement is issued by VSU and mutually agreed and executed.

2.1.8. The assigned Task Order Contractor will be under contract to supply landscape services. The Contractor is responsible for completion of all the work in the Task Order Agreement with adherence to project price, schedule, and all other terms and conditions.

2.1.9. For each Task Order Agreement, contractors will be asked to provide a quote for the scope of work. If requested, the contractor must show labor, materials, and equipment costs on the quote.

2.1.10. The Task Order Contractor shall competitively select any subcontracts to complete a project. With VSU’s approval, the contractor may use select subcontractors that will deliver the greatest value to the State of Georgia, Board of Regents, and Valdosta State University.

2.1.11. In selecting a firm, VSU will emphasize experience of the firm and the project managers in providing work of similar magnitude and complexity. Selection preference will be toward firms that have depths of knowledge and resources for scheduling and budget control, as well as familiarity with state, county, and city laws, ordinances, and codes. Certified Minority Business Enterprises are encouraged to respond to this request.

2.1.12. If the Task Order Agreement calls for it, the Task Order Contractor may be required to work with a Consultant (Landscape Architect/Architect/Engineer) selected by the owner to deal appropriately with project conditions.

2.1.13. The Task Order Contractor, as a part of its Pre-contract Services, will assist VSU with developing a strategy for the best approach for the successful completion of the project.

2.1.14. It is the policy of the Owner and the experience of the project managers at VSU not to solicit quotes for work unless there is a bona fide intention to issue a Contract with the ultimate intent to execute the work; however, submittal of a quote does not guarantee award.

2.1.15. It is the policy of the Owner and VSU to make every effort to be fair and equitable in our dealings with all candidates for selection.

2.2. Definitions of Terms

2.2.1. Whenever the term “RFQ,” is used, the reference is to this Request for Qualifications or portions thereof, together with any exhibits, attachments, or addenda it may contain.

2.2.2. Whenever the terms “shall,” “must,” or “is required” are used in the RFQ, the referenced task is a mandatory requirement of this RFQ. Failure to meet any mandatory requirement will be cause for rejection of a submittal.

2.2.3. Whenever the terms “can,” “may,” or “should” are used in the RFQ, the referenced specification is discretionary. Therefore, although the failure to provide any items so termed will not be cause for rejection, the Selection Committee may consider such failure in evaluating the submittal.

2.2.4. Whenever the terms “apparent successful firm” or “top-ranked firm” or “highest-ranking firm” are used in the RFQ, the reference is to the firm that the Selection Committee ultimately judged to have submitted the case best satisfying the needs of the Owner and Valdosta State University in accordance with the RFQ. The selection of an apparent successful firm does not necessarily mean the Selection Committee accepts all aspects of the firm’s submittal or proposal.

2.2.5. Whenever the term “submittal” is used in the RFQ, the reference is to the response offered by a firm in accordance with the RFQ.

2.2.6. Whenever the term “firm” is used in the RFQ, the reference is to the entity offering a submittal in accordance with the RFQ.

2.2.7. Whenever the term “Selection Committee” is used in the RFQ, the reference is to the Owner and Valdosta State University representatives responsible for administering and conducting the evaluation and selection process of the RFQ.

2.2.8. Task Order Landscape Contract” refers to the project delivery method in which, among other things, VSU holds contracts with the Landscape Contractor, and the Landscape Contractor may or may not hold contracts with the trade contractors, consultants, and design professionals.

2.2.9. “Qualifications Submittal” and “Statement of Qualifications” refer to a firm’s response to the RFQ.

2.2.10. “Qualifications-Based Selection” and “QBS” both refer to a procurement process established by Congress in 1972 as a part of the Brooks Act (40 USC 1101 et. seq.), developed as a process for federal agencies to use for the selection of architectural and engineering services for public projects. It is a competitive contract procurement process whereby consulting firms submit qualifications to a procuring entity that evaluates and selects the most qualified firm, and then negotiates the project, scope of work, schedule, budget, and consultant fee. Georgia law adopted QBS as appropriate under state law: see Chapter 22 of Title 50 in the Official Code of Georgia.

2.2.11. Whenever the term “owner” is used in the RFQ the reference is made to the Board of Regents of the University System of Georgia.

3. Written Submittal of the Statement of Qualifications

3.1. Pre-proposal Conference: The pre-proposal conference will be held at the date and time shown in paragraph 1. The Pre-proposal conference is mandatory. Contractors must be represented at the conference to later submit a proposal

3.2. Physical Written Submittal

3.2.1. Submit one (1) electronic copy (.pdf not to exceed 25MB) of the complete package to the following address- amsanderson@valdosta.edu or via a file sharing service.

3.2.2. The entire submittal should be submitted as one (1) file. Please do not submit individual documents or sections separately. If a file sharing service, such as Dropbox, is used, the file must be able to be easily downloaded without creating a login.

3.2.3. Include “VSU TOLC Services 2024 Qualifications” in the subject heading of your email submission. Submittals as attached or linked files must be named “VSU TOLC Services 2024 Firm Name Qualifications”.

3.2.4. Submittals must be prepared in a manner that fits a standard 8 ½” x 11” paper format when printed.

Responses are limited to using a minimum of an 11-point font. The entire response shall not exceed 50 pages, including exhibits, affidavits or other enclosure information that may be included in an appendix. All pages count regardless of content. Submittals that include qualifications of more than one firm shall not exceed page limits. Submittals that exceed the page limit will be deemed non-responsive and will not be considered by the Selection Committee.

3.2.5. Submitters are encouraged to follow the sequence of the Initial Written Submittal outlined in para 3.4.

Responses should be concise, clear, and relevant. Submitter's cost incurred in responding to this RFQ is submitter’s alone and VSU does not accept liability for any such costs.

3.3. Initial Written Submittal Prerequisite Criteria: Firms must meet the criteria in the bullet points immediately below. In order to be deemed eligible for evaluation, firms must meet the following criteria:

3.3.1. Firm MUST show proof that they hold a valid business license to operate as a landscaper/grounds maintenance provider. Contractor needs to have been in business for a minimum of three (3) years.

3.3.2. Firm MUST provide documentation of having experience of working for a university/college or similar institution.

3.3.3. Firm MUST have the location of a company office within 150-miles of VSU's main campus. The company location shall be the mailing address provided to the State of Georgia for the registration of the business name of the company.

3.3.4. Contractor MUST provide information documenting if, within the last five (5) years, the Contractor has or has not been involved in litigation with any Client regarding contract work. If yes, provide an explanation of the circumstances surrounding and ultimate disposition of the litigation.

3.3.5. Firm MUST provide information documenting if, within the last five (5) years, the Contractor has or has not been declared in default on any contract within that time.

3.3.6. Firm MUST provide information documenting compliance with the federal and state work authorization and immigration laws (see https://e-verify.uscis.gov/enroll for more information).

[REMAINDER OF PAGE LEFT BLANK INTENTIONALLY]

3.4. Written Submittal Format for the Statement of Qualifications

3.4.1. Page 1: Basic company information

3.4.1.1. Company name

3.4.1.2. Address & Zip code

3.4.1.3. E-mail address & Name of primary contact

3.4.1.4. Telephone number

3.4.1.5. Number of years in business

3.4.1.6. Put the copy of license at the end of the document. Business license for the State of

Georgia and any additional licenses (GC License, commercial pesticide application license).

3.4.1.7. Work Authorization Verification Program User ID or Registration No. and Date of

Authorization (see https://e-verify.uscis.gov/enroll for more information)

3.4.2. Page 2: Executive Summary. The one-page executive summary is to briefly describe the Contractors’ proposal. This summary should highlight the major features of the proposal. It must indicate any requirements that cannot be met by the Contractor. The reader should be able to determine the essence of the proposal by reading the executive summary. Proprietary information requests must be identified in this section.

3.4.3. Page 3: Firm Description

3.4.3.1. Form of ownership, including state of residency or incorporation: Is the offeror a sole proprietorship, partnership, corporation, Limited Liability Company (LLC), or other structure?

3.4.3.2. Describe the history and growth of your firm(s).

3.4.3.3. Personnel Capability: Depth of personnel resources is one of the evaluation criteria.

Provide general information about the firm's personnel resources, including classifications and numbers of employees and the locations and staffing of relevant offices. For key personnel, identify experience and ability. Firms may list more than one qualified and available person who may be the project manager for the proposed Task Order Contract.

3.4.4. Page 4: Litigation:

3.4.4.1. Regarding litigation with Owners, subcontractors, and design professionals: List any active or pending litigation and explain. If the firm has been involved in any other relevant litigation in the past five years, list and explain.

3.4.4.2. Indicate in this section if the firm ever failed to complete any work awarded to it or has it been removed from any project awarded to the firm? Explain

3.4.4.3. Provide a disclosure statement, which will allow VSU to evaluate possible conflicts of interest. This disclosure requirement is not about revealing relationships that your company might have with persons not of your company who are directly involved in the decision-making regarding this project. If your company has no conflicts of interest, your statement should affirm that as fact, and you may do so succinctly.

3.4.5. Pages 5 through 11: Experience and Qualifications of the Contractor: It is recommended to use two pages per example if needed, but more pages could be used if needed to completely explain a project’s significance. Submissions are encouraged to be concise and to the point. The overall document should not be more than 50 pages

3.4.5.1. Include information on five projects that have been completed by the contractor in the last three years. Project should be similar to VSU work and include annual maintenance and one-time projects.

3.4.5.2. For each example of work completed, list the contractor’s project manager, general dates of the work, description of service, and project costs.

3.4.5.3. Include any obstacles overcome or special services provided

3.4.5.4. Include photos if they clearly show excellence of work

3.4.5.5. Include only five projects and use a separate page or pages for each project

3.4.5.6. The Selection Committee understands that routine annual maintenance may not require a significant amount of explanation. A contractor may have provided routine services every week for a year and the customer was satisfied with the results. Explaining that may not take a full page. Ensure the projects selected, whether annual maintenance or one time-projects are similar in scope to what VSU will contract to have completed.

3.4.5.7. Within the five projects, give at least three references of the owners or owners points of contact.

This reference information should include the name of the organization to which the services were provided; project location and contact name, title, phone number

3.4.5.8. As a separate sheet, list all VSU projects for the last three years. Include location, cost, and type of work only.

3.4.6. Pages 12 +

3.4.6.1. Following the project examples provide any additional Statements of the Firm’s Special

Capabilities with or experience with Task Order Services

3.4.6.2. This section provides each firm the opportunity to provide specific information that differentiates them from others in the competition. This should demonstrate the contractors’ understanding of the desired overall performance expectations. This may include, but is not limited to the firm’s fit to the projects and /or needs of VSU, any special or unique qualifications for the projects, current and projected workloads, the location(s) of office(s) to potential project locations, extent that experience and any techniques or methodologies offered by the firm that may be particularly suitable for this contract. Provide non-discrimination policies and describe the firm’s record and methodologies of addressing public safety, accessibility concerns, environmental concerns, historical preservation, or other related concerns. This statement is limited to two pages.

3.4.6.3. Provide copies of Business License and any license applicable to the contract

3.4.6.4. Provide copies of Certificate of Insurance; insure the Certificate provide has not expired and has the minimum amounts needed for State of Georgia work

3.4.6.5. Provide a copy of a current E-Verify Affidavit signed within 30 days of the submittal deadline

4. Interview

4.1. Presentation Sequence: Because qualifications are to be presented live, with a brief synopsis to be left for

Selection Committee consideration afterward, presenting firms are advised to follow the criteria in such manner that the Selection Committee can follow along the criteria list and take proper note of the evidence you give to demonstrate matching qualifications.

4.2. The Presentation

4.2.1. Time allotted to each firm for the presentation and interview will not exceed 40 minutes (5 minutes for setup, 25 minutes for presentation, 5 minutes for questions, and 5 minutes for knockdown). The format of the firm’s presentation during the interview session is at the discretion of the firm.

4.2.2. The 25-minute presentation of the qualifications should contain information pertinent to the following points of interest:

4.2.3. Qualifications and Experience of Proposed Project Team:

4.2.3.1. Describe your firm's proposed organization for the management team.

4.2.3.2. Task Order Contractor’s Project Manager

4.2.3.3. Project Executive

4.2.3.4. Front Office Staff for quotes and invoices

4.2.3.5. Other (please describe, if applicable)

4.2.3.6. Please identify the person(s) who will be the leader of the work t team and the principal point of contact between your firm and VSU if it is not the same person. The leader’s competence, leadership, and ability to achieve customer satisfaction will be heavily considered in the selection.

4.2.4. Services

4.2.4.1. Describe a list of services that you normally provide for routine landscape maintenance.

4.2.4.2. Describe a list of services that you normally provide for landscape renovation or new installation.

4.2.4.3. Include services that you provide that distinguish your company from others

4.2.4.4. Describe how you have advised customers on ways to reduce cost but not reduce the quality of the landscape with examples

4.2.4.5. Bonding: VSU does not anticipate any Task Orders for this contract to be over $100,000. If the contractor has the ability to bond projects over $100,000, then describe the process to be used for providing bonding equal to 100% of Task Orders Agreements over $100,000.00.

4.2.5. Management Plan

4.2.5.1. Describe your process for efficiently resolving issues and maintaining the project commitments. Provide specific examples demonstrating your ability to solve complex project issues without compromising your team commitments.

4.2.5.2. Explain your process for ensuring quality workmanship.

4.2.5.3. Provide assurances and your commitment regarding site logistics and safety.

4.2.5.4. Nondiscrimination Policy: Describe your firm’s nondiscrimination policies, any affirmative action policies concerning its work force and procurement practices.

4.2.5.5. Safety and Site Security: Describe your plan for working around existing operations and providing a safe work site

4.2.6. Additional Conditions

4.2.6.1. Confidentiality of Documents: Upon receipt of “Statement of Qualifications” by VSU, the submittal shall become the property of the VSU without compensation to the proponent for disposition or usage by the Owner and VSU at their discretion. Subject to the provisions of the Open Records Act, the details of the proposal documents will remain confidential until final award.

4.2.6.2. Costs to Prepare Responses: Valdosta State University assumes no responsibility or obligation to the respondents and will make no payment for any costs associated with the preparation or submission of “Statement of Qualifications.”

5. Selection Process

5.1. Georgia Code Title 50 Chapter 22: Selection of the Task Order Landscape Contractor will be a multi-step process. VSU will generally follow the requirements of Georgia Code Title 50 Chapter 22 with respect to the selection of a Task Order Landscape Contractor for the proposed project.

5.2. Selection Committee: The selection of the successful Task Order Landscape Contractor will be by a Selection Committee comprising of representatives of VSU, as appointed by VSU. Your contact for information and clarification about the Project must be limited to the chair of the Selection Committee, as identified in 2.2.1.c, below.

5.3. Statements of Qualifications: The Selection Committee will receive and review Statements of Qualifications and performance data in response to the RFQ. Review of responses by Selection Committee members will result in a shortlist of no more than five firms to be interviewed. Responses to the RFQ will be evaluated first against a set of weighted criteria, provided below, to determine those firms most qualified and suited for this project. Qualifications alone will narrow the field to a shortlist of finalists of up to five firms who will be invited to be interviewed. RFQ responses will be due by the time and date shown in the Schedule of Events (Paragraph 1), at the address shown in Section 5.7.4.

5.4. Interview of Shortlisted Firms: Firms shortlisted will be invited to present a statement of qualifications as part of their interview with the Selection Committee. As a major part of the interview, the Selection Committee will ask questions of each firm about their qualifications and their team.

5.5. Final Ranking of Shortlisted Firms: Candidates interviewed will be ranked, with the highest-ranked up to four firms to enter into contract negotiations. Ranking will be based solely on qualifications.

5.6. Pre-proposal Conference: The pre-proposal conference will be held at the date and time shown in para 2.6. The Pre-proposal conference is mandatory. Contractors must be represented at the conference to later submit a proposal.

5.7. Statement of Qualifications Submittal Instructions

5.7.1. No submittals will be accepted after the time set for receipt in the Schedule of Events in Paragraph 1.

5.7.2. Qualifications (written submittal) should be submitted via email to amsanderson@valdosta.edu directly or via a cloud storage service link.

5.7.3. Except for submission of questions, discussed further below, proposers shall not contact any members or employees of the Owner or VSU regarding any aspect of this procurement until after the award of the contract. Contact with these persons could be grounds for elimination from consideration.

5.7.4. Questions relating to the RFQ must be submitted in writing via e–mail by Thursday, May 23,, 2024 and will be answered by Friday, May, 24, 2024.

Submit to:

Alan Sanderson, Associate Director Facilities Planning E-mail: amsanderson@valdosta.edu

5.7.5. All questions that have been submitted in writing before the deadline will be compiled and answered in writing. The deadline for submission of questions relating to the RFQ is the time and date shown in the Schedule of Events (Section 2.6). Answers will be posted on the Georgia Procurement Registry.

5.7.6. It is the responsibility of each contractor to examine the entire RFQ, seek clarification in writing, and review its submittal for accuracy before submitting their qualifications. Once the deadline is passed, all submissions will be final.

5.8. Selection Criteria

5.8.1. Initial Written Submittal Evaluation Criteria

Major Category Point Value RFQ Submittal Evaluation Criteria

Completeness of Submittal 10

Extent to which the instructions in the RFQ were followed

Adequacy of Firm’s Resources

Ability of project team to respond to project needs during Task Order contract services Proximity of firm’s resources to the potential project locations Extensiveness of firms in-house and subcontractor resources Information on Litigation or failure to complete work

Depth of Personnel Capability with

Relevant Experience

Depth of resources with experience and ability, qualified and available for Project Manager role Specific personnel experienced with specific landscape tasks, i.e. hardscape construction; pesticide application Firms “front office” staff to manage quotes and invoices in a timely manner.

Firm’s relevant project experience

Firm’s experience with Service to large customers Firm’s experience on State or University projects Firm’s litigation record

Firm’s Special Capabilities and

Experience with Task Order Services

Firm’s experience providing Task Order contract services. Working on-call for large properties. Firm’s innovations and unique approaches with completing Task Order contracting

5.8.2. Interview (Presentation) Evaluation Criteria

Major Category Presentation Evaluation Criteria Qualifications and experience of the proposed project team

(POINT VALUE=35)

Experience of the Task Order Contractor’s Project Manager on past projects Proposed team’s experience with projects of similar size and type Team’s experience with landscape renovations Proposed team’s experience with effective budget control Proposed team’s experience with effective schedule control Number of workers available, specialties, equipment

Services (POINT VALUE=30)

Quality of firm’s proposed services and how well services address proposed project needs

Communication skills Firm’s alternative approaches, demonstrating flexibility in addressing project requirements Firm’s ability to apply in-house services to solving project issues Importance of Completing Projects on Time Management Plan for Task Orders (POINT VALUE=15)

Firm’s demonstrated ability to solve complex project issues Firm’s approach for managing changes within the stated cost and schedule limitations Effectiveness of firm’s subcontractor management plan Effectiveness of quality assurance program and plan Effectiveness of plan for administering any other services identified by firm and offered to add value to project Firm’s understanding of this project as part of a higher education facility that will remain in operation during work Nondiscrimination Policy

(POINT VALUE=10)

Firm’s nondiscrimination policies, any affirmative action policies concerning its work force and procurement practices, and any proposed efforts for inclusion of small and minority business enterprises

Firm’s approach to implementing an effective nondiscrimination policy and local or small contractor outreach program

Firm’s record on nondiscrimination based on race, creed, color, sex, or national origin in its employment or procurement practices

Safety & Site Security

(POINT VALUE=10)

Quality of firm’s safety plan.

Quality of firm’s logistics plan.

5.8.3. Written Submittals of qualifications will be accepted until time and date shown in the Schedule of Events (paragraph 1). Late submittals will not be accepted.

5.8.3.1. VSU is not responsible for the proper or timely delivery of submittals. Failure to meet the deadline for receipt of submittals will result in rejection of the submittal. Submittals received after the deadline will not be considered whether delayed in transit or for any other cause whatsoever. Each firm is solely responsible for the accuracy and completeness of its submittal. Errors and omissions may constitute grounds for rejection.

5.8.4. Effect of Short listing

5.8.4.1. The Selection Committee will review the written qualifications submitted and shortlist no more than five firms. These shortlisted firms will be asked to participate in an interview with the Selection Committee to elaborate their qualifications in person. The firms selected to make a presentation to the Selection Committee will be notified within the time outlined in Section 2.6, “Schedule of Events.”

5.8.5. Evaluation of Shortlisted Firms

5.8.5.1. Evaluative Criteria – The Selection Committee will evaluate the content of the presentations based upon the criteria listed in the table above.

5.8.5.2. VSU has judged each major category of criteria to be worth the point value given, as a maximum, in establishing committee rankings of proposals presented.

5.8.5.3. The services being sought under this RFQ are considered professional in nature.

Consequently, the evaluation of the proposals will be based upon consideration of the demonstrated qualifications and capabilities of the proposers.

6. Additional Information on the Presentation Format & Final Evaluation

6.1. Qualifications Presentation Format: Time allotted to each firm for the presentation and interview will not exceed 40 minutes (5 minutes for setup, 25 minutes for presentation, 5 minutes for questions, and 5 minutes for knockdown). The format of the firm’s presentation during the interview session is at the discretion of the firm; however, firms should be wary of electronic presentations.

6.1.1. Any time beyond your five minutes for setup wasted in attempting to make a computer-aided presentation run will not be compensated for from the Selection Committee’s time for questions.

6.1.2. All members of the Selection Committee will be present during the formal interview.

6.1.3. Firms must address any questions, prior to the interview, to the Selection Committee Chair.

6.1.4. Firms may not contact any other members of the Selection Committee before or after the interview until after a contract is executed.

6.2. Who Should Attend? Please limit the number of representatives of the Task Order Contractor team to no more than five people, but include at least the Task Order Contractor’s Owner, Project Manager, and those with whom VSU will interact regularly.

6.3. Things to Address at Interview: The intent of the formal interview process is to provide the Selection Committee with in-depth information from the Contractor in order to make a final selection of the best-suited firm for the contract.

6.4. Final Evaluation Upon the Selection Committee’s completion of the evaluation process, the firms will be ranked in descending order of recommendation. Public notice of the competition's results will follow, first to the shortlisted firms. Once the successful Task Order Contractors have been determined, VSU will award Task Order Contracts to a minimum of four Task Order Contractors if there are four successful contractors. The Owner and VSU will develop the Form of Contract.

7. Additional Information

7.1. VSU reserves the right to withdraw this RFQ or to reject any and all submittals at any time and cancel the project if, in the sole discretion of VSU, continuation is deemed not to be in the best interest of Valdosta State University.

7.2. In addition to VSU’s general right to reject all submittals; a submittal may be rejected if the submittal contains false or misleading statements or references that, in the sole judgment of the Selection Committee, do not support an attribute or condition contended by the firm and, in the sole judgment of the Selection Committee, such statements were intended to mislead the Selection Committee in its evaluation of the submittal.

7.3. The Selection Committee reserves the right in its sole discretion to waive minor irregularities and to reject any or all submittals.

7.4. The Board of Regents of the University System of Georgia is the governing body of Georgia's public colleges and universities. It is Board policy that small and minority business enterprises have a fair and equal opportunity to participate in the purchasing process. The Board of Regents encourages both small and minority business enterprises to compete for and receive contracts for goods and services with the Board of Regents and with other contractors doing business with the Board of Regents. Please contact the Office of Business Development by e- mail at BusinessDevelopment@usg.edu.

7.5. Firms interested in taking advantage of the Georgia income tax incentives provided for by the Official Code of Georgia Annotated (O.C.G.A. §48-7-38), relative to the use of minority subcontractors in the performance of contracts awarded by the State of Georgia, should contact office referenced below:

Georgia Entrepreneur & Small Business Coordinating Network http://www.georgia.org/Business/SmallBusiness/

7.6. The execution of a contract by VSU with a firm is contingent upon the firm certifying to the Owner and

Valdosta State University that the firm will provide a drug-free workplace for the firm’s employees during the term of the contract as required by the “Drug-Free Workplace Act” (O.C.G.A. §50-24-1).

The submission of a response to the RFQ serves as such certification.

7.7. All submittals, together with any supporting material submitted by the firm, become the property of the Owner and Valdosta State University and may be retained, destroyed, or otherwise disposed of at the convenience of the Owner and/or VSU. All submittals, if retained by the Owner and/or VSU, become a matter of public record when final negotiations are completed.

7.8. By providing a submittal, each firm agrees not to request access to another firm’s submittals until after a contract has been executed.

7.9. By providing a submittal, each firm agrees that the Owner and Valdosta State University will have the right to use any or all ideas or concepts presented in any submittal without restriction and without compensation to the firm.

7.10. Equal Employment Opportunity: During the performance of this Contract, the Task Order Contractor agrees as follows: The Task Order Contractor will not discriminate against any employee or applicant for employment because of race, creed, color, sex, age, national origin, place of birth, or physical handicap. Task Order Contractor must have a history of being non-discriminating and will not discriminate on the basis of race, creed, color, sex, or national origin in any of its employment practices, or procurement practices with respect to the workforce of the firm, or procurement services in connection with this project. An affirmative action plan must be maintained for both work force and procurement practices.

8. Scope of Work Overview

8.1. During the execution of this Task Order Agreement, the Task Order Contractor will be responsible for the all aspects of completing the project. These include:

8.1.1. Preparing the estimate or quote

8.1.2. Coordination and scheduling of all work required for the completion of the project within the predetermined budget and schedule

8.1.3. Methods of work completion

8.1.4. Performance of all work

8.1.5. Safety programs

8.1.6. General conditions

8.1.7. Prequalification of potential subcontractors

8.1.8. payment requests

8.1.9. all close-out requirements

8.1.10. warranty issues

8.2. Contract, if awarded, will be on a blanket order basis. VSU anticipates there will be several Task Orders for this contract and each Task Order will be less than $100,000.00. The scopes of services may vary from project to project. Projects may be one-time tasks, or may be 12 month or less maintenance tasks. Projects may consist of, but may not be limited to:

8.2.1. Pruning/trimming trees, shrubs, and groundcover

8.2.2. Adding pine straw or mulch to plant beds

8.2.3. Insect and disease control, herbicide application

8.2.4. Weed Control

8.2.5. Mowing lawns, edging, trimming, removing clippings (weekly or monthly)

8.2.6. Remove and/or Install plants in beds, including bed preparation, mulching, fertilizing

8.2.7. Repair, maintenance, installation of Irrigation systems

8.2.8. Install and maintain sod

8.2.9. Annual or semi-annual maintenance of planting beds

8.2.10. General Landscaping

8.2.11. Pressure Washing

8.3. Typical Task Order Agreements may include

8.3.1. Weed Shrub Beds – All bed areas surrounding trees, shrubs, annuals, perennial, buildings and etc.

shall be weeded as often as necessary to discourage unsightly weed growth, this may be done by hand and/or by using herbicides. Dead flowers removed whenever necessary to enhance the appearance of the bed. Weeds to be controlled by a combination of chemical applications manual removal. Spot chemical applications to control emerging weeds. Manual hand weeding also to be performed to help control weeds not controlled by chemical applications. Grass and weeds will be controlled with suitable herbicides in all mulch (pine straw) areas. Should unsightly weeds remain after being treated with herbicide, the dead weeds shall then be removed.

8.3.2. Pruning and Trimming – The contractor shall keep shrubs pruned to their intended form. Hedges shall be trimmed frequently to keep pace with growth rate of the plantings. All winter damage is to be removed from trees and shrubs in March of each year. Early flowering trees and shrubs shall be pruned immediately after flowering to encourage next year’s bud growth. Clean-up of all clippings and debris required and not considered an added expense.

8.3.3. Pine Straw – The pine straw shall be consistent with current straw in place, and consistent in nature.

The product shall be free of sticks, weeds or any other material inconsistent with the purpose of the mulch. Pine straw may be put down around all buildings in the fall and spring and there may be occasion for specific areas at specific times.

8.3.4. Weekly Mowing, Trimming and Clean-Up - The Contractor shall mow turf areas once every seven (7) days, weather permitting. Some areas are mowed two times per month, or once per month. All lawns and grassy areas shall be mowed to a maximum height of three (3) inches or less to present a neat and attractive appearance, grass clippings do not need to be bagged except on the first and last mowing of the season.

8.3.4.1. Pick up and remove trash and debris from the community sites include parking lots, dumpster areas, fence lines and lawns prior to mowing.

8.3.4.2. Remove all grass clippings from sidewalks, driveways, building entries, doorways and parking areas at community sites. All grass and debris must be disposed of properly.

8.3.4.3. All areas where turf meets barricades, fences, trees, sewer openings, landscaping or other protrusions/fixtures must be neatly trimmed at each visit. Special care must be taken while trimming around trees and Shrubs. “Weed-eater” type trimmers must not be used adjacent to trees and shrubbery.

8.3.4.4. Hard edging of all sidewalks, driveways and curbs once per season and as needed.

Weekly soft trimming all edges adjacent to shrub beds, trees, and buildings, tree trunks to be protected from damage.

8.3.4.5. Irrigation Systems Repairs and Construction

8.3.4.6. Replacement Plantings.

8.3.4.7. New Landscaping Projects

[END OF REQUEST FOR QUALIFICATIONS]