2025.04.09 RFP Landscape IRR Mow.pdf

REQUEST FOR QUALIFICATIONS/PROPOSALS

PURCHASED SERVICES AGREEMENT

PROJECT TITLE: 2025 Facilities Landscape and Irrigation Maintenance

SUBMITTALS AND SCHEDULE: In order to qualify for this contract, bidders must submit all information requested in this Request for Proposal (“RFP”). Deliver one (1) electronic copy to

Ned Esber, at Ned.Esber@Summitk12.org by the proposal due date below.

Request for Proposal, Issue Date April 9, 2025

Deadline to Submit Questions via email April 14, 2025

Responses to Questions emailed to all applicants April 17, 2025

Proposals Due April 25, 2025

Contract Award April 30, 2025

Contract Commencement May 1, 2025

Proposals will not be considered for evaluation or award if the Proposal is received after the

Proposal Due date set forth above. Proposals must be prepared and filed in compliance with this RPF, Respondent’s to this RFP assume full responsibility to ensure that its proposal is delivered on-time and by acceptable methods as stated above.

POINT OF CONTACT: Ned Esber, Facilities Maintenance Manager

Ned.Esber@SummitK12.org

970-368-1064

District website: www.summitK12.org

PROJECT OVERVIEW AND HISTORY: The Summit County School District (“District”) is seeking qualified entities (Respondent(s)) to submit proposals for the performance of various landscaping services including mowing, edging, weeding, fertilizing, pruning and irrigation operation and maintenance, as further detailed herein.

Respondent(s) may bid on (1) landscaping, (2) mowing, and/or (3) Irrigation operation and maintenance, as detailed in the Scope of Services. Respondent(s) are encouraged to bid if they are able to provide only one of the services listed above, or any combination thereof; however, Respondent must be capable of performing the service(s) for all District properties.

GENERAL CONTRACT INFORMATION: The purpose of this Request for Proposal (RFP) is to establish, through a competitive bidding process, a contractor to perform landscape maintenance at nine (9) facility sites located within Summit County, CO. The District may award up to three contracts from this request to fulfill the Scope of Services.

TERM OF CONTRACT: Work under this contract may start as soon as the contract is executed but all work will be completed by December 31, 2025. Specific tasks in the scope of work must be performed within the indicated timelines.

INSTRUCTIONS TO RESPONDENTS

SUBMITTAL REQUIREMENTS: All proposals submitted in response to this project must adhere to the format set forth in this RFP. Failure of the bidder to adhere to this format will be considered nonresponsive and will eliminate their proposal from any further consideration.

Substitutions will not be accepted during the bid process.

A complete response will include:

1) Statement of Qualifications – 2 page limit (excluding Additional Materials and

References)

2) Bid Schedule (Price Form)

1) STATEMENT OF QUALIFICATIONS

Interested bidders are requested to submit a Statement of Qualifications (SOQ) for the work.

The SOQ shall include the following information:

1. Introduction and Project Understanding – Indicate interest in this project and motivation for working for the District. Please indicate which scope(s) you are interested in outlined on the Price Form.

2. Company Profile and Experience – Provide a brief history of the business and experience working on similar projects with large organizations and/or municipalities and demonstrated quality and reliability of standards having been met in the service provided.

3. Project Team – List all certificates of training pertaining to landscape maintenance for employees who will be assigned to work on the project.

4. Additional Materials (Optional) – Material and data not specifically requested.

Examples of such materials include standard sales brochures, pictures, T&M price sheets or promotional materials.

5. References – Provide three references (maximum) for whom your firm has performed similar work within the last five years. Include contact name, current telephone number, and current email for all references.

The District shall not be liable for any costs incurred in connection with the preparation and submission of any proposal or for developing and carrying out interviews, if applicable.

SOQs that do not address the items listed in the Submittal Requirement section, exceed the 2-page limit, or contain information other than what is requested will be considered incomplete and will be deemed non-responsive by the District.

2) BID SCHEDULE (PRICE FORM) The Bid Schedule (Price Form) has one sheet outlining scope of work being bid upon and one summary sheet. Fill in the scope(s) and add the Total

Annual Costs bid for each.

All rates and pricing submitted shall include all expected costs (depending on scope of bid), including but not limited to all wages, benefits, the cost of tools and equipment, ancillary supplies, overhead, profit, and other administrative fees associated with the performance of this contract.

Time and Material Tasks (T&M): Mulching and Plow/Vole Damage repair are two examples services that are included in the Bid Schedule as a T&M task. These items will be billed separately from the base bid prices. Please include hourly rates for those services, along with any other applicable services offered.

Taxes: School Districts are Tax Exempt entities and tax will not be paid or collected in this contract.

Bid Errors: If the total annual cost of the Bid is an incorrect total of all bid items included on the bid proposal summary sheet, the total bid price will be corrected before bid award.

INQUIRIES & QUESTIONS: We understand that this is an open-ended RFP, but as stated earlier, we are at a crossroads with how to handle our landscaping needs moving into the future.

We expect questions. Those should be posted on the BidNet platform, no later than the deadline posted on page 1 of the RFP. All questions received will be compiled, and responses will be sent to all solicited Respondents.

EQUIPMENT TOUR: The District owns equipment which Respondent may utilize. If

Respondent is interested in bidding on the option to use District equipment please email

Ned.Esber@SummitK12.org to meet.

PROPOSAL PROCESS & EVALUATION: The District reserves the right to act as sole judge of the contents of the proposals and for selection of a contractor. False, incomplete, or unresponsive statements in connection with a proposal may be sufficient cause for its rejection.

Proposals will be evaluated by a Committee selected by the Facilities Maintenance Manager or their designee. The Evaluation Committee will review and evaluate all information provided in the proposals, with the intention of selecting a Respondent who submitted a proposal that, in the opinion of the District, provides the best value (receives the highest score, as determined by the evaluation criteria listed below). If the selection committee so chooses, Respondents may be invited for an interview to supplement their submission.

EVALUATION CRITERIA: The following criteria, not necessarily listed in order of importance, to be used in the selection process will include:

Costs Submitted on Price Form – Determined from Base Bid only. 0-50 points.

Project Approach and Understanding – Demonstrates an understanding of the magnitude and complexity of the bid upon services and expertise required in the identified scope of work and ability to successfully complete these tasks on time. 0-25 points

Experience and Qualifications – Demonstrated experience providing comprehensive, high-quality, and timely services with particular interest to facilities of similar size and scope of work;

personnel training and certificates; materials and equipment available (if required), and relevant and favorably responsive references. 0-25 points.

During the evaluation process, the District may consider other factors including but not limited to:

• References – history of errors and omissions via reference checks

• Quality of previous performance

• Communication skills

• Experience in high Alpine environment

• Staff availability for the project

• Strength and stability of the firm

• Technical experience

DISTRICT OPTION TO REJECT ALL PROPOSALS: The District may, at its sole discretion, reject any or all proposals submitted in response to this RFP. Furthermore, this request does not obligate the District to accept or award a contract for any expressed or implied services. The

District reserves the right to waive any informalities in a submitted proposal.

BASIS OF AWARD: The District will select and award the contract to the responsive, responsible bidder, as determined by the District based on the evaluation criteria outlined in this

RFP. Contractor shall be paid based on the prices submitted in the Bid Schedule (Price Form).

AWARD OF CONTRACT: Results will be sent out to contractors who submitted a proposal. The

District will wait two (2) business days before awarding the contract to the identified contractor.

If copies of proposals or evaluation criteria are requested by a bidder the agency will wait at least two (2) full business days after providing copies before awarding the contract, provided that no written notice to protest is received. After this period, the successful bidder will receive a

Notice of Award email/letter with any required Contract Documents. The successful bidder

(“contractor”) must sign and return all Contract Documents to the District within ten (10) calendar days. If not returned within ten (10) calendar days, the District retains the right to cancel the award and award the contract to the next most qualified responsive, responsible bidder.

BID PROTEST: Protests are limited to issues related to bid opening, evaluation of bids, and intention to award decisions, and are further limited to those items that were not known or could not have been reasonably known prior to bid opening. Only bidders that submitted a bid, subcontractors, or others that can show substantial economic interest in the bid award and who are aggrieved, are eligible to protest. A written protest must be submitted electronically to

Ned.Esber@SummitK12.org within 2 full business days following when the District provided copies of the bids to those bidders who requested them. Notice of intent to protest must stipulate (1) name, address, and phone number of the aggrieved person; (2) the grounds for protest.

INSTRUCTIONS TO BIDDERS

BIDDER RESPONSIBILITY: At the time of submission, a bidder must meet the following criteria to be considered a responsible bidder and qualified to be awarded the project.

1. The contractor must have had verifiable experience in the provision of landscape maintenance services and/or areas that are similar in nature and scope as those described in this RFP.

2. All applicable business licenses to work in the State of Colorado, Summit County

Colorado, and/or the 4 towns contained within.

SUBCONTRACTOR RESPONSIBILITIES: The District has been using 3 individuals to accomplish the entire scope of landscape care, mowing and irrigation services for the last 20 years. It is our expectation that the prime contractor will not need subcontractors to provide these services. That said, we are flexible and if subcontractors are needed, it is expected that any subcontractor, at the time of subcontract execution, meets all requirements in the previous

Bidder Responsibility criteria. The District reserves the right to review the procedure that the selected Bidder uses in validating the responsibility of any subcontractors.

PREVENTION OF ENVIRONMENTAL POLLUTION AND PRESERVATION OF PUBLIC

NATURAL RESOURCES: If awarded the Contract, the Bidder shall fully comply with all environmental protection laws, ordinances and regulations dealing with prevention and environmental pollution and the preservation of public natural resources that may be applicable to this Project. The cost of such compliance shall be included in the bid prices.

PRICE FORM: The Bid Form is included as an attachment. Bids that contain omissions, erasures or irregularities of any kind may be rejected. Any qualification, addition, limitation, or provision attached to or contained in a bid may render the bid non-responsive and not eligible for award. No oral, facsimile, telegraphic or telephonic bids or modifications will be considered.

All bids shall be signed by the Bidder, or the Bidder’s authorized representative. If the bid is made:

A. By an individual, the Bidder’s name, signature, and address must be shown;

B. By a partnership or joint venture, it shall contain the names of each partner, the mailing address of the partnership or joint venture and shall be signed in the firm name, followed by the signature of the person signing, indicating that person’s position in the partnership or joint venture;

C. By a corporation or limited liability company (“LLC”), the name of the state under the laws of which the corporation or LLC is chartered, the name and post office address of the corporation or LLC and the title of the person who signs on behalf of the corporation or LLC must be shown.

GIFTS & FAVORS: The District’s Code of Ethics prohibits District employees from soliciting, accepting, or receiving any gift, gratuity or favor from any person, firm or corporation involved in a contract or transaction. To ensure compliance with the District’s Code of Ethics and state law, the Contractor shall not give any gift, favor, or promise of any kind to District employees or officials.

COMPLIANCE WITH LAW. District shall comply with all applicable federal, state, and local laws, rules and regulations in the issuance of a contract pursuant to this RFP.

CONTRACT PROVISIONS

INSURANCE REQUIREMENTS: The Contractor awarded the contract shall secure and maintain during the life of the project such insurance, from an insurance company authorized to write casualty insurance in the State of Colorado, as will protect himself, his subcontractors, and the District from claims for bodily injury, death, or property damage which may arise and shall have filed the Certificate of Insurance or the certified copy of the insurance policy with the

District. Each insurance policy shall contain a clause- or separate statement providing that it will not be cancelled by the insurance company without ten days written notice to the owner of intention to cancel. The amounts of such insurance shall not be less than the following.

A. Workers Compensation and Employer Liability Insurance shall be secured and maintained as required by the State of Colorado for full coverage of all persons employed on the project. Employers liability coverage per accident shall be $1,000,000.

B. General Liability and Vehicular Liability: Bodily injury and property damage:

1. Injury to or sickness or disease or death of one person $500,000

2. Injury to or sickness or disease or death of two or more persons in a single occurrence $1,000,000.

3. Property damage to property of one person $500,000; and

4. Property damage to property of two or more persons in a single occurrence

$1,000,000.

MEASUREMENT AND PAYMENT: The Contract price shall constitute full compensation for furnishing all labor, equipment, tools, and materials for performing all work and operations required as specified herein and shall be considered full compensation. Invoices will be reviewed by the District before payment is made and the District’s designated representative shall not authorize payment until, in their opinion, the work has been satisfactorily completed.

INVOICES: Contractor shall submit properly completed invoice(s) electronically to the Facilities

Maintenance Department at Melanie.Martinez@SummitK12.org monthly. The awarded

Contractor shall be paid upon submission of a properly itemized invoice based on the prices stipulated in the Bid Schedule (Price Form), EXHIBIT A. Submitted invoices must contain the following minimum information.

A. Project Title

B. Locations of work

C. Description of items/work completed with dates

CONTRACTOR RESPONSIBILITY: Below are some of the District’s common guidelines to follow on projects.

• Contractor shall be responsible for the removal and disposal of anything related to work. District can accommodate some disposal of organic matter, and each school has a dumpster for collected litter.

• Contractor’s personnel shall be courteous and professional.

• The Contractor and all Subcontractors ultimately awarded a contract shall comply with federal, state and local laws, statutes and ordinances relative to the execution of the work. This requirement includes, but is not limited to, protection of public and employee safety and health;

environmental protection; waste reduction and recycling; the protection of natural resources;

permits; fees; and similar subjects. Contractor shall

INDEPENDENT CONTRACTOR. For all purposes, Contractor is an independent contractor of

District and not an employee. This Agreement shall not be deemed to create any partnership or joint venture or other enterprise between the parties or any employer-employee relationship and is executed, in part, to rebut the presumptions set forth in Sec. 8-40-202(2), C.R.S. Contractor shall be responsible for obtaining Contractor's own workers' compensation, medical, health, unemployment and other insurance and coverage as Contractor deems necessary or as may be required by law. Contractor is required to make appropriate filings with federal, state, and local taxing authorities to include income tax, social security, Medicare and other payments. No federal or state withholdings shall be made by District on any compensation paid to Contractor and for services rendered under this Agreement. All compensation paid will be reported by the

District at the end of each fiscal year utilizing IRS Form 1099.

CONTRACTOR LIABILITY. Contractor shall indemnify, defend, and hold harmless the District and its directors, officers, employees, and agents from and against any and all claim’s damages, losses, liabilities, costs and expenses, including reasonable attorneys’ fees, arising out of or related to this Agreement or the performance of services by Contractor, its employees, agents, or subcontractors, including but not limited to any acts or omissions, whether negligent or otherwsise. Contractor shall be solely responsible for its own acts and omissions and those of its employees, agents, and subcontractors in connection with the performance of services under this Agreement.

ALTERNATIVE DISPUTE RESOLUTION. In the event of any dispute or claim arising under or related to this Agreement, the parties shall use their best efforts to settle such dispute or claim through good faith negotiations with each other. If such dispute or claim is not settled through negotiations within 30 days after the earliest date on which one party notifies the other party in writing of its desire to attempt to resolve such dispute or claim through negotiations, then the parties agree to attempt in good faith to settle such dispute or claim by mediation conducted under the auspices of the Judicial Arbiter Group (JAG) of Denver, Colorado or, if JAG is no longer in existence, or if the parties agree otherwise, then under the auspices of a recognized established mediation service within the State of Colorado. Such mediation shall be conducted within 60 days following either party’s written request therefor. The costs of such mediation shall be shared equally by the parties. If such dispute or claim is not settled through mediation, then either party may initiate a civil action in the local District Court of Summit County.

DISTRICT EQUIPMENT. If Contractor elects to use any equipment, tools, or machinery owned by the District in connection with the performance of services under this Agreement, including but not limited to mowing, landscaping, irrigation, or related tasks, Contractor does so at its sole risk. The District makes no representations or warranties, express or implied, as to the safety, condition, fitness, or suitability of any such equipment for any particular purpose. Contractor hereby releases, waives, and discharges the District and its directors, officers, employees, and agents from any and all claims, liabilities, damages, losses, or expenses, including but not limited to those arising from bodily injury, death, or damage to property, that may result from or relate in any way to Contractor’s use of District equipment, whether arising out of the negligence of the District or otherwise. Contractor further acknowledges that it assumes full responsibility for inspecting any such equipment prior to use and accepts full responsibility for any injury or damage arising from such use.

SCOPE OF SERVICES

1. General Information: District needs services at the following properties. Services are landscape care, irrigation, and mowing. How the contract is divided up is yet to be determined, but all properties need all 3 services, and to bid on any service, the contractor is agreeing to provide that service to all properties.

● Breckenridge Elementary, 312 S Harris, Breckenridge, CO 80424

● Upper Blue Elementary, 1200 Airport Rd, Breckenridge, CO 80424

● Summit High School, 16201 Hwy 9, Breckenridge, CO 80424

● Frisco Elementary, 800 8th Ave, Frisco, CO 80443

● Summit Middle School / Admin Campus, 150 School Rd, Frisco CO, 80443

● Silverthorne Elementary, 101 Hamilton Creek Rd, Silverthorne, CO 80498

● Dillon Valley Elementary, 108 Deer Path Rd, Dillon, CO 80435

● Summit Cove Elementary, 727 Cove Blvd, Dillon, CO 80435

● “Summit Education Center” (Land only), 465 Brian Ave, Silverthorne, CO 80498

Required Work Schedule: The Contractor is responsible for their own specific schedule of work, however there are some key dates expected to be considered and the Contractor is to coordinate with the District to work effectively around them. Some examples are the first and last day of school, graduation at the High School, and various events that occur on the athletic fields throughout the summer.

2. Services Performed Under this Project Include:

LANDSCAPING SECTION

Note: The first Landscaping / mowing visit should be extensive and comprehensive, getting the site prepared for regular maintenance during the growing season.

A. EDGING- Turf areas will be edged along sidewalks and curbs approximately once a month, or as needed, using appropriate equipment.

B. FERTILIZING TURF- For Historical reference, over the past 20 years, our

Maintenance Contractor has applied 2 granular (golf course grade) and 2 liquid fertilizer applications per summer for the Athletic fields. For the general turf areas, only 2 granular fertilizer applications per summer.

Broadleaf weed control has been primarily for dandelions, using a residential dandelion spray.

Liquid Fertilizer used in the past was an organic fertilizer made of some combination of

Humates, Yuccah wetting agent, Carbon food source (molasses), and Residuce.

This information is for historical reference, weed control methods, fertilizer choice and frequency is negotiable according to the expertise of the Contractor. Compliance with required licenses for application is expected.

F. DEBRIS/LITTER CLEANUP – Fallen branches or other debris shall be picked up and removed from the site. Loose litter shall be removed from the entire site, including all parking lots, walkways, turf areas, and planter beds.

H. PRUNING – In the spring or fall as needed, prune and trim plantings according to accepted horticultural practices, in accordance with the plant’s intended function; remove extraneous growth, debris, damaged foliage, etc. for a neat appearance. Allow shrubs and groundcovers to grow into their natural patterns, with the goal of maintaining the plant’s health and aesthetics. All plants adjacent to structures should be pruned to ensure at least 2’ of clearance from building exteriors, walkways, and stairways. Trees should only be pruned to maintain branch clearance 10’ high above all walkways, driveways, and parking lots, 2’ clearance from structures, or to remove broken or dead branches.

Prior to any significant pruning, the Contractor’s crew lead and the Facilities Maintenance

Manager or their designee will conduct a site walk to agree on a plan.

J. WEEDING (PLANTER BEDS & TREE RINGS) – All planter beds are to be weeded as needed. All maintenance weeding (all weeding except for that performed during the First

Visit Spring Clean Up) shall be performed manually and without use of herbicides. Remove dead plant material during weeding. Report missing or dead vegetation to the District.

K. TURF CARE – Slit seed overseed, and aerate all lawn areas once in the spring. A

50/50 Blue/Rye (No Fescue) mix has been used in the past.

L. WEEDEATING – To maintain neat and trim appearance, rough mow the native areas as needed. Line trimming shall be performed along all walkways, light standards, paths, tree rings, and soft edges (lawn transitions to landscape beds). Adjacent hard surfaces shall be blown clean after weedeating and line trimming.

H. SCARIFYING BASEBALL INFIELDS - Monthly Scarify of infield material at Summit

Middle School, Upper Blue Elementary, and Breckenridge Elementary.

I. ADDITIONAL LANDSCAPE SERVICES- Below is a description of some (not all) services that are not typically included as part of the contract, as directed by the District, that would be billed at T&M rate.

• MULCHING – Apply 2”-3” maximum layer of wood chips or preferably Summit SCRAP

Compost to planter beds and tree rings in the spring.

• PLOW/VOLE DAMAGE- Unfortunately, our climate dictates that landscaping gets damaged over the winter. Repairs to turf and irrigation systems fall into this category.

• PRESSURE WASHING - Occasional pressure washing, directed by the District.

MOWING

All lawn areas shall be mowed as needed during the growing season (May-September), with priority given to Athletic Fields. Mulching mowers are ideal. Areas that are difficult to access with deck mowers may be mowed with string trimmers as long as a uniform appearance is achieved. Hard surfaces shall be blown clean after mowing.

IRRIGATION OPERATION AND MAINTENANCE

Contractor shall be responsible for spring start up and fall blow-out of irrigation systems.

Contractor shall be responsible for the annual testing and mandatory reporting of backflow systems on each system. The contractor shall monitor each site’s irrigation system for any problems, which may include broken lines and heads, inadequate coverage, overspray, and runoff, and control watering schedules. Significant repairs are to be made with approval from the

Facilities manager, minor or routine repairs need no approval.

3. Contractor Reporting: All District contractors are responsible for reporting anything they observe that may need attention and follow-up by the District. These include: Issues concerning irrigation, plant health (declining, missing, or dead vegetation), Facility/property damage/vandalism/mischief or miscellaneous issues concerning staff, student or public safety that may arise during the course of this contract. Contractor shall immediately report these cases to the Facilities Manager or their designee.

4. Site Maps: The following pages show the work locations and the associated work as specified above and in the Bid Schedule (Price Form). Acreage is approximate.

Breckenridge Elementary, 1.1 Acres Athletic Turf.

Upper Blue Elementary, 2.5 Acres Athletic Turf, 2 Acres Native Grasses

Summit High School, 5 Acres Athletic Turf, 1.5 Acres Irrigated Turf. Note: Stadium field is synthetic turf and is not included in the scope of this RFP.

Frisco Elementary, 1.2 Acres Athletic Turf

Summit Middle School, 5.1 Acres Athletic Turf, 2.5 Acres Irrigated Turf. Note: Baseball “grass” is Synthetic Turf.

Silverthorne Elementary, 2.25 Acres Athletic Turf, .25 Acres Irrigated Turf

Dillon Valley Elementary, .75 Acres Athletic Turf.

Summit Cove Elementary, 1.1 Acres Athletic Turf

Summit Education Center - Vacant land, former site of Silverthorne Elementary. 3 Acres

Athletic Turf, 4 Acres Irrigated Turf.

Price Form Instructions: As stated, we have a few options on how to proceed with our landscaping needs. We understand some contractors don’t do all 3 service needs in their scope of work, and we can split the contract accordingly. For example, If you only want to bid on the mowing scope, indicate that by pricing mowing and leaving the other columns blank. We will assess what best works with our needs based on what responses we receive. The T&M rates are not expected to be a large dollar amount for the contract duration, but it is helpful in our decision making to see those rates.

Historically, we have paid for the Landscape and Mowing service as 1 lump sum for the summer, paid monthly. The irrigation was billed as fixed start up and shut down costs, with hourly maintenance, monitoring and repairs throughout the summer. Please try to price your services reflecting that system.

To complicate matters, there is another option available for your consideration. The District has used the same Landscape Contractor for the last 20 years, using equipment owned by the

District. We still own this equipment, and can accept bids based on using our equipment to meet our needs. We do not own equipment for the Irrigation operation and maintenance. In the past, we have provided routine maintenance and repairs to this equipment, but negligent damage would need to be handled on a case by case basis. The Contractor would need to furnish their own truck and insurance under this option.

A full list of equipment is available, but the basics are:

2 Mahindra Tractors, with slit seeder, 200G sprayer, 2 Aerators, granular spreader, infield scarifier

SCAG 62” deck mower

John Deere Gator

Stihl Kombi system, weed eater, brush, various attachments

Milwaukee pole pruner, weed eater combination tool

Trailer capable of transporting the tractors.

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