INVITATION TO BID

FOR THE

FY 2022 MOWING AND LITTER REMOVAL ON VARIOUS

ROADS THROUGHOUT THE COUNTY

SOLICITATION NUMBER: 22-003

LET DATE: April 1, 2022

DOUGLAS COUNTY, GEORGIA, BOARD OF COMMISSIONERS

Purchasing Department

8700 Hospital Drive

Douglasville, Georgia 30134

Phone: 770-920-7247

Fax: 770-920-7219 https://www.celebratedouglascounty.com/Bids.aspx https://www.celebratedouglascounty.com/Bids.aspx

TABLE OF CONTENTS

SECTION ONE

Advertisement for Bidders 3-4

Notice to Contractors……………………………………………….. 5-6

Bid Proposal………………………………………………………… 7-9

Bid Bonds…………………………………………………………… 10-11

Non-Collusion Affidavit………………………………………….... 12-13

*Bid Schedule Items……………………………………………….. 14-16

SECTION TWO-GENERAL CONDITIONS

Definitions and Terms……………………………………………..... 17-18

SECTION THREE - AGREEMENT

*Agreement…………………………………………………………. 19-20

*100% Performance Bond………………………………………….. 21-22

*100% Labor and Material Payment Bond………………………..... 23-26

ATTACHMENT A – Tractor Mowing and Trimming Specifications

General……………………………………………………………… 27

Scope of Work………………………………………………………. 27

General Contract Information……………………………………….. 27-33

Mowing Requirements………………………………………………. 34-39

ATTACHMENT B – DESIGNATED STREETS

Designated Streets (Excel Spreadsheet)……………………………... 33-36

ATTACHMENT C

Evaluation Criteria for Tractor Mowing and Trimming Contract…... 37

Prime Contractor’s Work Authorization Certification Subcontractor’s Work Authorization Certification

*Requires Signature

ADVERTISEMENT FOR BIDDERS

Sealed proposals will be received by the Douglas County Purchasing Department located at 8700 Hospital Drive, Douglasville, Georgia 30134 until:

For the project known as:

FY2022 Mowing and Litter Removal on Various Roads Throughout the County

Solicitation Number 22-003

Proposals will be opened and read aloud at the 3rd Floor Procurement Conference

Room, 8700 Hospital Drive, Douglasville, Georgia 30134 shortly after 10:00 AM

EST, A pr i l 1 , 20 22 . Proposals received after the designated time will not be considered. The OWNER of the project is the Douglas County Board of Commissioners.

The approximate extent and character of the work is generally described as follows:

Six (6) cycles of right-of-way mowing and litter pickup on approximately

258 miles of County roadways with the option to add or remove cycles as final budget dictates, which includes furnishing all materials, labor, and equipment for mowing complete including brush/slope trimming.

Bidders shall inform themselves concerning Georgia Laws and comply with same.

Bidding Documents are available for review and purchase by prospective Bidders at the Douglas County Purchasing Office, 8700 Hospital Drive, Douglasville, Georgia

30134.

Bidding Documents may be obtained upon payment of $50, non-refundable (check payable to Douglas County Board of Commissioners). The OWNER is not obligated to consider a Bidder's proposal, if the Bidder does not meet the following criteria:

1. Valid proof of Insurance, equal to or exceeding the Owner's requirements.

2. List of three references where the Bidder has performed similar work.

Do not include the Owner as one of the references.

3. The contractor must be able to bond 100% of the cost of the submitted bid, through a surety company with the qualifications listed below.

The time allowed for completion will be explained in the Specifications.

Each Bid must be accompanied by a Bid Bond with good and sufficient surety or sureties approved by the owner for faithful acceptance of the contract, payable to, in favor of, and for the protection of the OWNER in an amount equivalent to five percent (5%) of the total amount payable by the terms of the contract or, in lieu thereof, in the form of a certified check, cashier's check, or cash in equal amount.

The Successful Bidder will be required to furnish performance and payment bonds with the executed Agreement meeting the requirements of the Contract Documents and executed on the forms attached to the Agreement. The terms and time for payment are set forth in the Agreement.

Surety and insurance companies must have an AM Best rating of A-6 or greater, be listed in the Federal Registry of Companies holding Certificates of Authority and Acceptable Sureties on Federal Bonds and be licensed by the Georgia Insurance Department and the Georgia Secretary of State to do business in the State of Georgia.

Bidder will provide a list of sub-contractors that will be used in conjunction with this project. Bidder must perform 70% or more of the project, without the use of sub-contractors.

All Bids will remain subject to acceptance for 60 days after the day of the Bid opening, but OWNER may, in its sole discretion, release any Bid and return the Bid security prior to that date.

Each bid must be submitted in a SEALED ENVELOPE, addressed to the OWNER.

Each sealed envelope containing a Bid must be plainly marked on the outside as, "FY2022 M o w i n g a n d Litter Removal on Various Roads Throughout the County, So l i c i t a t i on No: 22-003". If bid is forwarded by mail, the sealed envelope containing the Bid must be enclosed in a separate mailing envelope to the attention of the OWNER at the address previously given.

The Owner reserves the right to reject any or all Bids, to waive formalities and re-advertise. The owner may award the contract as a whole or in parts to one or more successful bidders.

Project Manager:

LaVon King

Maintenance Division Manager

Douglas County Department of Transportation

8249 Chicago Avenue

Douglasville, GA 30134

678-626-0158

SECTION ONE

NOTICE TO CONTRACTORS

Sealed proposals will be received by the Board of Commissioners of Douglas

County, Georgia, at the Douglas County Purchasing Office, located at 8700 Hospital

Drive, Douglasville, Georgia 30134 until 10:00 AM EST, Apr i l 1 , 20 22 . NO BIDS

WILL BE ACCEPTED AFTER THE 10:00 AM EST DEADLINE, April 1, 2022. No submitted bid may be withdrawn after the scheduled bid opening for a period of sixty (60) days.

The bids will be publicly opened and read aloud shortly after 10:00 a.m. A pr i l

1 , 2022 in the Douglas County Purchasing Office (3rd Floor) Conference

Room at 8700 Hospital Drive, Douglasville, Georgia 30134.

The work to be done consists of the furnishing of all materials, labor and equipment for:

The Bidder is required to submit all pages of the Bid Proposal.

Bidding Documents are open to the public at the Douglas County Purchasing Office, 8700

Hospital Drive, Douglasville, Georgia 30134. A complete set of documents may be purchased for $50.00 per set (NON-REFUNDABLE check payable to Douglas County

Board of Commissioners) from:

Douglas County Purchasing Office

8700 Hospital Drive

Douglasville, Georgia 30134

Telephone: (770) 920-7579

All work performed for this project will be in accordance with the Georgia Department of

Transportation Standard Specifications, Construction of Roads and Bridges, Current

Edition, and any modifications identified in the bid documents.

The Bidder shall not subcontract, transfer, assign, or otherwise dispose of the contract or any portion thereof, without the written consent of Douglas County.

The successful bidder shall secure and pay for necessary approvals, permits, assessments, and charges required for the construction and installation of this project as required by local, state, and federal regulations.

The Douglas County Board of Commissioners reserves the right to reject all bids and to waive formalities. The owner may award the contract as a whole or in parts to one or more successful bidders.

Any claims for cost incurred by any Bidder in preparation of any part of or total package for this project will not be considered for reimbursement by Douglas County.

BID PROPOSAL

Proposal of _____________________________________ (hereinafter called "Bidder") a contractor organized and existing under the laws of the State of ________________________, *an individual, a corporation, or partnership doing business as

TO: Douglas County

(Hereinafter called “County")

Gentlemen:

The Bidder in compliance with your Notice to Contractors and all Bidding Documents for the construction of:

FY 2022 Mowing and Litter Removal having examined the plans and specifications with related documents and the site of the proposed work, and being familiar with all of the conditions surrounding the construction of the proposed project, including the availability of materials and supplies to construct the project in accordance with the contract documents, within the time set forth herein, and at the prices stated below, proposes to enter into a Contract with Douglas County to provide the necessary machinery, tools, apparatus, all materials and labor, and other means of construction necessary to complete the Work. The undersigned proposes to furnish and construct the items listed in the attached

Schedule of Items for the unit prices stated.

Bidder agrees that the cost of any work performed, materials furnished, services provided or expenses incurred, which are not specifically delineated in the Contract Documents, but which are incidental to the scope, intent, and completion of the Contract, shall be deemed to have been included in the prices bid for the various items scheduled.

Bidder further proposes and agrees hereby to promptly commence the Work with adequate force and equipment within ten (10) calendar days from receipt of Notice to Proceed, or as may be specified by Special Provision, and to complete the Work as stated within these documents.

The original contract period will be for one fiscal year;

pending budget approval per year two additional one-year extensions will be granted. This is assuming the performance of the Contractor is satisfactory to the Department of Transportation

Representative.

The Bidder acknowledges receipt of the following addenda:

The undersigned further agrees that in case of failure on his part to execute said contract and bonds or provide satisfactory proof of carriage of the insurance required, within ten (10) calendar days after notification of award thereof, the Bid Bond or certified check accompanying his bid and the money payable thereon shall be forfeited to the County as liquidated damages; otherwise, the check or Bond accompanying this proposal shall be returned to the Bidder.

The Bidder declares that he understands that the quantities shown on the proposal are subject to adjustment by either increase or decrease, and that should the quantities of any of the items of work be increased, the undersigned proposes to do the additional work at the unit prices stated herein; and should the quantities be decreased, he also understands that payment will be made on actual quantities at the unit price bid and will make no claim for anticipated profits for any decrease in the quantities, and that actual quantities will be determined upon completion of work, at which time adjustment will be made to the

Contract amount by direct increase or decrease.

Attached hereto is a bid bond or certified check on the (Bank)________________________ in the amount of ________________________________________, (Five percent of Total

Amount Bid).

The full name and residence of persons or parties interested in the foregoing bid as principals are named as follows:

Douglas County, Georgia

Signed, sealed, and dated this _______day of ________________________, 2022.

Bidder: _________________________________

(Company Name)

By:_____________________________________

Title:___________________________________

Mailing Address: ________________________________________

County __________________________________

Phone __________________________________

BID BOND

(Five Percent (5%) of Bid)

KNOW ALL MEN BY THESE PRESENTS, that we, the undersigned

________________________________________________________,as Principal, and

____________________________________________, as Surety, are hereby held and firmly bound unto DOUGLAS COUNTY, GEORGIA, as County in the penal sum of

_______________________________________ Dollars ($ _____________) for the payment of which, well and truly to be made, we hereby jointly and severally bind ourselves, our heirs, executors, administrators, successors, and assigns.

Signed this _______day of _________________, 2022.

The condition of the above obligation is such that whereas the Principal has submitted to

DOUGL AS COUNTY, GEORGIA a certain bid attached hereto and hereby made a part hereof to enter into a contract in writing for the construction of:

NOW, THEREFORE,

(a) If said bid shall be rejected or in the alternate,

(b) If said bid shall be accepted and the Principal shall execute and deliver a Contract in the Form of Contract attached hereto (properly complete in accordance with said bid) and shall furnish a bond for his faithful performance of said Contract and for the payment of all persons performing labor or furnishing material in connection therewith, and shall in all other respects perform the agreement created by the acceptance of said bid, then this obligation shall be void, otherwise the same shall remain in force and effect; it being expressly understood and agreed that the liability of the surety for any and all claims hereunder shall, in no event, exceed the penal amount of this obligation as herein stated.

The Surety, for value received, hereby stipulates and agrees that the obligations of said Surety and its bond shall be in no way impaired or affected by any extension of the time within which the

County may accept such bids, and said Surety does hereby waive notice of any such extension.

BID BOND

IN WITNESS WHEREOF, the Principal and the Surety have hereunto set their hands and seals, and such of them as are corporations have caused their corporate seals to be hereto affixed and these presents to be signed by their proper officers, the day and year first set forth above.

_____________________________________(SEAL)

Principal

By:

_____________________________________(SEAL)

Surety

By:

Georgia Representative

NONCOLLUSION AFFIDAVIT OF PRIME BIDDER

State of ___________________) ) ss.

County of _________________)

,being first duly sworn, deposes and says that:

1) He is __________________ (Owner, Partner, Officer, Representative, or

Agent) of the Bidder that has submitted the attached Bid;

2) He is fully informed respecting the preparation and contents of the attached Bid and of all pertinent circumstances respecting such Bid;

3) Such Bid is genuine and is not a collusive or sham Bid;

4) Neither the said Bidder nor any of its officers, partners, owners, agents, representatives, employees, or parties in interest, including this affiant, has in any way colluded, conspired, connived, or agreed, directly or indirectly, with any other Bidder, firm or person to submit a collusive or sham Bid in connection with the Contract for which the attached Bid has been submitted to or refrain from bidding in connection with such Contract, or has in any collusion or communication or conference with any other Bidder, firm or person to fix the price or prices in the attached Bid or of any other Bidder, or to fix any overhead, profit or cost element of the Bid price or the Bid price of any other Bidder, or to secure through any collusion, conspiracy, connivance or unlawful agreement any advantage against Douglas County or any person interested in the proposed

Contract; and,

5) The price or prices quoted in the attached Bid are fair and proper and are not tainted by any collusion, conspiracy, connivance, or unlawful agreement on the part of the Bidder or any of its agents, representatives, owners, employees, or parties in interest, including this affiant.

(Signatures on next page)

Signed

Name

Title

Subscribed and Sworn to before me this __ day of _______________________, 2022.

(SEAL)

Title

My Commission expires

Date _________________.

Douglas County Board of Commissioners Department of Transportation

Base Bid Schedule of Items

Solicitation No.: 22-003 Vendor: __________________________________

Signature:________________________________

Contract Scope: FY2022 MOWING AND LITTER REMOVAL

ON VARIOUS ROADS THROUGHOUT THE COUNTY

Total For County Roads

Line No.

Item Description

Unit

Approx.

Quantity

Price

Amount

01 COUNTY ROADS (SEE Schedule “C”)

10 Cycle 1 – Mowing/Litter Complete CLM 258

20 Cycle 2 - Mowing/Litter Complete CLM 258

30 Cycle 3 – Mowing/Litter Complete CLM 258

40 Cycle 4 - Mowing/Litter Complete CLM 258

50 Cycle 5 – Mowing/Litter Complete CLM 258

60 Cycle 6 – Mowing/Litter Complete CLM 258

TM 1548

Total Base Bid $

Mowing Complete includes mowing limits as defined in the contract, etc.

Traffic Control shall be included in the priced bid for each work item.

TOTAL BASE BID $ ___________________

"END OF SECTION"

SECTION TWO

SCHEDULE

Solicitation No.:2 2 - 0 0 3 Vendor: __________________________________

Signature:________________________________

Contract Scope:

Line No.

Item Description

Approx.

Quantity

Price

Amount

NOTE : Douglas County reserves the right to add or delete roads from the add alternate list.

TOTAL FOR STATE ROUTES ADD ALTERNATE $ __________________

"END OF SECTION"

SECTION TWO

GENERAL CONDITIONS

Unless otherwise directed, all work performed under this contract shall be in accordance with the Georgia Department of Transportation Standard Specifications, Construction of

Roads and Bridges, Current Edition, and any current Supplemental Specifications modifying them, except as noted below and in the Special Provisions.

Modifications to Standards Specifications

SECTION 101 DEFINITION AND TERMS

Section 101.10 BOARD

Delete as written and substitute the following:

BOARD OF COMMISSIONERS OF DOUGLAS COUNTY, GEORGIA

Section 101.14 COMMISSIONER

THE COUNTY ADMINISTRATOR OF DOUGLAS COUNTY

Section 101.22 DEPARTMENT

THE DOUGLAS COUNTY DEPARTMENT OF TRANSPORTATION

Section 101.24 ENGINEER

THE DOUGLAS COUNTY DIRECTOR OF TRANSPORTATION, ACTING

DIRECTLY OR THROUGH HIS DULY AUTHORIZED REPRESENTATIVE.

Section 101.62 STATE HIGHWAY ENGINEER

THE DOUGLAS COUNTY DIRECTOR OF TRANSPORTATION, ACTING

DIRECTLY OR THROUGH HIS DULY AUTHORIZED REPRESENTATIVE.

Section 101.74 SUPPLEMENTAL AGREEMENT

Retain as written and add the following:

"Any Supplemental Agreement that has a dollar value amount that is less than $25,000.00 shall not require the assent of the Surety."

Section 101.81 TREASURER

THE DOUGLAS COUNTY FINANCE DIRECTOR, ACTING DIRECTLY OR

THROUGH HER DULY AUTHORIZED REPRESENTATIVES.

Add:

Section 101.84

COUNTY: THE DOUGLAS COUNTY BOARD OF COMMISSIONERS

SECTION THREE

AGREEMENT

THIS AGREEMENT, made this day of _______________ , 2022 by and between the BOARD OF COMMISSIONERS OF DOUGLAS COUNTY, hereinafter called "OWNER," and ________________________________, a contractor doing business as a corporation of the City of __________________, County of ___________, and State of _____________________, hereinafter called "Contractor."

WITNESSETH: that for and in consideration of the payments and agreements hereinafter mentioned, to be made and performed by the OWNER, the Contractor hereby agrees to commence and complete the construction described as follows:

On Various Roads Throughout the County

Solicitation Number 22-003 hereinafter called the "Project," for the sum of $____________________________ and all extra work in connection therewith, under the terms as stated in the General Conditions, special Provisions and Detailed Specifications of the Contract, and at his/her/its/their own proper cost and expense to furnish all materials, supplies, machinery, equipment, tools, superintendence, labor, insurance, and other accessories and services necessary to complete the said project in accordance with the conditions and prices stated in the proposal, the General Conditions, Special Provisions and Detailed Specifications of the Contract, the plans, which include all explanatory matter thereof, as prepared by OWNER, the specifications and contract documents, all of which are made a part hereof and collectively constitute the Contract.

The Contractor further proposes and agrees hereby to promptly commence the Work with adequate force and equipment within ten (10) calendar days from receipt of each

Notice to Proceed, or as may be specified by Special Provision, and to complete the

Work within the stipulated time frame of each Notice to Proceed, based on consecutive calendar days from the Notice to Proceed date.

The OWNER agrees to pay the Contractor in current funds for the performance of the

Contract subject to additions and deductions as provided in the General Conditions of the

AGREEMENT (CONTINUED)

Contract, and to make payments on account thereof as provided in the Specifications, as modified in the General Conditions and Special Provisions.

IN WITNESS WHEREOF, the parties to those presents have executed this Contract in three (3) counterparts, each of which shall be deemed an original.

Executed this ________ day of ______________________ 2022.

BOARD OF COMMISSIONERS OF DOUGLAS COUNTY, GEORGIA

ATTEST:

By: _____________________________ ________________________________

Dr. Romona Jackson-Jones, Chairman Lisa Watson, County Clerk

Witness

ATTEST:

Contractor Secretary

By: _____________________________________ __________________________________

Title: __________________________

Approved as to Form by: (Seal)

Give proper title of each person executing affidavit. Attach seal as required.

100% PERFORMANCE BOND

KNOW ALL MEN BY THESE PRESENTS: THAT ________________________________ as

Principal (hereinafter called Contractor), and ________________________________________

________________________________a Corporation organized and existing under the laws of the State of ___________________ As Surety (hereinafter called Surety), are held and firmly bound unto DOUGLAS COUNTY BOARD OF COMMISSIONERS as obligee, hereinafter called OWNER, in the amount of ___________________________________($____________.00) for the payment whereof Contractor and Surety bind themselves, their heirs, executors, administrators, successors and assigns, jointly and severally, firmly by these presents.

WHEREAS, Contractor has by written agreement dated ________________________, 2022, entered into a contract with OWNER for:

o n V a r i o u s R o a d s T h r o u g h o u t t h e C o u n t y in accordance with drawings and specifications prepared by Douglas County, which

Contract is by reference made a part hereof, and is hereinafter referred to as the Contract.

NOW, THEREFORE, the condition of this obligation is such that, if Contractor shall promptly and faithfully perform said Contract, then this obligation shall be null and void, otherwise it will remain in full force and effect.

The Surety hereby waives notice of any alteration or extension of time made by the OWNER.

Whenever Contractor shall be, and declared by OWNER to be in default under the Contract , the OWNER having performed OWNER'S obligation there under, the Surety may promptly r emedy the default, or shall promptly

1) Complete the contract in accordance with its terms and conditions;

or,

2) Obtain a bid or bids for completing the Contract in accordance with its terms and conditions, and upon determination by Surety of the lowest bidder, or, if the OWNER

PERFORMANCE BOND

elects, upon determination by the OWNER and Surety jointly of the lowest responsible bidder, arrange for a Contract between such Bidder and the OWNER, and make available as work progresses (even though there should be a default or a succession of defaults under the Contract or Contract of Completion arranged under this paragraph) sufficient funds to pay the cost of completion less the balance of the Contract price; but not exceeding, including other costs and damages for which the Surety may be liable hereunder, the amount set forth in the first paragraph hereof. The term "Balance of the

Contract Price," as used in this paragraph shall mean the total amount payable by

OWNER to Contractor under the Contract and any amendments hereto, less the amount properly paid by OWNER to Contractor.

No action can be instituted on this bond after one year from the completion of the Contract and the acceptance by the OWNER of the work thereunder.

Signed and sealed this ________ day of ___________________________, 2022 in the presence of:

_______________________________ By: _______________________________ (Seal)

________________________________ By: ________________________________(Seal)

100% LABOR AND MATERIAL PAYMENT BOND

KNOW ALL MEN BY THESE PRESENTS:

That ___________________________________ as Principal, hereinafter called Principal, and

____________________________________ of _____________, a corporation organized and existing under the laws of the State of ______________ as Surety, hereinafter called Surety, are held and firmly bound unto DOUGLAS COUNTY BOARD OF COMMISSIONERS, as oblige, hereinafter called OWNER, in the amount of

________________________________________________Dollars ($ .00).

WHEREAS, Principal has by written agreement dated ______________, 2022, entered into a

Contract with OWNER for:

o n V a r i o u s R o a d s T h r o u g h o u t t h e C o u n t y

Solicitation Number 19-001 in accordance with drawings and specifications prepared by Douglas County, which contract is by reference made a part hereof, and is hereafter referred to as the Contract.

NOW, THEREFORE, the condition of this obligation is such that if the Principal shall promptly make payment to all claimants as is herein below defined, for all labor and materials used or reasonably required for use in the performance of the Contract, this obligation shall be void; otherwise, it shall remain in full force and effect subject, however, to the following conditions:

1. A claimant is defined as one having a direct contact with the principal or with a subcontractor of the Principal for labor, material, or both, used or reasonably required for use in the performance of the Contract, labor and material being construed to include that part of water, gas, power, light, heating oil, gasoline, telephone service, rental of equipment, or repair of equipment directly applicable to the Contract.

2. The above-named Principal and Surety hereby jointly and severally agree with the

OWNER that every claimant as herein defined, who has

LABOR AND MATERIAL PAYMENT BOND

not been paid in full before the expiration of a period of ninety (90) days after the date on which the last of such claimant's work or labor was done or performed, or materials were furnished by such claimant, may sue on this bond for the use of such claimant, prosecute the suit to final judgment for such sum or sums as may be justly due claimant, and have execution thereon. The OWNER shall not be liable for the payment of any costs or expenses of any such suit.

3. No suit or action shall be commenced hereunder by any claimant.

A. Unless claimant, other than one having a direct Contract with the Principal, shall have given written notice to any two of the following: the Principal, the

OWNER, or the Surety above-named, within ninety (90) days after such claimant did or performed the last of the work or labor, or furnished the last of the materials for which said claim is made, stating with substantial accuracy the amount claimed and the name of the party to whom the materials were furnished, or for whom the work or labor was done or performed. Such notice shall be served by mailing the same by registered mail or certified mail, postage prepaid, in an envelope addressed to the Principal, OWNER, or Surety, at any place where an office is regularly maintained for the transaction of business, or served in any manner in which legal process may be served in the state in which the aforesaid project is located, save that such service need not be made by a public officer.

B. After one year from the completion of the Contract and the acceptance by

OWNER of the work thereunder, it being understood, however, that if any limitation embodied in this bond is prohibited by any law controlling the construction hereof such limitation shall be deemed to be amended so as to be equal to the minimum period of limitation permitted by such law.

C. Other than in a state court of competent jurisdiction in and for the county or other political subdivision of the state in which the project, or any part thereof, is situated, or in the United States District Court for the district in which the project, or any part thereof, is situated and not elsewhere.

LABOR AND MATERIAL PAYMENT BOND

4. The amount of this bond shall be reduced by and to the extent of any payment or payments made in good faith hereunder inclusive of the payment by Surety or mechanics' liens which may be filed of record against improvement, whether or not claim for the amount of such lien be presented under and against this bond.

Signed and sealed this _______ day of _______________________, 2022.

________________________________ By: _____________________________(Seal)

By: ____________________________(Seal)

Representative

This bond is issued simultaneously with Performance Bond in favor of the OWNER.

ATTACHMENT “A”

DEPARTMENT OF TRANSPORTATION

DOUGLAS COUNTY

TRACTOR MOWING AND TRIMMING SPECIFICATIONS

1. GENERAL

The Douglas County Department of Transportation (hereafter referred to as the Department) is seeking bids for tractor mowing and trimming, trash pickup, and weed eradication and removal from road medians within the limits of the right of way and easement areas according to the specifications and requirements found within this document.

2. SCOPE OF WORK

Work under these Specifications consists of furnishing labor, material, tools, equipment, and incidentals necessary to perform tractor mowing and trimming operations within the mowing limits of County Routes in a safe, effective, and timely manner, as detailed in these Specifications. Perform and complete mowing operations as specified.

The Department expects that the successful vendor will have sufficient resources to complete the awarded contract.

ATTACHMENT “B” on pages 40 – 43 of this request for bid package provides locations and estimated amount of centerline miles to be tractor mowed and trimmed for each mowing cycle.

3. GENERAL CONTRACT INFORMATION

3.01 TERMS AND DEFINITIONS

A. Approval/ Acceptance - Inspected and approved by the Project Manager for compliance with the requirements of the specifications included in this contract.

B. Bridge End Roll- The area at each end of a bridge that slopes down from the end support to the natural ground contour under the bridge.

C. Centerline Mile (CLM)- Incremental measurement used in this contract for bidding purposes that includes the mowing limits within a one-mile distance on a route. This includes both directions of the mile, shoulders and median.

D. Liquidated Damages- Failure to comply with terms and specifications of the Contract that will result in monetary liquidation of invoices submitted for payment.

E. Mowing Cycle- A mowing cycle consists of mowing complete the areas as designated in these Specifications, one time. Complete a Mowing

Cycle without interruption, within the time frames listed and to the satisfaction of the Project Manager.

F. Mowing Complete- The accepted/approved tractor mowed and trimmed centerline miles within established mowing limits.

G. Mowing Limits- All areas that are mowable with tractor mowing equipment within the right of way that are on a 3:1 or flatter slope, and trimming in front of, behind, under, and around roadside obstacles, and mowing/trimming on r oad m ed ia ns , w ee d ea t i ng o f r a i s ed i s l an ds o r r oads m ed i ans a nd on all slopes greater than or equal to 3: 1 to 5 feet behind the ditch line on a cut slope and 5 feet past the break point on a fill slope.

H. Natural Tree Line- The boundary/edge of a community of hardwood and non-hardwood trees, greater than 3 inches in caliper (dbh) diameter at breast height (measured at 4ft, feet above the ground). The edge is typically a fluctuating line.

I. Roadside Obstacles- Items located within the right of way, both natural and man-made which may include but are not limited to the following:

sign posts, delineator posts, light posts, steel beam guardrail and associated posts, headwalls, barrier walls, retaining walls, catch basins, fallen rock, bridge end abutments, mailboxes, f i r e hydrants , newspaper boxes, established/planted tree/shrub(s), landscaped beds, natural tree line, wildflower areas, bridge end rolls, and fences.

J. Slope Break Point- The spot where the non-mowable slope begins.

K. Traveled Way- The portion of the roadway for the movement of vehicles, exclusive of the shoulders

L. Shadow Vehicle -A vehicle used to buffer mowing that may interfere with traffic.

3.02 APPLICABLE DOCUMENTS

A. REQUIRED REFERENCES:

Reference the guidelines as set forth in the following documents, as they will be used by the Department when determining quality of work and will be applicable to this Specification/Contract:

1. Manual of Uniform Traffic Control Devices (MUTCD), current edition

3.03 AWARD

A. Award will be made to the lowest, responsible, bidder meeting the specifications set out herein.

B. Unbalance Bid:

All bids shall be subject to review for prices that are either in excess of our below the reasonable cost as compared to the Engineer's estimate and historical prices kept by the Department. The submittal of an irregular/unbalanced bid may result in the rejection of the Contractor’s bid.

C. Administration:

The Douglas County Director of Transportat ion wi l l administer this contract through his designated representat ive Project Manager. The Project Manager ’s address is:

Doug las County Department of Transportation 8249 Chicago Avenue Douglasville, GA 30134

Phone: (678) 626-0158

Fax: (678) 626-0157

D. Maintenance Service Period: (Completion Schedule)

Upon receipt of Notice of Award, start work on a date agreed upon between the Contractor and the Project Manager (See Attachment "A"-

Section 4.01 for Commencement Dates). Review any required post award submittals. Start work no later than the agreed upon commencement date.

E. Measurement:

The area of Mowing Complete will be measured and accepted in

Centerline Miles.

F. Default/Non-Compliance/Liquidated Damage

I. When the Department determines that the Contractor has failed to perform required work to the terms of the Contract; the Contractor shall be deemed in Contract Non-Compliance and subject to Contract termination.

2. The Department has the authority to terminate the Contract when the Contractor is in Non-Compliance three (3) or more times during the term of the Contract.

3. All Non-Compliance of Contract may result in Liquated Damages against the Contractor and begin as described below, and continue daily until the task has been executed to the satisfaction of the Project

Manager.

4. The following are applicable liquidated damage(s):

Specification Non-Compliance Item Section Liquidated Damages

Failure to comply with personnel requirement per item 3.04

Sec. 3.04

$100.00 per item of non-compliance/per day

Failure to provide required Tractor Mowing/Trimming equipment

Sec. 4.03

$100.00 per item of non-

Failure to begin Mowing Cycle on approved, scheduled commencement date

Sec. 4.01

$500.00 per day

Failure to complete Mowing Cycle on intermediate and completion date

Sec. 4.01

$500.00 per day

Failure to comply with Miscellaneous Mowing Complete and Traffic Control Requirements

Sec. 4.04 Sec. 4.05

$500.00 per item of non-

Failure to comply and/or correct Quality Control deficiencies

Sec. 406

$500.00 per item of non-

5. The Department may suspend work if non-compliance occurs with items listed above, until actions are corrected.

6. Performance deficiencies will be reported to the Contractor, by facsimile, e mail, within seventy two (72) hours of Non-Compliance identification(s) and Liquated Damages occurred. A written copy of the facsimile will be mailed to the Contractor.

7. Reply to the Project Manager’s non-compliance email by email within 48 hours of receipt. Any Liquidated Damages assessed will be deducted from the Contractor's invoice for payment. The contractor must dispute any liquidated damages in writing within 48 hours of receipt of notification of assessment.

G. Payment:

1. After each cycle is complete, submit to the Project Manager a detailed invoice that reflects the locations and total Centerline Miles mowed. The submitted invoice must utilize milepost designations from point to point of all Centerline

Miles completed for the Project Manager’s verification.

2. On a monthly basis, submit to the Project Manager a detailed invoice that reflects the Centerline Miles of roadways that that have been mowed.

3. Payment will be made at the unit price per Centerline Mile and will be measured in accordance with Sec. 3.03.E of these Specifications. This payment shall be full compensation for furnishing all materials, labor, tools, equipment, traffic control, and incidentals necessary to satisfactorily complete the work described.

4. Payment shall be calculated by the Contractor and verified by Project

Manager according to the number of Centerline Miles mowed on a complete cycle basis.

5. Payment should be received approximately thirty (30) days after the invoice is received, reviewed, and approved by the Department.

6. In the event of a dispute, provide a detailed measurement of the area in question.

H. Insurance:

Submit original certificate of insurance in conformance with prescribed limits within ten (10) calendar days after contract award. Commence no work prior to Department acceptance of insurance coverage. Failure to retain insurance for the term of the contract may be grounds for termination.

I. Quantities:

It is understood that this is an Open Agency Contract: meaning, Douglas County

Department of Transportation is not required to purchase any maximum or minimum service as estimated or contemplated by the Notice of Award, Contract or attachments. Responsible Department representatives will make every effort by issuing Purchase Orders as releases referencing this contract in order to progress with work activities as scheduled within the contract.

3.04 PERSONNEL

A. Supervisor - Have a competent and experienced Supervisor/Foreman on duty at all times when work is being performed. The Supervisor/Foreman must speak English.

1. This Supervisor/Foreman shall be in a separate support vehicle such as a pickup or service truck, whose duties are strictly supervisory and is not a part of a Tractor Mowing or Trimming crew.

2. The Supervisor/Foreman shall have a functional cellular phone with messaging or call waiting capability, on his person during duty hours. The Supervisor/Foreman's response time to the Project

Manager shall be less than 30 minutes.

3. Use a different Supervisor/Foreman for each awarded mowing contract.

B. Crew - Provide staff and staffing levels able to perform the work in accordance with this Specification. The personnel staff will be under the sole responsibility of the Contractor.

1. Assure that all employees are qualified to safely operate mechanized

Tractor Mowing and Trimming equipment. Employees will be competent, experienced and skilled in all aspects of Tractor Mowing and /or Trimming work.

2. All personnel will have a valid U.S. driver's license.

3. The Crew shall be able to communicate with the

Supervisor/Foreman at all times while performing work.

C. Dress Code - The minimum dress code for personnel shall be a clean and complete outfit, including pants, shoes, shirt, safety vest and any other necessary safety gear required by local, state or federal regulations.

3.05 SUBMITTALS

Any work performed prior to receiving approved submittals shall be considered unauthorized and will result in non-payment for that work.

A. Work Schedule- Five (5) days prior to each mowing cycle:

1. Submit a plan of how the Mowing Cycle will be completed including number of Tractor Mowing and Trimming crews. Prior to beginning each Mowing Cycle the Project Manager must approve this plan.

Multiple mowing and trimming crews will be required.

2. Submit a list of active phone numbers including office phone, office fax, and cellular phone numbers.

a. Submit the Supervisor/Foreman's name and cellular phone number.

b. Supply a functional cellular phone for use by the Project

Manager for correspondence with the Contractor and/or the

Supervisor/Foreman during the term of this Contract.

B. Personnel- Submit a list of all employees who will be working during that

Cycle. No work will begin without this submittal.

1. Prior to beginning any work, submit the names of all new employees who are to work during a current Mowing Cycle. This includes subcontractor employees if a subcontractor is approved.

2. The Department has the right to exclude any person who engages in conduct that is nonprofessional. Replace any person, excluded by the

Department, in a prompt manner.

C. Equipment:

Submit a list of all equipment contemplated for use. This equipment shall be subject to inspection and acceptance, at any time, for mechanical worthiness and appropriateness for the work intended by the Project Manager. Department decisions relevant to mechanical worthiness shall be final.

3.06 SUBCONTRACTORS

A. The Department expects the awarded contractor to be fully able to complete the work as detailed in these specifications. The Department may consider the use of subcontractors to accomplish the work.

B. If the Department approved the use of a subcontractor, the General

Contractor will be held totally responsible for the actions, quality and timeliness of all work performed by the subcontractor.

C. All requests to hire a subcontractor, i f approved, must be approved in writing. A minimum of five (5) working days is needed to evaluate a request.

The written request from the contractor shall include the following:

1. A justification for the need to hire a subcontractor.

2. The name and address of the company proposed as a subcontractor.

3. The number of employees proposed.

4. The phone number of the subcontractor.

5. Proposed locations of work and revised work schedule.

4. MOWING REQUIREMENTS

4.01 MOWING CYCLES

A. A Notice to Proceed will be given 10 days prior to beginning work for each cycle of mowing. A completion date will be established with each Notice to

Proceed. There will be a minimum of three (6) mowing cycles on all Routes with an optional forth (4) Cycle.

B. Completion Dates:

Group 1 30 Days from NTP

Group 2 30 Days from NTP

Group 3 30 Days from NTP

Group 4 30 Days from NTP

Group 5 30 Days from NTP

Group 6 30 Days from NTP

C. Mowing Cycle Extensions: Adjustments may be made for delays caused by weather or other Natural Disasters such as floods, hurricanes or by decision of the Project Manager or his designee.

4.02 MOWING LIMITS FOR EACH CYCLE

All mowable areas within the right-of-way that are on a 3: 1 flatter slope using tractors with rotary or flail type mowers; and trimming in front of, behind, under and around roadside obstacles, landscaped areas, planted/established trees, and wildflowers plots and trimming on slopes flatter and/or steeper than 3:1. Perform trimming in a manner as to create a smooth transition back to where the Tractor Mowing was performed. Also, on slopes steeper than 3: 1 mow 5 feet behind the back of the ditch in a cut slope and 5 feet past the break point on a fill slope.

4.03 MOWING COMPLETE REQUIREMENTS

A. Tractor Mowing-Perform Tractor mowing within the Mowing Limits to mow vegetation on slopes no steeper that 3:1. This operation will not be allowed on slopes steeper that 3:1, or any other situations that may be a hazard to the operator or the traveling public, including areas that may be too wet or otherwise inaccessible.

1. Equip tractors with two flashing signal lights, two flags on both the tractor and mower, and an 18 inch slow moving emblem sign.

2. Acceptable guards are to be on all open portions of tractor Mowers and Trimming equipment to prevent objects from being thrown from under the mower while in operations.

3. Properly maintain mower blades, i.e., sharp and straight.

B. Trimming - Trim vegetation to a height of 2 inches within the Mowing Limits that are inaccessible by Tractor Mowing. This includes trimming in front of, behind, under or around, and beyond roadside obstacles, landscape beds, established/planted trees and wildflower areas to provide an attractive appearance. The Project Manager has the right to identify those areas where

Trimming shall be required. (See all Attachments F).

1. Mainline Slopes that are Greater that 3: 1 -Each mowing cycle, trim all vegetation to five feet inside the natural tree line. When a natural tree line does not exist trim all vegetation to the right of way.

2. Mainline (with slopes less than 3:1) - Trim vegetation to the natural tree line or to the right of way if no natural three line exists.

3. Landscape and wildflower plots- Trim vegetation around landscaped areas, established or planted trees, shrubs and wildflower plots without damaging plant materials. Trim vegetation under planted trees as required by the Project Manager.

4. Wet or inaccessible areas- If an area is too wet and/or otherwise inaccessible by tractor mowing equipment, trim vegetation using hand held string, blade type trimmer, small machine, and/or slope mowers.

5. Bridge structures- Trim vegetation located at, under, or near bridge structures including bridge end rolls and rip rap areas within the right-of-way.

a. If trees (greater than 3" caliper (dbh) diameter at breast height) exist between adjacent bridges, trim all vegetation under and around trees.

b. Trim vegetation on bridge ends and bridge end rolls at overpasses and underpasses to the right of way fence and/or natural tree line. If trees exist within 15 feet around/adjacent to the bridge, then trim vegetation under and around the trees, or as directed by the Project Manager. Continue trimming down or upslope to meet the tractor mowing limits as directed by the

Project Manager.

c. The limits of trimming extend to the fence line in cases where a fence is located on the top of a slope at a bridge underpass.

6. Vegetation Removal: Place trimmed vegetation in adjacent natural areas on the right of way within five (5) days of trimming. When no adjacent natural tree area exists, remove this vegetation from the right of way within five (5) days. Disposal shall be in accordance with applicable laws and regulations. Trimmed vegetation may be chipped and evenly distributed on non-mowable slopes on the right of way.

7. Multiple Trunk Trimming: In areas where trimming occurs, trim all stems of multiple trunk vegetation that is 3 inches in caliper (dbh) or less.

8. Planted and Established Ground cover: Consult with the Project

Manager prior to trimming a non-mowable slope that is covered with a planted or established ground cover such as Lespedeza, Weeping

Love Grass, or a native grass. If the Project Manager requires the groundcover to remain, trim all other vegetation in the groundcover.

4.04 MISCELLANEOUS MOWING COMPLETE REQUIREMENTS

A. Unless others directed in writing by the Project Manager, do not perform work in the following areas:

1. Construction project limits: In the event rehabilitation or improvement project is under construction or will be under construction where mowing is scheduled, that portion of the Mowing Cycle will be deleted at the direction of the Project Manager. The section(s) of roads deleted from the list may be added back to the list at the first available

Mowing Cycle following completion of said project.

2. Wildflower plots: Existing wildflower plots will be marked by the Project

Manager and are not to be mowed until directed to do so, but will be trimmed as instructed, by the Project Manager.

B. Perform all scheduled mowing operations during the hours of daylight. No work will be allowed on holidays or weekends in which a holiday falls on a

Monday or Friday.

C. Do not allow any debris to be thrown onto the road surface by the mowing equipment or by personnel.

D. Mowing equipment, while in operation, must be horizontal with the mowing surface. Tractor Mowers operating in a vertical position parallel to a traveled way is prohibited.

E. Equipment left on the right of way is the responsibility of the Contractor.

Do not park equipment on the right of way/County property more than 5 working days in the same location.

1. Park no equipment in the median.

2. Park equipment behind guardrail or in other protected areas where such areas exist. Otherwise, park equipment a minimum of 30 feet from the edge of pavement.

F. Suspend operations if weather conditions are such that mowing operations cannot be carried out in an effective manner. If such suspension occurs, notify the Project Manager immediately. Likewise, the Project Manager may order the suspension of mowing operations whenever, in their judgment, present weather conditions are such that mowing operations cannot be carried out in a safe and effective manner.

G. In the event that any damage to roadside obstacles occur during and is caused by the Tractor Mowing or Trimming operations, repair or replace the damaged item with a like item at the Contractor's expense. In the event that damage occurs during and is caused by the Tractor Mowing or Trimming operations and said damage has to be repaired or replaced utilizing

Department property or personnel, the cost of the repair or replacement shall be calculated and deducted from the Contractor's payment.

H. The removal of cut material, such as the baling of hay, is prohibited.

I. Herbicide use is strictly prohibited and may result in the termination of contract.

4.05 TRAFFIC CONTROL REQUIREMENTS

A. At a minimum, abide by the Manual of Uniform Traffic Control Devices

(MUTCD), current edition, for traffic control guidance.

B. Abide by the Mowing Work Zone Details (See Attachments “ D ” ), for continuous mowing operations.

1. Perform all Tractor Mowing as a continuous mowing operation as described in these Specifications and as shown on attached

"Continuous Mowing" details. Mow only in the direction of traffic.

2. Any signs used must be of rigid, one piece construction covered with suitable sheeting and legend (engineering grade). Roll-up type signs may be used if they meet MUTCD Standard.

3. Do not cross the median or other divided highways. Equip (1) support vehicles, such as pickups and service trucks with a minimum of one revolving or strobe light, with amber lens.

4. Use of a shadow vehicle to…