223064 Supplemental Letter 1.pdf

CITY OF SALEM

FINANCE DEPARTMENT

CONTRACTS & PROCUREMENT DIVISION

SUPPLEMENTAL INFORMATION LETTER #1

June 3, 2022

RFP NO. 223064

FOR: Parks and Right-of-Way Vegetation Management Program

CLOSING DATE: June 10, 2022, AT 4:00 PM (LOCAL TIME)

The following are Questions and Answers received on this RFP:

1. Q) The scope of work involves using chemicals. Is there a quantity of chemicals specified or do we just list the price per pound/ounce, etc?

A) No quantity is/was pre-determined so price per pound/ounce is sufficient. Note:

The City of Salem has an approved herbicide list that we will provide to successful proposer.

2. Q) For the disposal, is there a quantity of disposal per day or do we just list the price per yard?

A) Per yard or ton is fine.

3. Q) Is there a projected equipment list that can be provided?

A) There is not. Successful proposer shall provide all equipment typical to perform the work outlined in this RFP.

4. Section 2: Scope of work indicates, properties owned and managed by the City, which include but are not limited to; Right-of-Ways; all neighborhood, community, large urban and special interest parks; Professional buildings; Natural Areas and Undeveloped Parks

Properties.

Q) Can we get a list of these locations?

A) Yes.

Q) Sizes?

A) The City can provide maps that you can then estimate from. We do not have the

SF/acreage of all right-of-way areas.

Q) Are they in good shape?

A) This is subjective, but I would say no.

Q) Bad shape?

Q) Do they need lots of clean up?

Q) Can you quantify the properties and their state on a scale of 1-10?

A) This is irrelevant based on the intent of the RFP.

Q) Do we know what type of Mowing needs to be done?

A) Finish mowing.

Q) Is it a rough mow?

A) No.

Q) Flail mower mow?

Q) Clean mow?

Q) Combination of all?

Q) Acres/SF of each type of mowing?

A) Irrelevant –include cost per hour for mowing in your proposal.

Q) Planting area size Acre/SF is also important because it tells us how much product to anticipate needing for chemicals, fertilizers, pre-emergent, etc.

A) Provide cost per oz/gallon/lb, etc.

5. Sweeping.

Q) What is being requested we are sweeping? Removal of illegal dumps?

Q) How often?

A) NA.

Q) How large?

Q) Drug paraphernalia?

Q) Human waste or pet waste?

A) No human waste, pet waste on occasion.

Q) Homelessness people?

Q) Shopping carts?

6. Q) Plant replacement. Do we need to factor in a budget for plant replacement or is there a separate budget that plant replacement (plant material) costs will come from?

A) The City will be responsible for plant replacement.

7. Q) Indicates that all organic waste will be disposed of by the contractor. QUESTION:

Is mulching of the grass allowed? (Fairly standard for public work) Contractor may request assistance from the City for hauling “large” quantities of debris. QUESTION: Can you quantify “large”?

A) More than 2 yards.

8. Q) Indicates that access to the city data sets will be provided. Can this be provided prior to the bid due date?

A) This is referring to records that will be inputted after the contract, for tracking purposes should you need them. In this context, the “data set” is something that does not exist yet, and therefore cannot be shared prior to closing date.

9. Q) 2.4 Safety indicates that we need to make inspections of any potential hazards at said 6 Park/Median/Right-of-Way areas. QUESTION: Can we have a list of these areas so we can make inspections as requested?

A) Yes. See attached.

10. 2.6 (B) says contractor will get a copy of the City’s IPM plan after award of the RFP.

Q) Can a copy be provided before the bid date?

A) No, the plan is still being updated.

Q) RFP states reports are to be turned in on an APP. There is a cost of a variety of different plans associated with the APP. QUESTION: Please advise type of APP you expect contractor to use or expected “costs” for the contractor.

A) Collector App. – it can be downloaded for free. The only cost would be for the device that their staff would use, i.e. smartphone/tablet, etc. I attached screenshots of the app so they can get an idea for what it entails. See attached screenshots.

11. Q) 2.8 Weed Control K Lists places that we are not allowed to use herbicides. It indicates a site map identifying these areas will be provided. QUESTION: Can this be provided prior to bid date?

12. Q) 2.9 Tree shrub and groundcover maintenance (E) indicates mulching could be needed. QUESTION: Is there a separate budget if mulch is needed? Do we need to try to estimate a quantity of mulch in our bid number?

A) No, the City will provide the mulch.

13. Q) Normally clients have a list of tasks and requirements that they would like us to cover. Such as, mow all locations weekly or bi weekly (growing season) and perhaps only weekly or as needed in non-growing season. Broadleaf spray 4 x a year. Weed weekly or bi weekly. Pre emergent annually and as required. Fertilize non turf plants 1 x per year. Prune shrubs/groundcover 4 x a year etc. QUESTION: I see that the City is going to be assigning us task as you desire, which is fine, but we need to know how to estimate products/supplies that will be needed and estimate dump fees. QUESTION: Can we provided a dollar amount for the product and bill according to usage? (Labor will be included in our bid.)

A) Yes. Provide a typical list of products/supplies and cost per unit in their bid? Dump fees can be by the yard or ton, whichever is typical

14. Irrigation is not discussed except for “irrigation repairs made by contractor damage”.

Q) Does the City see the contractor performing irrigation turn on/off?

Q) Irrigation monitoring and adjusting?

Q) Does the City want the contractor to take care of backflow testing?

15. Q) Are there any Swales that the City is requesting that the contractor maintain?

A) No, Storm Water quality facilities are not maintained be parks.

Shawna Self, CPPB

Purchasing Manager cc: File

Map we see when Records are submitted.

All City Right-of- Ways Map.

MEDIANS & RIGHT-OF-WAY LANDSCAPES

PRIORITY MAINTENANCE LISTING

Right-of-Way Areas:

• Front Street SE/Front Street NE- Commercial Street SE to Union Street NE, (North and South

Bound) East and West Sides of the Road, Medians, Planter Islands and “Y” intersections

• Commercial Street NE- Union Street NE through OR-99E-BR N (Salem Highway) to

Commercial Street NE to “Y” intersection with Liberty Street NE, (North and South Bound)

East and West sides of Road, Medians and Planter Islands

• Commercial Street NE- Riviera Drive NE to Commercial and Liberty “Y” merging Intersection, (South Bound (One way)) East and West sides of the Road, Medians, Planter Islands and “Y” intersections

• Liberty Street NE- North Bound from Commercial Street NE “Y’ Intersection to Front Street

NE “Y” -Intersection before River Road Park (North Bound (One way)) East and West Sides of the Road, Medians and Planter Islands and “Y” intersections

• Mission Street SE- 25th Street SE to 12th Street SE, (East and West Bound) North and South

Sides of the Road, Medians, Planter Islands and “Y” intersections

• 13th Street SE- Under Mission Street SE Bridge, and Oak Street SE “Y” to 12th Street (North

Bound (one way))- East and West Sides of the Road, Medians, Planter Islands and “Y” intersections

• Mission Street SE- 12th Street to High Street- East and West Sides of the Road, Medians, Planter Islands and “Y” intersections

• 12th Street SE- 12th Street NE & 12th Street Prominade- Bellevue SE to Summer Street NE, (North and South Bound) East and West Sides of the Road, Medians, Planter Islands

• Bellevue Street SE and Pringle Parkway SE- 12th Street SE to Church Street SE, (East and

West Bound) North and South Sides of the Road, Medians, Planter Islands and “Y” intersections

• Kuebler Boulevard- Skyline Road to Turner Road; South Side, East Bound and Turner Road to -Croisan Creek Road; North side, West Bound

• Joseph Street South- Skyline Road to Talisman Ave/Court; (West and East Bound) North and East Sides of the Road, Both Sides of Road and Median, Planter Islands

• Skyline Road S to Talisman Ave/Court; (West and East Bound) North and East Sides of the

Road, Both Sides of Road and Median, Planter Islands

• Skyline Road S- Joseph Street to Skyline Village Apartments Driveway; (North and South

Bound) Median, Planter Island

• State Street- 25th Street to Hawthorne Ave SE; (East and West Bond) Medians and Planter

Islands

• Croisan Scenic Way S (Upper)- Kuebler Road to Dead End; Both sides of Road and Median, (North and South Bound, East and West Sides of the Road) Medians and Planter Islands

• Croisan Scenic Way S (Lower)- Madrona Avenue to Balm Street S/New Development, (North and South Bound), Medians and Planter Islands

• Wallace Road NW- Wallace Road NW, Musgrave Lane NW and Edgewater Street NW

(Triangle Median Island), and Orchard Heights Road NW to Michigan City Avenue NW, (North and South Bound) East and West Sides of the Road, Medians, Planter Islands and “Y” intersections

• Edgewater Street NW- Wallace Road NW to Rosemont Avenue NW, (East and West Bound)

Southeast Side of the Road, Edgewater Parkway

• Edgewater Street NW- Eola Drive NW to Manorview Circle NW, (East and West Bound)

North Side of the Road

• Kingwood Drive NW- Montrose Avenue NW and Crescent Drive NW intersection, tri-angle

Planter Island

• Liberty Road- Kashmir Drive South to Browning Avenue Southeast and Commercial/ Liberty

Split South (South bound ‘Y” intersection) ;(North and South Bound) East and West Sides of

Road, Medians and Planter Islands and “Y” Intersections

• Commercial Street SE- Commercial and Sunnyside, (South Bound), West side, South Bound

“Y” intersection

• Commercial Street SE- Commercial Street turns into Liberty Street, North Bound; Between

Oxford street and Superior Street, (North Bound (One Way)), West side of the road, “Y” intersection and “S” curve

• Portland Road NE and Hyacinth Street NE- Northwest corner of intersection, (South and

West Bound) Welcome to Salem sign, Planter Islands and “Y” intersections

• River Road N and Broadway Street NE- Stark Street N to Shangri-La Street NE (North and

South Bound) Welcome to Salem Island, Planter Islands and “Y” intersections

• 12th Street cut-off SE- Oakhill Avenue SE to Commercial Street SE, (North and South Bound)

East and West Sides of the Road, Medians, Planter Islands and “Y” intersections

• 12th Street SE- Oakhill Avenue SE to McGilchrist Street SE, (North and South Bound), East and West Sides of the Road, Medians, Planter Islands

• Liberty Road- Kashmir Drive South to Browning Avenue Southeast and Commercial/ Liberty

Split South (South bound ‘Y” intersection) ;(North and South Bound) East and West Sides of

Road, Medians and Planter Islands and “Y” Intersections

• Fairgrounds Road NE- Church Street NE to Silverton Rd NE, (North and South Bound) East and West Sides of the Road, Medians, Planter Islands and “Y” intersections

• Cherry Avenue NE- Cherry Avenue and Pine Street; (North and South Bound) Cherry dead ends at -Pine Street, on the South side of Pine

• Portland Road NE- Silverton Road NE- Hyacinth Street NE, (North and South Bound) East and West Sides of the Road, Medians, Planter Islands

• Salem Parkway NE- Liberty Street NE to Cherry Avenue NE, (North and South Bound) East and West Sides of the Road, Planter Islands

• Hulsey Avenue SE- Dead-end Hulsey Avenue SE to Madrona Avenue SE (South and North

Bound Dead- ends), Stairway and walking path

• Madrona Avenue SE- Madrona Court SE to Railroad Tracks, (East and West Bound), South

Side of the Road

• Ohmart Avenue SE- Ohmart Avenue SE, (East and West Bound) Island forces street to turn on opposite ends of the Island, Top side of McKinley School, Street on Both Sides of Island, (Middle of Ohmart Avenue)

• Fawk Avenue SE- Nob Hill Street SE to Dead End (East and West Bound) Dead End of Fawk

Avenue SE

• Jerris Avenue SE- Nob Hill Street SE to Dead End (East and West Bound) Dead End of Jerris

Avenue SE

• Blunt Avenue SE- Vista Avenue SE to Fairview Avenue SE (North and South Bound) East and

West Sides of the Road, Medians, Planter Islands and “Y” intersections

• Barberry Street NW- Eola Drive NW, Turnage Street NW, (Dead end of Barberry Street NW), Triangle section between Turnage Street NW and Eola Drive NW

• Mule Deer Street NW- Vacant lot (spray)

• Kingwood Drive NW- Montrose Avenue NW and Crescent Drive NW intersection, tri-angle

Planter Island

• Hyacinth Street SE- Portland Road NE to Salem Parkway NE (North and South Bound) East and West Sides of the Roads, Medians, Planter Islands and “Y” intersections

• Mission Street SE- 25th Street SE to Turner Road SE, (East and West Bound) South side of the Road