25_23 ITB Landscape _ Grounds Maintenance for.pdf

ITB No. 25-23

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ROCKDALE COUNTY FINANCE DEPARTMENT

PROCUREMENT DIVISION

958 MILSTEAD AVENUE

CONYERS, GA 30012

770-278-7552

INTRODUCTION:

This is an Invitation to Bid (ITB) for Landscape and Grounds Maintenance for Parks & Recreation in Rockdale County. Instructions for preparation and submission of a bid are contained in this packet. Bids must be typed or printed in ink.

The Contractor will furnish all products, tools, construction equipment, skill, and labor of every description necessary to carry out and to complete in a good, firm, substantial workmanlike manner for Landscape and Grounds Maintenance for Parks & Recreation in accordance with the County’s Request for Proposal No. 25-23, incorporated herein by reference, (hereinafter called “Work”), and Contractor’s proposal dated (input date), attached hereto and made a part hereof, (hereinafter called “Proposal”). Contractor shall provide, at their expense, all vehicles and equipment necessary to provide this work.

Rockdale County provides equal opportunity for all businesses and does not discriminate against any person or business because of race, color, religion, sex, national origin, and handicap, or veterans’ status. This policy ensures all segments of the business community have access to supplying the goods and services needed by Rockdale County.

PURCHASING CONTACT FOR THIS REQUEST:

All questions concerning this ITB and all questions arising subsequent to award are to be addressed to the Purchasing Division via email to Adrienne Brown, at Adrienne.m.brown@rockdalecountyga.gov.

Rockdale County Finance Department Purchasing Division

Attn: Adrienne Brown 958 Milstead Avenue Conyers, GA 30012

Phone: (770) 278-7557 E-mail: Adrienne.m.brown@rockdalecountyga.gov

To maintain a “level playing field”, and to assure that all bidders receive the same information, bidders are requested NOT to contact anyone other than the contact above until after the award of the contract. Doing so could result in disqualification of the bidder.

BID COPIES FOR EVALUATION:

One (1) USB Flash Drive in Adobe PDF format will be required for review purposes. Flash Drives that are blank or have incorrect information on them will not be acceptable and may be justification for disqualification. Check your Flash Drive(s) to ensure that they have the appropriate material on it before submitting.

The ITB number must be clearly written on the outside of the envelope. Incomplete, incorrect, unsealed, unmarked, or improperly submitted bids may be rejected.

CONTRACT TERM:

The Contract Term will be (1) year and will auto renew (3) additional one-year terms, unless cancelled in writing 30 days before the end of current term.

Because this contract contains three (3) renewal periods and the price of materials is subject to change from year to year, it is appropriate to allow the Contractor to offer price increases prior to the renewal of the contract for the following year. Therefore, 90 days prior to the end of the contract, the Contractor will advise the County in writing of their desire to renew the contract and will provide the County with an updated price list (this should be the same price list from the original bid with any necessary additions that became evident during the previous year's operations). The County will review the price increases and if necessary, negotiate with the Contractor to finalize pricing. Once both parties have agreed to the contract extension pricing, the County will prepare an Amendment to the original contract outlining the extension period, the new pricing that has been approved by both parties, and any other changes to the contract that become necessary to improve the operational effectiveness of the Agreement.

mailto:Adrienne.m.brown@rockdalecountyga.gov

DUE DATE:

Sealed bids will be received at the Rockdale County Finance Department, Procurement Division, 958 Milstead Avenue, Conyers, GA 30012 no later than 2:00 P.M., local time, Thursday, September 18, 2025. Bids received after this time will not be accepted. Bidders are not required to attend bid opening.

PRE-BID CONFERENCE AND SITE VISITS:

There will be a MANDATORY Pre-Bid Conference held at Rockdale County JP Carr Gym, 1090 Hardin St., SW, Conyers, GA 30012, at 9:00 A.M., local time, Thursday, August 28, 2025. Site Visits to each location listed on Scope of Work will follow Pre-Bid Conference. Prime bidders who arrive more than 5 minutes after the start of the meeting (as stated in the solicitation and by the Procurement representative’s watch) or after the discussion portion of the meeting (whichever comes first) may not be permitted to submit a bid on the project. Any questions and/or misunderstandings that may arise from this ITB may be asked and answered at the pre-bid conference; however, oral responses are not authoritative. Bidders are encouraged to review the ITB before attending the pre-bid conference. Questions received after the pre-bid conference must be submitted in writing to Adrienne.m.brown@rockdalecountyga.gov. Any contractor who intends to submit a Bid is required to attend this meeting.

QUESTIONS AND CLARIFICATIONS:

All questions and/or requests for clarifications concerning this ITB must be submitted to the Purchasing Division via email to adrienne.m.brown@rockdalecountyga.gov or at the above address no later than 2:00 p.m., local time, on Thursday, September 11, 2025. It shall be the Bidders responsibility to seek clarification as early as possible prior to the due date and time. Written responses from the County to the questions it receives will be in an addendum and posted to the County’s website at www.rockdalecountyga.gov, under Bid Opportunities. Questions or requests for clarifications received after this deadline will not receive a response.

ADDENDA:

Answers to questions submitted that materially change the conditions and specifications of this ITB will be issued in an addendum and posted to the County’s website at www.rockdalecountyga.gov under Bid Opportunities. Any discussions or documents will be considered non-binding unless incorporated and issued in an addendum.

It is the bidder’s responsibility to check the Rockdale County website at www.rockdalecountyga.gov, under Bid Opportunities for any addenda that may be issued, prior to submitting a bid for this ITB.

QUALIFICATIONS OF OFFERORS:

Bidders must have a current business license from their home office jurisdiction and provide a copy of that license with the submittal of their bid response. Rockdale County vendors doing business in Rockdale County must have a current Rockdale County Business License.

Bids from any offeror that is in default on the payment of any taxes, license fees, or other monies due to Rockdale County will not be accepted.

Bidders are to submit at least three (3) references from projects with similar experience using the materials and process in this Invitation to Bid.

mailto:adrienne.m.brown@rockdalecountyga.gov http://www.rockdalecountyga.gov/ http://www.rockdalecountyga.gov/

DEBRIEFINGS:

In lieu of Post-Award debriefings, Rockdale County will provide the final evaluation Score Sheet. The Score Sheet will include the scores for all firms who responded and will typically be provided with a PDF file and e-mailed.

SILIENCE OF SPECIFICATIONS

The apparent silence of these specifications and any supplemental specifications as to any details, or the omission from it of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practices are to prevail and that only materials of first quality and correct type, size and design are to be used. All workmanship is to be first quality. All interpretations of this specification shall be made upon the basis of this statement, with County interpretation to prevail.

OPTION TO AUDIT

Successful bidder will be required to maintain complete records during the life of the contract and for a period of one year after completion of the contract. Such records are to be made available to the County if officially requested, to be audited by a designated County auditing staff. In such audits reveal overcharges and/or undercharges, such will be adjusted, and compensation made by either party to correct charges.

TORT IMMUNITY:

No officer, employee, or agent of the County acting within the scope of his/her employment or function shall be held personally liable in tort or named as a defendant in any action for injury or damage suffered because of any act, event, or failure to act.

SUBMITTAL COST AND CONFIDENTIALITY

Careful consideration should be given before submitting confidential information to Rockdale County. The Georgia Open Records Act permits public scrutiny of most materials collected as part of this process. Please clearly mark any information that is considered a trade secret, as defined by the Georgia Trade Secrets Act of 1990, O.C.G.A. §10-1-760 et seq., as trade secrets are exempt from disclosure under the Open Records Act.

Rockdale County does not guarantee the confidentiality of any information not clearly marked as a trade secret.

OPEN RECORDS

The contents of the bids will not be made public until after an award and contract has been executed.

AWARD OF CONTRACT:

The Rockdale County Procurement Office and/or Evaluation Committee make a recommendation for award.

The Board of Commissioners will make the actual award of the contract and has the authority to award the contract to a company different than the company recommended by the Procurement Office and/or Evaluation Committee. Rockdale County reserves the right to make no awards, multiple awards, one award for all items; or whatever the County deems to be in its best interest.

SELECTION PROCESS:

The Rockdale County Procurement Office and/or Evaluation Committee make a recommendation for award. The Board of Commissioners will make the actual award of the contract and has the authority to award the contract to a company different than the company recommended by the Purchasing Department and/or Evaluation Committee.

This is a past performance/quality/price trade-off source selection in which competing offeror’s past and present performance history and product quality will be evaluated on a basis approximately equal to price. Award will be made to the responsible offeror whose bid represents the best value after evaluation in accordance with the factors listed below. Rockdale County Board of Commissioners may reject any or all bids if such action is in the county’s interest.

Rockdale County may evaluate bids and award a contract without discussions with offerors. Therefore, the offeror’s initial bid should contain the offeror’s best terms from a price and technical standpoint. The County reserves the right to conduct discussions if the County later determines them to be necessary.

INSURANCE:

Before starting any work, the successful contractor must furnish to Rockdale County certificate(s) of insurance from companies doing business in Georgia. The Company shall maintain in full force and effect the following insurance during the term of the Agreement:

Coverages: Limits of Liability:

Workers’ Compensation Statutory Employers’ Liability $1,000,000.00 Bodily Injury Liability $1,000,000.00 each occurrence except Automobile $1,000,000.00 aggregate Property Damage Liability $1,000,000.00 each occurrence except Automobile $1,000,000.00 aggregate Personal & Advertising Injury Limit $1,000,000.00 Products / Completed Ops. $2,000,000.00 aggregate Automobile Bodily Injury $1,000,000.00 each person Liability $1,000,000.00 each occurrence Automobile Property Damage $1,000,000.00 each occurrence Liability General Liability $1,000,000.00

All insurance shall be provided by an insurer(s) acceptable to the County and shall provide for thirty (30) days prior notice of cancellation to the County. Upon contract award, Contractor shall deliver to the County a certificate or policy of insurance evidencing Contractor’s compliance with this paragraph. Contractor shall abide by all terms and conditions of the insurance and shall do nothing to impair or invalidate the coverage.

Rockdale, GA shall be named as Additional Insured under any General Liability, Business Auto and Umbrella Policies using ISO Additional Insured Endorsement forms CG 2010 or its equivalent. Coverage shall apply as Primary and non-contributory with Waiver of Subrogation in favor of Rockdale County, Georgia.

The insurance carrier must have a minimum rating of A or higher as determined by the rating firm A.M. Best.

Certificates must contain policy number, policy limits, and policy expiration date of all policies. The Invitation to Bid (ITB) number and project name must be inserted in the Description of Operations section of the certificate.

Certificates are to be issued to:

Rockdale County, Georgia 958 Milstead Avenue Conyers, GA 30012

BONDS:

Bonds are not required for this ITB

PERMITS:

The awarded contractor will be responsible for acquiring any permits that are required for this project/purchase.

Rockdale County will waive fees on all permits issued by Rockdale County.

ILLEGAL IMMIGRATION REFORM AND ENFORCEMENT ACT OF 2011

Vendors submitting a Qualification package in response to this ITB must complete the Contractor Affidavit under O.C.G.A. §13-10-91(b)(1) which is provided with the ITB package to verify compliance with the Illegal Immigration Reform and Enforcement Act of 2011.

A. The form must be signed by an authorized officer of the contractor or their authorized agent.

B. The form must be notarized.

C. The contractor will be required to have all subcontractors and sub-subcontractors who are engaged to complete physical performance of services under the final contract executed between the County and the contractor complete the appropriate subcontractor and sub-subcontractor affidavits and return them to the County a minimum of five (5) days prior to any work being accomplished by said subcontractor or sub-subcontractor. Format for this affidavit can be provided to the contractor if necessary.

LOCAL VENDOR PREFERENCE POLICY

The Rockdale County Board of Commissioners adopted a Local Vendor Preference Policy on March 26, 2013.

The policy will apply to all qualified Invitations to Bid and Request for Proposals after May 1, 2013. The Local Vendor Preference Policy allows Rockdale County vendors to get an extra 5 points on the evaluation criteria scoring for Request for Proposal. The Policy will give the local bidder the opportunity to match the price of a non-local vendor’s bid price if they are low and within 5% of the low bidder’s price on Invitations to Bid. A copy of the Policy may be downloaded from the County website at www.rockdalecountyga.gov, Bid Opportunities.

Local vendors interested in being considered for the Local Vendor Preference must submit an Affidavit of Eligibility with their bid response. The form is attached to these bid documents.

The Local Vendor Preference Policy will apply to this ITB.

PIGGYBACKING

Rockdale County encourages and agrees to the successful bidder extending the pricing, terms and conditions of this solicitation or resultant contract to other governmental entities at the discretion of the successful bidder.

GENERAL INFORMATION:

RECEIPT OF BID:

No bids received after said time or at any place other than the time and place as stated in the notice shall be considered. No responsibility shall attach to Rockdale County for the premature opening of a bid not properly addressed and identified.

WITHDRAWAL OF BID:

A bidder may withdraw his bid before the bid due date, without prejudice to the bidder, by submitting a written request of withdrawal to the Rockdale County Procurement Office.

REJECTION OF BID:

Rockdale County may reject any and all bids and must reject a bid of any party who has been delinquent or unfaithful in any formal contract with Rockdale County. Also, the right is reserved to waive any irregularities or informalities in any bid in the proposing procedure. Rockdale County shall be the sole judge as to which bid is best, and in ascertaining this, will take into consideration the business integrity, financial resources, facilities for performing the work, and experience in similar operations of the various bidders.

STATEMENT OF EXPERIENCE AND QUALIFICATIONS:

The bidder may be required, upon request, to prove to the satisfaction of Rockdale County that he/she has the skill, experience, necessary facilities, and ample financial resources to perform the contract(s) in a satisfactory manner and within the required time. If the available evidence of competency of any bidder is not satisfactory, the bid of such bidder may be rejected. The successful bidder is required to comply with and abide by all applicable federal and state laws in effect at the time the contract is awarded.

NON-COLLUSION AFFIDAVIT:

By submitting a bid, the bidder represents and warrants that such bid is genuine and not sham or collusive or made in the interest or in behalf of any person not therein named, that the bidder has not directly or indirectly induced or solicited any other bidder to put in a sham bid, or any other person, firm or corporation to refrain from proposing and that the bidder has not in any manner sought by collusion to secure to that bidder any advantage over any other bidder.

INTEREST OF:

By submitting a bid, the bidder represents and warrants that a Commissioner, Administrator, employee, nor any other person employed by Rockdale County has, in any manner, an interest, directly or indirectly, in the bid or in the contract which may be made under it, or in any expected profits to arise therefrom.

DOCUMENTS DEEMED PART OF THE CONTRACT:

The notice, invitation to bidders, general conditions, and instructions for bidders, special conditions, specifications, bid, and addenda, if any, will be deemed part of the contract.

GOVERNING LAWS:

This contract is made under and shall be governed and construed in accordance with the laws of the State of Georgia.

ERRORS AND OMISSIONS:

The vendor shall not take advantage of any errors or omissions in this Bid Request and shall promptly notify Rockdale County of any omissions or errors found in this document.

STANDARD INSTRUCTIONS:

1. The instructions contained herein shall be construed as a part of any bid invitation and/or specifications issued by Rockdale County and must be followed by each bidder.

2. The written specifications contained in this bid shall not be changed or superseded except by written addendum from

Rockdale County. Failure to comply with the written specifications for this bid may result in disqualification by Rockdale County.

3. All goods and materials shall be F.O.B. Destination Conyers, Georgia and no freight or postage charges will be paid by Rockdale County unless such charges are included in the bid price.

4. The following number, RFP No. 25-23, must be written clearly on the outside of USB Flash Drive proposal envelope in order to avoid prior opening in error.

5. All USB Flash Drive proposals must be received and in-hand at proposal due date and time. Each proposer assumes the responsibility for having his/her proposal received at the designated time and place of proposal due date. USB Flash Drive Proposals received after the stated time and date may be subject to rejection without consideration, regardless of postmark. Rockdale County accepts no responsibility for mail delivery.

6. Unless otherwise stated, all bids submitted shall be valid and may not be withdrawn for a period of 120 days from the due date.

7. The Proposal Form submitted on the USB Flash Drive must be the first page and include the name of the business, mailing address, the name, title and signature of the person submitting the proposal.

8. Rockdale County reserves the right to accept a bid that is not the lowest price if, in the County's judgment, such bid is in the best interest of the County and the public. The County reserves the right to reject any and all bids.

9. Telephone, Emailed or Facsimile bids will not be accepted.

10. No sales tax will be charged on any orders except for contracts that include construction materials being purchased through a third party.

Federal I.D. #58-6000882 Sales Tax Exempt #308750008

11. If applicable, completed questionnaires must be signed manually. Rockdale County reserves the right to accept or reject any bid on the basis of incomplete or inaccurate answers to the questionnaire.

12. If applicable, warranty information shall be provided.

13. Bidders shall state delivery time after receiving order.

14. Bidders shall identify any subcontractors and include an explanation of the service or product that they may provide.

Landscape and Grounds Maintenance at JP Carr Complex, Courthouse and Municipal Buildings, Portman Drive, Emergency Management Agency (EMA), MILSTEAD PARK (up to pavilion & old water tower), Water Resources Customer Service Building, Tax Commissioner Office, Judicial Complex, and West Avenue Parking Lot, and

Restorative Complex 2800 Hwy 138

Rockdale County is seeking qualified bidders to provide year-round landscape and grounds maintenance services for the JP Carr Complex, Courthouse and Municipal Buildings, Portman Drive, Emergency Management Agency (EMA), MILSTEAD PARK (up to pavilion & old water tower), Water Resources Customer Service Building, Tax Commissioner Office, Judicial Complex, and West Avenue Parking Lot, and Restorative Complex 2800 Hwy 138

All general maintenance must be done on Saturdays or before/after office working hours as not to interfere with the daily operations of these facilities.

JP Carr Complex

Properties to be maintained (the entire JP Carr Complex consists of the addresses below):

JP Carr Gym – 1090 Hardin Street Olivia Haydel Senior Services Building – 1240 Dogwood Drive JP Carr Community Center – 981,983,985, 987 Taylor Street (One Building) Family & Children’s Services – 975 Taylor Street Mental Health 977 Taylor Street

General Maintenance

April through the end of November

Weekly grounds and landscape maintenance as follows:

Mow all turf areas at a cutting height of 3” *Any grass clippings or leaves must be mulched up or hauled away.

Edge all curbs, walkways, and turf / bed-lines Weed-eat around structures and obstacles as needed Keep all parking lots and curbs clean of litter and debris Keep drains in parking lots clean of litter and debris Trim all shrubbery as needed to maintain shape and neat appearance Trim all ivy and other groundcovers to keep neat and out of walkways Prune any low hanging limbs to keep neat and safe Keep all landscape and flower beds neat and weed free

December through the end of March

Bi-Weekly Grounds and Landscape Maintenance as follows:

Mow all turf areas at a cutting height of 3” as needed *Any grass clippings or leaves must be mulched up or hauled away.

Clean up and remove leaves from turf, landscape, and hard surface areas such as parking lots, walkways, and steps

Maintain edge on all curbs, walkways, and turf / bed lines as needed Weed-eat around structures and obstacles as needed

Keep all parking lots and curbs clean of litter and debris Keep drains in parking lots clean of litter and debris Trim all shrubbery as needed to maintain shape and neat appearance Trim all ivy and other groundcovers to keep neat and out of walkways Prune any low hanging limbs to keep neat and safe Keep all landscape and flower beds neat and weed free

Seasonal Enhancements

Put fresh pine straw in landscape areas and around tree rings once per year.

Plant seasonal flowers in one location twice per year:

Around the JP Carr Services Center Sign on Taylor Street

Prune back all knock out roses once per year.

Heavy storm “tree damage” will be handled by Rockdale County Park Maintenance.

Any irrigation system repairs will be handled by Rockdale County Park Maintenance.

The JP Carr Complex grounds are outlined on the attached map.

Courthouse and Municipal Buildings

The service requested is for the grounds and landscape maintenance of the properties listed below. All general maintenance must be done on Saturdays or after courthouse and BOC working hours.

Properties to be maintained (the Rockdale County Courthouse and Municipal Buildings consist of the addresses below:

Rockdale County Courthouse – 922 Court Street Rockdale County BOC – 962 Milstead Avenue Rockdale County Auditorium / Meeting Hall / Admin. Bldg. – 901 Main St.

and 958 Milstead Avenue (Back Entrance) Rockdale County Judicial Complex – 981 Milstead Avenue Rockdale County Water Resources – 958 Milstead Avenue Rockdale County Tag Office – 969 Pine Street Rockdale County Magistrate Court – 945 Court Street (948 Bank St. – back side) Rockdale County DUI and Accountability Court – 943 Court Street *Shared Church Parking Lot (Across from Tax Assessors Building)

General Maintenance

April though the end of November

Weekly Grounds and Landscape Maintenance as follows:

Mow all turf areas at a cutting height of 3” *Any grass clippings or leaves must be mulched up or hauled away.

Edge all curbs, walkways, and turf / bed lines Weed-eat around structures and obstacles as needed Keep all parking lots and curbs clean of litter and debris Keep drains in parking lots clean of litter and debris Trim all shrubbery as needed to maintain shape and neat appearance Trim all ivy and other groundcovers to keep neat and out of walkways

Prune any low hanging limbs to keep neat and safe Keep all landscape and flower beds neat and weed free

December through the end of March

Bi-Weekly Grounds and Landscape Maintenance as follows:

Mow all turf areas at a cutting height of 3” as needed *Any grass clippings or leaves must be mulched up or hauled away.

Clean up and remove leaves from turf, landscape, and hard surface areas such as parking lots, walkways, and steps

Maintain edge on all curbs, walkways, and turf / bed lines as needed Weed-eat around structures and obstacles as needed Keep all parking lots and curbs clean of litter and debris Keep drains in parking lots clean of litter and debris Trim all shrubbery as needed to maintain shape and neat appearance Trim all ivy and other groundcovers to keep neat and out of walkways Prune any low hanging limbs to keep neat and safe Keep all landscape and flower beds neat and weed free

*The tasks to be completed at the shared church parking lot are:

Picking up trash, removing limbs, blowing leaves

Seasonal Enhancements

Put fresh pine straw in landscape areas and around tree rings twice per year.

Plant seasonal flowers in three locations twice per year:

1.Main St. Courthouse Entrance

2. In front of the BOC Meeting Hall

3. In front of the BOC Offices

Prune back all knock out roses once per year.

Heavy storm “tree damage” will be handled by Rockdale County Park Maintenance.

Any irrigation system repairs will be handled by Rockdale County Park Maintenance.

The courthouse and municipal grounds are outlined on the attached map. The shared church parking lot is outlined by itself.

Tax Commissioner

Properties to be maintained (the Rockdale County Tax Commissioner offices consist of the addresses below:

Rockdale County Tax Commissioner Office – 1088/1096 West Avenue Conyers, GA 30094

General Maintenance

April though the end of November

Weekly Grounds and Landscape Maintenance as follows:

Mow all turf areas at a cutting height of 3” *Any grass clippings or leaves must be mulched up or hauled away.

Edge all curbs, walkways, and turf / bed lines Weed-eat around structures and obstacles as needed Keep all parking lots and curbs clean of litter and debris Keep drains in parking lots clean of litter and debris Trim all shrubbery as needed to maintain shape and neat appearance Trim all ivy and other groundcovers to keep neat and out of walkways Prune any low hanging limbs to keep neat and safe Keep all landscape and flower beds neat and weed free

December through the end of March

Bi-Weekly Grounds and Landscape Maintenance as follows:

Mow all turf areas at a cutting height of 3” as needed *Any grass clippings or leaves must be mulched up or hauled away.

Clean up and remove leaves from turf, landscape, and hard surface areas such as parking lots, walkways, and steps

Maintain edge on all curbs, walkways, and turf / bed lines as needed Weed-eat around structures and obstacles as needed Keep all parking lots and curbs clean of litter and debris Keep drains in parking lots clean of litter and debris Trim all shrubbery as needed to maintain shape and neat appearance Trim all ivy and other groundcovers to keep neat and out of walkways Prune any low hanging limbs to keep neat and safe Keep all landscape and flower beds neat and weed free

*The tasks to be completed at the shared church parking lot are:

Picking up trash, removing limbs, blowing leaves

Seasonal Enhancements

Put fresh pine straw in landscape areas and around tree rings twice per year.

Plant seasonal flowers in three locations twice per year:

1. In front of the entrance facing West Avenue

2. In front of entrance facing back parking lot

Prune back all knock out roses once per year.

Any irrigation system repairs will be handled by Rockdale County Park Maintenance.

The courthouse and municipal grounds are outlined on the attached map. The shared church parking lot is outlined by itself.

MILSTEAD PARK (up to pavilion & old water tower)

Properties to be maintained (County Facility consists of the addresses below):

Milstead Park – 1665 Main Street NE Conyers, Ga 30012

General Maintenance

April through the end of November

Weekly grounds and landscape maintenance as follows:

Mow all turf areas at a cutting height of 3” *Any grass clippings or leaves must be mulched up or hauled away.

Edge all curbs, walkways, and turf / bed lines Weed-eat around structures and obstacles as needed Keep all parking lots and curbs clean of litter and debris Keep drains in parking lots clean of litter and debris Trim all shrubbery as needed to maintain shape and neat appearance Trim all ivy and other groundcovers to keep neat and out of walkways Prune any low hanging limbs to keep neat and safe Keep all landscape and flower beds neat and weed free

December through the end of March

Bi-Weekly Grounds and Landscape Maintenance as follows:

Mow all turf areas at a cutting height of 3” as needed *Any grass clippings or leaves must be mulched up or hauled away.

Clean up and remove leaves from turf, landscape, and hard surface areas such as parking lots, walkways, and steps

Maintain edge on all curbs, walkways, and turf / bed lines as needed Weed-eat around structures and obstacles as needed Keep all parking lots and curbs clean of litter and debris Keep drains in parking lots clean of litter and debris Trim all shrubbery as needed to maintain shape and neat appearance Trim all ivy and other groundcovers to keep neat and out of walkways Prune any low hanging limbs to keep neat and safe Keep all landscape and flower beds neat and weed free

Seasonal Enhancements

Put fresh pine straw in landscape areas and around tree rings once per year.

Plant seasonal flowers in one location twice per year:

Prune back all knock out roses once per year.

Heavy storm “tree damage” will be handled by Rockdale County Park Maintenance.

Any irrigation system repairs will be handled by Rockdale County Park Maintenance.

PORTMAN DRIVE

Properties to be maintained:

County offices located at 1329 Portman Drive, Conyers, GA 30012

General Maintenance

The property will be maintained bi-weekly, thus 26 service visits per year.

April thru the end of November

Bi-Weekly Grounds and Landscape Maintenance

*Any grass clippings or leaves must be mulched up or hauled away.

Edge all curbs, walkways, and turf / bed lines Weed-eat around structures and obstacles as needed Keep all parking lots and curbs clean of litter and debris Keep drains in parking lots clean of litter and debris Trim all shrubbery as needed to maintain shape and neat appearance Trim all ivy and other groundcovers to keep neat and out of walkways Prune any low hanging limbs to keep neat and safe Keep all landscape and flower beds neat and weed free

December thru the end of March

Bi-Weekly Grounds and Landscape Maintenance Mow all turf areas at a cutting height of 3” as needed *Any grass clippings or leaves must be mulched up or hauled away.

Clean up and remove leaves from turf, landscape, and hard surface areas such as parking lots, walkways, and steps

Maintain edge on all curbs, walkways, and turf / bed lines as needed Weed-eat around structures and obstacles as needed Keep all parking lots and curbs clean of litter and debris Keep drains in parking lots clean of litter and debris Trim all shrubbery as needed to maintain shape and neat appearance Trim all ivy and other groundcovers to keep neat and out of walkways Prune any low hanging limbs to keep neat and safe Keep all landscape and flower beds neat and weed free

Seasonal Enhancements

Put fresh pine straw in landscape areas and around tree rings twice per year.

Heavy storm “tree damage” will be handled by Rockdale County Park Maintenance.

*Any grass clippings or leaves must be mulched up or hauled away.

Clean up and remove leaves from turf, landscape, and hard surface areas such as parking lots, walkways, and steps

Maintain edge on all curbs, walkways, and turf / bed lines as needed Weed-eat around structures and obstacles as needed Keep all parking lots and curbs clean of litter and debris Keep drains in parking lots clean of litter and debris Trim all shrubbery as needed to maintain shape and neat appearance Trim all ivy and other groundcovers to keep neat and out of walkways

E911 COMMUNICATIONS (old)

E911 Communications – 2120 Farmers Road NW Conyers, Ga 30012

Mow all turf areas at a cutting height of 3” *Any grass clippings or leaves must be mulched up or hauled away.

Edge all curbs, walkways, and turf / bed lines Weed-eat around structures and obstacles as needed Keep all parking lots and curbs clean of litter and debris Keep drains in parking lots clean of litter and debris Trim all shrubbery as needed to maintain shape and neat appearance Trim all ivy and other groundcovers to keep neat and out of walkways Prune any low hanging limbs to keep neat and safe Keep all landscape and flower beds neat and weed free

December through the end of March

Bi-Weekly Grounds and Landscape Maintenance as follows:

Mow all turf areas at a cutting height of 3” as needed *Any grass clippings or leaves must be mulched up or hauled away.

Clean up and remove leaves from turf, landscape, and hard surface areas such as parking lots, walkways, and steps

Maintain edge on all curbs, walkways, and turf / bed lines as needed Weed-eat around structures and obstacles as needed Keep all parking lots and curbs clean of litter and debris Keep drains in parking lots clean of litter and debris Trim all shrubbery as needed to maintain shape and neat appearance Trim all ivy and other groundcovers to keep neat and out of walkways

Seasonal Enhancements

Put fresh pine straw in landscape areas and around tree rings once per year.

Plant seasonal flowers in one location twice per year:

Prune back all knock out roses once per year.

Heavy storm “tree damage” will be handled by Rockdale County Park Maintenance.

Any irrigation system repairs will be handled by Rockdale County Park Maintenance.

up or hauled away.

Emergency Management Agency

Properties to be maintained (County Facility consists of the addresses below):

Rockdale County EMA – 3500 East Fairview Road Stockbridge, Ga 30281

Mow all turf areas at a cutting height of 3” *Any grass clippings or leaves must be mulched up or hauled away.

Edge all curbs, walkways, and turf / bed lines Weed-eat around structures and obstacles as needed Keep all parking lots and curbs clean of litter and debris Keep drains in parking lots clean of litter and debris Trim all shrubbery as needed to maintain shape and neat appearance Trim all ivy and other groundcovers to keep neat and out of walkways Prune any low hanging limbs to keep neat and safe Keep all landscape and flower beds neat and weed free

December through the end of March

Bi-Weekly Grounds and Landscape Maintenance as follows:

Mow all turf areas at a cutting height of 3” as needed *Any grass clippings or leaves must be mulched up or hauled away.

Clean up and remove leaves from turf, landscape, and hard surface areas such as parking lots, walkways, and steps

Maintain edge on all curbs, walkways, and turf / bed lines as needed Weed-eat around structures and obstacles as needed Keep all parking lots and curbs clean of litter and debris Keep drains in parking lots clean of litter and debris Trim all shrubbery as needed to maintain shape and neat appearance Trim all ivy and other groundcovers to keep neat and out of walkways Prune any low hanging limbs to keep neat and safe Keep all landscape and flower beds neat and weed free

Seasonal Enhancements

Put fresh pine straw in landscape areas and around tree rings once per year.

Plant seasonal flowers in one location twice per year:

Prune back all knock out roses once per year.

Any irrigation system repairs will be handled by Rockdale County Park Maintenance.

Parking Lot (West Avenue)

Rockdale County Parking Lot – 842 West Circle Conyers, Ga 30012

*Any grass clippings or leaves must be mulched up or hauled away.

Edge all curbs, walkways, and turf / bed lines Weed-eat around structures and obstacles as needed Keep all parking lots and curbs clean of litter and debris Keep drains in parking lots clean of litter and debris Trim all shrubbery as needed to maintain shape and neat appearance Trim all ivy and other groundcovers to keep neat and out of walkways Prune any low hanging limbs to keep neat and safe Keep all landscape and flower beds neat and weed free

December through the end of March

Bi-Weekly Grounds and Landscape Maintenance as follows:

Mow all turf areas at a cutting height of 3” as needed *Any grass clippings or leaves must be mulched up or hauled away.

Clean up and remove leaves from turf, landscape, and hard surface areas such as parking lots, walkways, and steps

Maintain edge on all curbs, walkways, and turf / bed lines as needed Weed-eat around structures and obstacles as needed Keep all parking lots and curbs clean of litter and debris Keep drains in parking lots clean of litter and debris Trim all shrubbery as needed to maintain shape and neat appearance Trim all ivy and other groundcovers to keep neat and out of walkways Prune any low hanging limbs to keep neat and safe Keep all landscape and flower beds neat and weed free

Seasonal Enhancements

Put fresh pine straw in landscape areas and around tree rings once per year.

Plant seasonal flowers in one location twice per year:

Prune back all knock out roses once per year.

Restorative Complex

Rockdale County EMA – 2800 Highway 138 SW, Ga 30094

General Maintenance

*Any grass clippings or leaves must be mulched up or hauled away.

Edge all curbs, walkways, and turf / bed lines Weed-eat around structures and obstacles as needed Keep all parking lots and curbs clean of litter and debris Keep drains in parking lots clean of litter and debris Trim all shrubbery as needed to maintain shape and neat appearance Trim all ivy and other groundcovers to keep neat and out of walkways Prune any low hanging limbs to keep neat and safe Keep all landscape and flower beds neat and weed free

December through the end of March

Bi-Weekly Grounds and Landscape Maintenance as follows:

Mow all turf areas at a cutting height of 3” as needed *Any grass clippings or leaves must be mulched up or hauled away.

Clean up and remove leaves from turf, landscape, and hard surface areas such as parking lots, walkways, and steps

Maintain edge on all curbs, walkways, and turf / bed lines as needed Weed-eat around structures and obstacles as needed Keep all parking lots and curbs clean of litter and debris Keep drains in parking lots clean of litter and debris Trim all shrubbery as needed to maintain shape and neat appearance Trim all ivy and other groundcovers to keep neat and out of walkways Prune any low hanging limbs to keep neat and safe Keep all landscape and flower beds neat and weed free

Seasonal Enhancements

Put fresh pine straw in landscape areas and around tree rings once per year.

Plant seasonal flowers in one location twice per year:

Prune back all knock out roses once per year.

ADDITIONAL TERMS AND CONDITIONS:

Response Time – Successful Bidder will respond to regular service calls within forty-eight (48) hours after receipt of call from the County. Initial response to emergency calls must occur within two (2) hours after receipt of notification from the County. For the purposes of this bid, an emergency shall be defined as any condition that poses a threat to health, welfare, or safety of people and/or property or a condition that will negatively impact any essential service(s) as determined by Rockdale County. The successful bidder will provide the County with a twenty-four (24) hour emergency contact and telephone number. Delivery of emergency services must occur within twenty-four (24)hours.

Bidder state agreement: Yes_______ No________

Emergency Contact Person: ________________________________________

Emergency telephone number:____________________________ Cell Number:________________________

Alternate delivery time may be considered provided it is so stated below:

(Bidder state alternate time for delivery of services)

Equipment Storage – No storage or service of equipment should take place on County property.

Contractor Damages – Any damages to the road, facilities, sewers, utilities, irrigation system, plant material or vegetation caused by the Contractor shall be repaired at the expense of the Contractor to the satisfaction of the County. Failure to restore said damages within three (3) working days following notification shall result in a deduction from the next invoice of the County’s expenses incurred by the County for labor, material or equipment to restore the property to its original condition.

Fuel Surcharges & Ecological Fees – Rockdale County will not accept fuel surcharges or ecological fees from the bidder.

Uniforms – The Contractor will provide, at Contractor’s expense, color coordinated uniforms for all contractor personnel. Such uniforms shall meet the County’s public image requirements and be maintained by Contractor so that all personnel are professional in appearance at all times. Non-uniform clothing will not be permitted, including for new employees.

Required Signatures - Bids must be signed by an officer or agent of the firm having the authority to execute contracts.

Background Check - Successful contractor is required to do background checks on all employees as stated in the solicitation document.

Lead Crew Worker – The Contractor shall maintain a Lead Crew Worker at the sites at all times during the hours of scheduled maintenance service, and such Lead Crew Worker shall be able to be communicated with by two-way radio or cellular telephone. Lead Crew Worker must also speak and understand the English language.

Sites (JP Carr Complex, Rockdale County Courthouse and Municipal Buildings, Portman Drive, Milstead Park and median (up to the pavilion/old water tower), E911 Communications, EMA Building, Restorative Complex, Tax Commissioner Building, Parking Lot (842 West Circle), – All sites are to be maintained according to the contract specifications and standards. If any site does not meet the standards set forth in the bid package at the completion of the contract terms, the last payment of the contract terms shall be placed on hold and each site will be required to be brought up to minimum standards within one (1) week of the contract completion.

Special Events – When required, all necessary maintenance practices will be performed prior to special events (government functions, dedications, memorials, concerts, etc.), with the emphasis on the overall aesthetic appearance and cleanliness of the property site (s). Special efforts are to be taken to prevent damage to property and injury to the public. All immediate site maintenance requirements (trash and debris removal, irrigation, mulching, etc.) must be promptly addressed after the event.

License - All bidders must furnish, with their bid, clear photocopies of the license(s) listed below, in addition to a clear photocopy of their Business License:

Commercial Pesticide License and Pesticide Contractor License (category 24 for Ornamental Landscapes)

Equipment/Products – Selected Contractor must furnish his/her own equipment and products (ex: pesticides, plants, mulch, fertilizer, etc.) in the performance of the contract.

The Contractor shall furnish equipment of a type and quantity to perform the work satisfactorily within the time specified by the County. If, in the opinion of the County, the Contractor has insufficient equipment on the job to satisfactorily complete the work within the required time, the Contractor shall immediately provide additional equipment as directed by the County at no additional cost to the County.

The County reserves the right to inspect all equipment before it is placed in or while it is in service. If at any time, the County determines that any equipment is deficient in any way, the Contractor shall remove the equipment from service immediately, and the equipment shall remain out of service until the deficiency is corrected to the satisfaction of the County. Inspection and approval of the Contractor’s equipment by the County shall not relieve the Contractor of responsibility or liability for injury to persons or damage to property caused by the operation of the Contractor’s equipment, nor shall it relieve the Contractor of the responsibility to meet the established time for completion of the mowing cycle.

The Contractor shall provide a cut that is clean and sharp with uniform distribution of cuttings at all times for areas mowed. Any areas determined to be unsatisfactory by the County shall be re-mowed at no additional cost to the County.

BID FORM – ITB No. 25-23 Instructions: Complete all THREE parts of this bid form.

PART I: Bid Summary Complete the information below.

1. JP Carr Complex – Lump Sum $

2. Courthouse & Municipal Buildings – Lump Sum $

3. Tax Commissioner – Lump Sum $

4. Milstead Park and median (up to the pavilion/old water tower)

– Lump Sum $

5. Portman Drive – Lump Sum $

6. E911 Communications – Lump Sum $

7. EMA Building – Lump Sum $

8. Parking Lot (West Ave) – Lump Sum $

9. Restorative Complex – Lump Sum $

10. TOTAL LUMP SUM PRICE (Lines 1 through 9) $

PART II: Addenda Acknowledgements (if applicable) Each vendor is responsible for determining that all addenda issued by the Rockdale County Finance Department – Purchasing Division have been received before submitting a bid.

PART III: Vendor Information:

Vendor Name Address Telephone E-Mail Representative (print name) Signature of Representative Date Submitted

Addenda Date Vendor Received Initials “1” “2” “3” “4” “5” “6”

ROCKDALE COUNTY BOARD OF COMMISSIONERS

NON-COLLUSION AFFIDAVIT OF VENDOR

State of ____________________)

County of ____________________)

___________________________________________, being first duly sworn, deposes and says that:

(1) He/She is____________________________________ (owner, partner officer, representative, or agent) of ___________________________, the Vendor that has submitted the attached ITB;

(2) He/She is fully informed respecting the preparation and contents of the attached ITB and of all pertinent circumstances respecting such ITB;

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

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

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

(Signed)

(Title)

Subscribed and Sworn to before me this ___________ day of _____________, 202__

Name__________________________________________________

Title__________________________________________________ My commission expires (Date)

ROCKDALE COUNTY BOARD OF COMMISSIONERS

NON-COLLUSION AFFIDAVIT OF SUB-CONTRACTOR

State of ____________________)

County of ____________________)

___________________________________________, being first duly sworn, deposes and says that:

(1) He/She is____________________________________ (owner, partner officer, representative, or agent) of ___________________________, the sub-contractor that has submitted the attached ITB;

(2) He/She is fully informed respecting the preparation and contents of the attached ITB and of all pertinent circumstances respecting such ITB;

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

(4) Neither the said sub-contractor nor any of its officers, partners, owners, agents, representatives, employees or parties in interest, including this affidavit, has in any way colluded, conspired, connived or agreed, directly or indirectly with any other Vendor, firm or person to submit a collusive or sham ITB in connection with the Contract for which the attached ITB has been submitted or refrain…