25-8358_-_Solicitation.pdf

COLLIER COUNTY

BOARD OF COUNTY COMMISSIONERS

INVITATION TO BID (ITB)

FOR

MOWING SERVICES

SOLICITATION NO.: 25-8358

MATTHEW WEBSTER, PROCUREMENT STRATEGIST

PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FLORIDA 34112

TELEPHONE: (239) 252-8491

Matthew.webster@colliercountyfl.gov (Email)

This solicitation document is prepared in a Microsoft Word format. Any alterations to this document made by the Bidder may be grounds for rejection of the bid, cancellation of any subsequent award, or any other legal remedies available to the Collier County Government.

SOLICITATION PUBLIC NOTICE

INVITATION TO BID (ITB) NUMBER: 25-8358

PROJECT TITLE: Mowing Services

DUE DATE: March 3, 2025 at 3 PM EST

PLACE OF BID OPENING: PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FL 34112

All bids shall be submitted online via the Collier County Procurement Services Division Online Bidding System:

https://procurement.opengov.com/portal/collier-county-fl

INTRODUCTION

As requested by the Road, Bridge, and Stormwater Maintenance Division (hereinafter, the “Division or Department”), the Collier County Board of County Commissioners Procurement Services Division (hereinafter, “County”) has issued this Invitation to Bid (hereinafter, “ITB”) with the intent of obtaining bid submittals from interested and qualified vendors in accordance with the terms, conditions and specifications stated or attached. The vendor, at a minimum, must achieve the requirements of the Specifications or Scope of Work stated.

The results of this solicitation may be used by other County departments once awarded according to the Board of County Commissioners Procurement Ordinance.

Contractual mowing services are in roadway medians, side right-of-ways, retention ponds, pond sites, swales, canals, or other County maintained properties throughout Collier County.

The Division's historical expenditures for the following fiscal years (FY starts October 1st and ends September 30th) are as follows:

FY 21 = $950,605.51; FY 22 = $1,378,226.59; FY 23 = $1,270,933.79; FY 24 1,229,719.37; FY 25 = $93,611.69. This is not indicative of future buying patterns.

BACKGROUND

The Division utilizes large and small machine mowing contractual services to maintain roadway medians, side right-of-ways, easements, retention ponds, pond sites, swales, canals, and other county-maintained properties throughout Collier County.

TERM OF CONTRACT

The contract term, if an award(s) is/are made, is intended to be for three (3) years with two (2) one (1) year renewal option..

Prices shall remain firm for the initial term of this contract.

Surcharges will not be accepted in conjunction with this contract, and such charges should be incorporated into the pricing structure.

The County Manager, or designee, may, at his discretion, extend the Agreement under all of the terms and conditions contained in this Agreement for up to one hundred eighty (180) days. The County Manager, or designee, shall give the Contractor written notice of the County's intention to extend the Agreement term not less than ten (10) days prior to the end of the Agreement term then in effect.

All goods are FOB destination and must be suitably packed and prepared to secure the lowest transportation rates and to comply with all carrier regulations. Risk of loss of any goods sold hereunder shall transfer to the COUNTY at the time and place of delivery; provided that risk of loss prior to actual receipt of the goods by the COUNTY nonetheless remain with

VENDOR.

AWARD CRITERIA

ITB award criteria are as follows:

The County’s Procurement Services Division reserves the right to clarify a vendor’s submittal prior to the award of the solicitation.

It is the intent of Collier County to award to the lowest, responsive and responsible vendor(s) that represents the best value to the County.

For the purposes of determining the winning bidder, the County will select the vendor with the lowest price, lowest discount, or criteria established in the solicitation as outlined below:

Lowest total bid per category.

Collier County reserves the right to select one, or more than one suppliers, award on a line item basis, establish a pool for quoting, or other options that represents the best value to the County; however, it is the intent to:

Identify Primary and Secondary Awardees.

The County reserves the right to issue a formal contract or standard County Purchase Order for the award of this solicitation.

DETAILED SCOPE OF WORK

Mowing services are provided in roadway medians, side right-of-ways, retention ponds, pond sites, swales, canals, bridges, or other county-maintained properties throughout Collier County. The Division’s mowing cycles are two-week, thirty-day, and Bi-monthly.

1. SPECIFICATIONS: Mowing unit prices include labor, equipment, materials, weed eating, edging, trimming, hand weeding, blowing, litter/debris removal and disposal, and Temporary Traffic Control (TTC), where indicated on the fee schedule. The additional services line item in each category for litter and debris removal is a separate request when litter and debris removal is the only service being requested. The Contractor is responsible for the means and methods to perform the work.

1.1. Equipment: The Contractor shall have the following equipment to perform the services under this Agreement. There shall be adequate equipment to perform the services without downtime and delaying mowing cycles. The Contractor must find other means of equipment when equipment is down so mowing operations are not delayed.

The Contractor must routinely check, measure, balance, and sharpen blades to ensure quality mowing cuts. All equipment shall have the manufacturer’s installed safety devices for mowing operations to prevent objects from being ejected into traffic. For any equipment found deficient with safety devices, the County Project Manager may request that the Contractor remove the equipment from service until the safety deficiency has been corrected.

1.1.1. Small Area Mowers (commercial grade): Sidewalks and pathways, narrow shoulders, landscaped areas, narrow roadside ditch bottoms, raised landscaped median islands, and narrow-width utility strips where intermediate and large mowing machines are not accessible.

1.1.2. Intermediate Area Mowers (commercial grade): Shoulders, roadside ditch bottoms, raised median islands, various widths of utility strips where large machine mowers are inaccessible, and it is not conducive to using small machine mowers.

1.1.3. Large Area Mowers (commercial grade): Shoulders, front and back slopes, roadside ditch bottoms, and large median islands.

1.1.3.1. The Contractor shall have a minimum of four 15-foot batwing mowers or the equivalent to adequately complete the mowing cycle service period.

1.1.3.2. Large-area mowers shall have a slow-moving vehicle sign at the mower rear, one flashing amber or white strobe light mounted on the equipment that is operational during mowing, and an 18” square, high-visibility orange warning flag mounted on each mowing deck appropriately placed so the operator’s vision is not impaired when mowers are operational.

1.1.4. String Trimmers (Weed Eaters): Reduce roadside vegetation in the mowing area using string trimming equipment as sites are being mowed and, in all areas, where the mowing equipment is not accessible.

1.1.5. Edging: Edge at arterial and collector roads as needed to keep curbs and sidewalks reasonably weed-free. Perform edging with an edger or trimmer, leaving a clean, straight edge no more than one inch from the back of curbs and walks.

1.1.6. Blowers: Blow and remove debris from hardscapes, blowing away from traffic and storm drains following the mowing operations.

1.1.7. Slope Mower or Arm: The mower or arm must be able to mow on slopes between 0º to 31º degrees.

1.1.8. Traffic Control Signs: The Contractor shall have warning signs that read “Mowers Ahead.” Signs must meet

MUTCD specifications and be placed on the right-of-way facing each traffic lane in both directions. Place signage at the work area at the beginning and end limits.

1.1.9. Arrow Board: The equipment must provide maximum visibility for traffic direction through work zones.

1.1.10. Traffic Cones - must meet the requirements of MUTCD.

1.1.11. Support Vehicles - used for the mowing operations shall be equipped with a revolving or strobe light and marked with the Contractor’s business name, business phone number, and the County license number on both driver and passenger doors at the Contractor’s expense.

1.2. Mowing Services: The specifications are outlined below so Bidders understand the mowing requirements. Mowing services include litter and debris removal, edging behind curbs, hand pulling weeds, string trimming around all signs, mailboxes, fire hydrants, drainage structures, utility boxes/poles, guardrail posts, mowing areas behind guardrails, where mowers are inaccessible, the Contractor shall string trim to appropriate mowing heights. Provide services in full compliance with all applicable laws, rules, authorities, and regulations as required by local, state, and federal.

1.2.1. Mowing services include medians, ROW, retention ponds, pond sites, ditches, swales, canals, slopes, shoulders, and County-owned or maintained property that may consist of non-ROW property.

1.2.2. When mowing within four feet of the travel lane, operate the equipment in the same direction as traffic flow unless the adjacent lane is closed to traffic. Mowers may operate in either direction when mowing more than four feet from the travel lane.

1.2.3. Parked equipment may be left overnight in the ROW outside the clear zone. Do not leave equipment in medians overnight. Service vehicles are prohibited in the medians except when disabled equipment is removed.

1.2.4. Avoid mowing wet grass, operating equipment with dull blades, or mowing at high speeds, causing the grass to be torn or laid over.

1.2.5. No herbicides shall be used under this Agreement; they are strictly prohibited.

1.2.6. Each mowing service includes weeding by hand or string trimming in all areas where mowing equipment is inaccessible. Weeding areas include but are not limited to, sidewalks, asphalt, around guardrail bases, tree grates, curb joints, and median paver tips.

1.2.7. Mowing services shall start AFTER removing all litter and debris. If mowing services result in litter and debris being shredded (confetti) because the Contractor’s crew failed to remove the debris and litter before mowing, the Contractor is liable to remove the debris immediately or return to the site within 24 hours to remove the shredded debris.

1.2.8. In swales where vegetation and weeds are protruding above the water, the Contractor shall reduce the vegetation height to 12” above the waterline or as directed by the Division. Mowed vegetation should be directed away from the water, and it is not authorized to remain piled up.

1.2.9. Dry retention mowed height must not exceed 18 inches. The Contractor shall restrict mowing with a 10-foot buffer from the water’s edge in areas holding water. Mowing clippings shall be directed away from the water and not allowed to remain piled up.

1.2.10. Wet retention (ponds) mowing that is within 10 feet from the water’s edge at the time of mowing; vegetation must be greater than 6 inches in height. Mowing clippings shall be directed away from the water and not allowed to remain piled up.

1.2.11. On the initial cutting cycle, mowing shall start at one end and continue toward the opposite end. Subsequent cycles will follow the pattern adopted from the first cycle unless the Division Representative authorizes a change to the pattern.

1.2.12. Mowing shoulders and medians shall progress concurrently within the limits of the mowed area so that no more than one mile will be left partially mowed at the end of the working day. Cutting grass and vegetation on slopes or around objects using hand tools shall also progress concurrently with the mowing operation.

1.2.13. At the end of each working day, all required mowing should be completed within the longitudinal limits worked.

No more than one (1) mile may be left partially mowed.

1.2.14. Each cutting cycle shall be completed in its entirety before new work issuance.

1.2.15. The Division Representative may cease mowing services if the grass is saturated with water; It shall be the

Division’s discretion that the vegetation is cut to the water surface utilizing hand labor or other equipment. Ditch bottoms or low lying areas that can be mowed without damaging turf or leaving ruts will be added to the cycle by the Division Representative. Grass that has grown to a level that appears to be outside the established mowing limits shall be mowed when directed.

1.2.16. With each mowing cycle, the Contractor’s crew(s) shall string trim around signposts and bases, delineator posts, fence lines, steel beam guardrails and posts, bridge and abutments, barrier walls, end walls, pipes, mitered ends, drainage structures, poles, guys (guy-wires), mailboxes, landscape plantings, trees, and all other obstacles to provide a neat and even appearance to the entire site. String trimming grass shall be at the same height as finished mowed areas.

1.2.17. With each mowing cycle, mechanical edge sidewalk edges, back of concrete curbs, pavers, utility service boxes, streetlight bases, signposts, headwalls, guardrails, timer pedestals, posts, manholes, and other obstacles that require edging equipment.

1.2.18. Mow within 1 to 2 feet from the waterline, tree line, fence line, or ROW line to the extent that batwing mowers reach as conditions allow. Mow all other ROW areas, including steep slopes and wet areas, within 1 to 2 feet.

1.2.19. The Contractor shall determine the means and methods to maintain areas on a slope. It is recommended to a slope or arm mower for mowing locations on a slope or deemed unsafe for a conventional style mower. Slope area types include, but are not limited to, steep slopes, roadside ditch sides and bottoms, canal banks, intersections, overpasses, etc. The slope mowing ratio is 1:3 or less.

1.2.20. Do not scalp. The Contractor is solely responsible for repairing and paying for damages caused by the Contractor, at no additional cost to the County.

1.2.21. Following mowing, edging, weeding, and string trimming, the surrounding areas shall be clear of grass clippings, leaves, debris, and litter from roadways, bicycle pathways, sidewalks, curbs, gutters, and other hardscapes in the right-of-way. A two-foot wide area measured from the face of the curb and gutters, including turn lanes and medians, shall be cleaned or cleared on each cycle to remove any accumulation of any debris or growth to maintain a neat and safe condition. Do not leave large grass clump clippings in the median roadways, mowing areas, or on sidewalks or pathways. Roadways, parking lots, curb and gutter, sidewalks, and bike paths shall be blown free of grass clippings and debris. Do not direct debris or litter into storm drains, ditches, conveyances, water bodies, roadways, or any other impervious surfaces. All curbs and hardscapes in the mowing areas are to be cleaned of debris with each visit.

1.3. Mowing Categories: Mowing cycles depend on seasonal conditions and budgetary limitations; cycles may increase or decrease as necessary. Additionally, mowing locations and acreages may be deleted, added, or suspended. The additions or deletions may be due to seasonal conditions, lot developments, environmental conditions, construction, land ownership, or other extenuating circumstances.

1.3.1. Category A. Large Machine Mowing with MOT: includes, but is not limited to, ROW, shoulders, slopes, ditches, large median islands, and stormwater retention areas.

1.3.1.1. Mowing cycles include 30-day Rural (monthly) or Bi-Monthly (every other month).

1.3.1.2. Mow to the established limits and the water’s edge, as applicable.

1.3.1.3. Rural mowing cut height shall not exceed five inches (5”).

1.3.1.4. Mower cutting widths are 72 inches and above.

1.3.1.5. The equipment shall be able to adjust cutting heights from four inches up to 12 inches.

1.3.2. Category B. Small & Intermediate Mowing with MOT: Includes, but not limited to, areas inaccessible by wide-area mowing equipment. The areas may consist of shoulders, narrow shoulders, sidewalk shoulders, landscape shoulders, roadside ditch bottoms, narrow roadside ditch bottoms, raised curb median islands, raised landscaped median islands, guardrail areas, various widths of utility strips, and similar areas.

1.3.2.1. Mowing cycles include 2 Week Urban and 30 Day Urban.

1.3.2.2. The widths of small machine mowers are 12 inches to 23 inches, and the widths of intermediate machine mowers are 24 inches to 83 inches.

1.3.2.3. Grass heights are no less than three and one-half inches (3-1/2”) and shall not exceed five inches (5”).

1.3.3. Category C. Aquatic Small & Intermediate Machine Mowing with MOT: includes, but is not limited to, areas inaccessible by wide-area mowing equipment in and around aquatic areas, drainage easements, embankments, slopes, and roadside ditches.

1.3.3.1. Mowing cycles include 2 Week Aquatic and 30 Day Aquatic.

1.3.3.2. Grass heights are no less than 3-1/2” and shall not exceed 5”.

1.3.3.3. The mowing area shall include easement areas and grass from the top of the embankment to 3” above the waterline, as shown in the illustration.

1.3.4. Category A – C. Additional Service: Litter and Debris Removal: A separate line item allowing County Staff to request only litter and debris removal services. Please note: this line item is not in conjunction with mowing services; those services include litter and debris removal in the unit price. The additional service is a stand-alone line item.

1.3.4.1. Litter and debris removal includes, but is not limited to, cans, bottles, paper, junk, garbage, tires, tire treads, lumber, vehicle parts, metal, brush, and sand/dirt accumulation along curbs, pathways, or catch basins.

1.3.4.2. The Contractor is responsible for removing litter and debris, hauling it away, and properly disposing of it.

1.3.5. Category D. Other Services: These services are not on a cycle and may be requested “as needed” by County divisions.

2. GENERAL INFORMATION

2.1. Initial Site Visits: Before the Contractor begins work, the Contractor and County Project Manager shall meet on-site to identify the work areas and limits, maintenance responsibilities, and expectations and to discuss any relevant issues.

2.2. Certification: Valid Maintenance of Traffic (MOT) or Temporary Traffic Control (TTC), Intermediate Level Certification.

2.3. Mowing Spreadsheet: The Division may issue the Contractor a mowing spreadsheet for cycle before services start.

2.3.1. The spreadsheet includes the mowing site, site description, and mowing acres. The County Project Manager may require that the Contractor send daily updates with areas mowed for inspection purposes.

2.3.2. The Contractor shall fill in acres mowed and date mowed cells.

2.3.3. Email the spreadsheet for each completed mowing area(s) within 48 hours for Division inspections.

2.3.4. Invoice submission includes the spreadsheet as a backup.

2.4. Contractor’s Work Schedule: The Contractor shall provide work schedules before starting work; THIS IS A MANDATORY

REQUIREMENT for inspection services.

2.4.1. Work schedules are Monday through Friday when County offices are open unless approved by the Division.

2.4.2. The schedules must include service dates, times, and locations and be within 24 hours of when the mowing service will occur.

2.4.3. If the contractor changes the work schedule from what was initially submitted, they shall immediately notify the

Division Representative.

2.5. Damages: The Contractor shall take precautionary measures to prevent damages to property or objects. Any damages to signs, guardrails, mailboxes, fire hydrants, drainage structures, utility boxes, curbs, and gutters shall be reported by the Contractor to the County Representative in writing via email within 24 hours. The Contractor shall report stop sign damages to the County Representative immediately by phone call and then follow up in writing and sent via email.

Any damages caused by the Contractor’s crews shall be repaired or replaced at the sole expense of the Contractor within 14 calendar days from when the damage occurred or at a schedule agreed upon by the Division Representative. It shall be the Division’s discretion to withhold estimated repair costs from an invoice until repairs are completed and accepted by the Division Representative.

2.6. Delays: The Contractor shall notify the Division Representative of inclement weather delays immediately via phone call.

2.7. Operational Hours: Services are in daylight hours no earlier than 7:00 a.m., and crews may work up to dusk hours Monday through Friday when County offices are open unless the Division Representative approves different hours and days.

2.8. Maintenance of Traffic (MOT): The Contractor shall have MOT devices for adequate traffic control, and depending on the roadway, it may include signage, arrow boards, message boards, warning devices, barriers, and flagmen.

2.8.1. MOT is required for the safety and protection of the Contractor’s employees and motorists during the performance of services in the ROW and medians.

2.8.2. Contractor’s sole responsibility for safety in the work zone.

2.8.3. MOT shall conform to the latest edition of the FDOT, Design Standards, 600 series, and The Manual on Uniform

Traffic Control Devices (MUTCD)

2.8.4. The Contractor or sub-contractor will be required to have current FDOT approved MOT Intermediate Level

Certification for FDOT, Design Standards, 600 series for work in ROW medians and roadways.

2.8.5. The Contractor’s employee responsible for the setup and maintenance of the traffic control plan shall possess

FDOT approved certification in their name, and they must be readily available within twenty (20) minutes of the initial contact for work zone safety issues.

2.9. Payment Measurement Methods: The unit of measure for all line items is per acre.

2.10. Inspections (if applicable): The Division inspector may randomly conduct on-site inspections while the Contractor is performing services.

2.11. Vehicles & Trailers Markings: The Contractor shall display vehicles and trailers with the Contractor’s business name and phone numbers during working hours.

2.12. Key Personnel: The Contractor shall provide the Division with key personnel as a point-of-contact readily available while services are being performed.

2.12.1. Provide email addresses and cell phone numbers.

2.12.2. Must be English speaking and be able to communicate with County Staff effectively.

2.12.3. If essential personnel are absent, the Contractor shall immediately notify the Division with substitution personnel, providing their names and contact information via email.

2.12.4. The Division reserves the right to remove key personnel from the contract who fail to communicate with County staff.

2.13. Meetings: Either party may request meetings throughout the contract term, and attendance may be mandatory. The County does not incur additional costs for these meetings.

2.14. Compensation: Payment approval for invoice submissions must be accurate and complete with details for services performed or commodities purchased. Invoices for completed services shall be submitted to the Clerk of Courts, Finance Division, within seven (7) calendar days.

2.14.1. The Division Representative shall review invoices for completed services.

2.14.2. The Division Representative shall reject inaccurate invoices without required backup documentation.

2.14.3. At a minimum, invoices must include the Division Name, Contract Number, Purchase Order Number, Work Order

Number (if applicable), and fee schedule line item numbers and descriptions.

VENDOR CHECKLIST

***Vendor should check off each of the following items as the necessary action is completed (please see, Vendor Check List)***

The County requests that the vendor submit three (3) completed reference forms from commercial or governmental clients from the last three years whose projects are of a similar nature to this solicitation as a part of their proposal. Provide information on the projects completed by the vendor that best represent projects of similar size, scope, and complexity of this project using Form 5 provided in OpenGov as part of the Required Forms. Vendors may include two (2) additional pages for each project to illustrate aspects of the completed project that provide the information to assess the experience of the Proposer on relevant project work.