317-26_Bid_Document.pdf

ITB 317 DISTRICT 8 WARREN COUNTY REST AREA LAWN AND LANDSCAPE MAINTENANCE SERVICES

REQUIREMENTS/SPECIFICATIONS

Section 1: Intent

The purpose of this request is to establish contract pricing to provide monthly comprehensive lawn and landscape maintenance services, and requested project materials, services, and equipment at the Ohio

Department of Transportation District 8 Roadside Rest Areas on Interstate 71 Northbound, Mile Marker

33.51 and Southbound, Mile Marker 33.56 in Lebanon, OH 45036, Warren County. The awarded vendor(s) shall provide all labor, equipment, material, and incidental items necessary to perform the contracted services.

Section 2: Contract Duration

The effective duration of this agreement shall be from the date of the award through December 31, 2026.

Section 3: Award

The contract award will be made to the lowest responsive and responsible bidder based on the lump sum cost for the contract term, all in accordance with the specifications herein.

Vendors must submit their Bid Responses electronically in OhioBuys before the published deadline date & time, Columbus, Ohio local time on the Proposal due date. Vendors will not be able to submit Bid

Responses or unsolicited Proposal amendments after the deadline.

Vendors must allow adequate time for uploading a Bid Response prior to the due date and time. ODOT recommends that vendors submit Bid Responses as early as possible. If a second round is issued for any reason, vendors must resubmit their bid if they had already submitted in a previous round, as the previously submitted Bid Responses do NOT carry over to the new round.

The Signature process takes place after the award now. The email will come from documents@esign.ohio.gov and will go to the signatory that was identified in the bid submission. The subject line will be the bid # Signature Request, (example: 185-26 Signature Request).

No contract can be issued to your company until we receive your signature to complete the process. And you must have an OAKS Payor ID before a contract can be issued. To obtain that, you will need to go into https://ohiopays.ohio.gov.

Section 4: Mandatory Vendor Requirements

It is a requirement of the contract that the vendor and its employees must have performed services comparable to those required by this contract and provide proof of current liability insurance coverage in order to be considered a responsive and responsible bidder.

4.1: References

Each bidder must have a minimum of five (5) years’ experience in performing the services required by this contract. Therefore, each bidder shall provide with their bid submission, the name, email address, organization, address and telephone number of at least three (3) references with whom they have provided like services to in the last five (5) years.

It is a requirement of the contract that the vendor and its employees must have performed services comparable to those required by this contract in order to be considered a responsive and responsible bidder.

ITB 317-26

https://ohiopays.ohio.gov/

4.2: Public Liability Insurance

Each bidder shall furnish with their bid submission, proof that they carry public liability insurance with limits of not less than three hundred thousand ($300,000) dollars for any one person and one million

($1,000,000) dollars for any one occurrence.

All insurance policies required under this section shall include an endorsement requiring the insurance company to give thirty (30) days prior written notice to ODOT before any change of cancellation becomes effective. All insurance policies shall be through insurance companies licensed to conduct business in the

State.

Section 5: Site Conditions and Service Location

Vendors are encouraged to visit the sites to fully understand all the requirements of this Invitation. Those interested may visit the site at any convenient time during daylight hours since the site is public property and open to the public. As a courtesy, vendors visiting the sites must check in with the contracted rest area caretaker at each facility and inform them of the reason for their visit.

Lawn Care services will be performed at the following locations and unit pricing shall include freight charges on all items required and as shown on the site map attached to these specifications:

Warren County Interstate 71 Roadside Rest Areas 8-37 & 8-38

8-37 Interstate 71 Northbound Mile Marker 33.51

8-38 Interstate 71 Southbound Mile Marker 33.56

Lebanon, OH 45036

Section 6: General Requirements

• Lawn care services commence between 6:00 AM and 5:00 PM daily. Work outside of these timeframes requires forty-eight (48) hour advance approval of the District Facilities Program

Administrator or their Designated Representative

• The vendor shall bring all tools, chemicals, equipment, and materials, etc., with them to each site visit and take all items with them when finished. No on-site storage shall be provided by ODOT.

• The vendor shall be responsible for any act or neglect of their employees when performing work under this contract. The vendor’s employees shall observe the rules and regulations of the facility when engaged in work under this contract on the facility’s premises and those adjacent private or public properties.

• The contracted services provided must be performed in a workmanlike manner by properly trained personnel and shall conform to the highest professional standards.

• Communication must be maintained between all parties in a continual, prompt, and respectful manner during the entirety of the effective duration of the resulting contract.

• The contractor shall guarantee its workmanship and materials for a period of one (1) year from the date of acceptance by the facility and shall promptly remedy, at the vendor’s expense, all defects due thereto which becomes evident during the guarantee period and pay all expenses for any damages to other systems or structures resulting from work the awarded vendor performed.

• All work must be performed in compliance with the Occupational Safety and Health Act and any revisions thereto. Any citations issued by OSHA shall be the sole responsibility of the Vendor.

• The Vendor shall always provide and utilize Personal Protective Equipment (PPE) for their employees as appropriate. PPE includes but is not limited to substantial footwear, eye and face protection, hearing protection, and gloves.

• All work shall be executed such that interference with building operation is kept to a minimum. The vendor shall leave all areas neat and clean when finished.

• It shall be understood that, from time to time, sites may be opened or closed during the life of the contract. Any potential changes in service locations and revised pricing, where applicable, shall be mutually agreed upon by the District Facilities Program Administrator or their Designated

ITB 317-26

Representative, the awarded vendor and the Department and shall be included in or removed from the contract.

• The vendor shall acquaint himself with all site conditions. Should excavation be required the vendor should promptly notify the District Facilities Program Administrator or their Designated Representative and contact a utility locator service for utility locations. Failure to do so will make the vendor liable for all damage thereto arising from his operations.

• Vendor shall take necessary precautions to protect site conditions, irrigation, and plants. Should damage be incurred due to their neglect, the vendor shall repair the damage to original conditions and furnish and install equal replacement at their own expense.

• All chemical and fertilizer applications shall be made by licensed applicators for the type of chemicals to be used. All work and chemical use shall comply with all applicable local and federal requirements.

• Assure that hoses and watering equipment and other maintenance equipment do not block paths or be placed in a manner that may create tripping hazards. Use standard safety warning barriers and other procedures to always maintain the site in a safe manner for visitors.

• Maintenance vehicles shall not park on the site, including walks and lawn areas at any time without the

District Facilities Program Administrator or their Designated Representative’s written permission.

• Maintain a detailed log of all maintenance activities including types of tasks, date of task, types and quantities of materials and products used, watering times and amounts, and number of each crew.

Periodically review the logs with the District Facilities Program Administrator or their Designated

Representative and submit a copy of the logs at the end of each year of the maintenance agreement.

• Meet with the District Facilities Program Administrator or their Designated Representative a minimum of five (5) times during the contract term to review the progress and discuss any changes that are needed in the maintenance program. At the end of the contract term, attend a handover meeting to formally transfer the responsibilities of maintenance to the District Facilities Program Administrator or their Designated Representative. Provide all information on past maintenance activities and provide a list of critical tasks that will be needed over the next 12 months. Provide all maintenance logs and soil test data.

Section 7: Background

These rest area facilities were demolished, completely reconstructed, and reopened in the fall of 2019. The project included enhanced landscape features with extensive use of Ohio native plantings, contracted professional lawn and landscape maintenance services, and routine inspections by the landscape architect.

While this contract will primarily be for lawn and landscape services, there may be additional services requested to restore the lawn and landscape to as close to the original design as possible.

It is likely that there will be projects involving plant material replacement, planting bed adjustments, drainage projects, etc. during the term of this contract to restore and/or enhance the original project work. These projects must be priced and performed in accordance with Section 9: Additional Quoted

Services, of these specifications.

Section 8: Scope of Service

This work shall include all labor, materials, equipment, supplies, and services to sustain and maintain a healthy, attractive, and safe condition for all trees, shrubs, groundcovers, annuals, perennials, and turf. It shall also include the proper clean-up and offsite disposal of all debris generated in the process. All work shall be in full compliance with procedures and techniques as described and outlined in these specifications.

Perform all work necessary utilizing acceptable horticultural practices for the exterior landscape maintenance of the facility as required herein. Such work includes, but is not limited to the following:

• Routine maintenance mowing and trimming.

• Sidewalk edging.

• Pruning and trimming of trees and shrubs.

• Restaking and adjustment of stakes and guying if required.

• Control and eliminate weeds in mulched areas, turf areas, planting beds, and inert materials.

• Spring and Fall cleanup services.

• Application of fertilizers, insecticides, and herbicides.

8.1: Areas to be Maintained

The awarded vendor shall maintain the areas identified during each lawn care event as identified on the attached site plan.

8.1.1: Warren County Interstate 71 Roadside Rest Area 8-37

• Northbound 8-37 Site o All Areas identified Approximately 4.6 Acres o Approximately 650 lineal feet of sidewalk edging

8.1.2: Warren County Interstate 71 Roadside Rest Area 8-38

• Southbound 8-38 Site o All Areas identified Approximately 6.3 Acres o Approximately 600 lineal feet of sidewalk edging

8.2: Soil Analysis

• Take a minimum of 4 soil samples from around the site, two in landscape beds and two in lawn, in the Spring and have them tested by an accredited agricultural soil testing lab for chemical composition of plant required nutrients, pH, salt and % organic matter. Test results shall include laboratory recommendations for nutrient applications. Select and apply fertilizers at rates recommended by the soil test.

• Make any other soil test and/or plant tissue test that may be indicated by plant conditions that may not be related to soil nutrient levels such as soil contaminated by other chemicals or lack of chemical uptake by the plant.

• Contact the local County Ag Extension Office for guidelines as necessary.

8.3: Watering

8.3.1: The vendor shall be fully responsible for ensuring that adequate water is provided to all plants for the duration of the contract.

• Use standard watering horticultural procedures to ensure vitality of the Plantings, Trees, Shrubs, Perennials and Vines. Adequately provide a quantity of rain gauges to accurately track the volume of rainwater received by individual or groups of Plantings, Trees, Shrubs, Perennials and Vines.

Monitor the rain gauges and appropriately supplement the volume of rain with landscape watering.

• The vendor shall furnish the water used in watering landscape plants and trees.

• Thoroughly water all plant material at the time of planting for all new and/or replacement plants regardless of soil moisture content. Continue to water throughout the period of establishment.

• Saturate the root zone and mulched area of each plant without causing run-off.

• Continue to water until the ground is frozen and recommence watering after the spring thaw.

8.3.2: Tree watering bags may be installed on new trees, if necessary, and maintained by the vendor through the first term of the contract. The Vendor may install a minimum of 15-gallon watering bag for each tree to be maintained and used for tree watering during the first term of the contract. Vendor may adjust bag capacity as determined by tree diameter and manufacturers recommended bag size. The vendor is responsible for maintaining water levels within the bags for sufficient delivery of water to the tree.

• The watering bags shall remain the property of the Vendor and removed at the completion of the work.

8.4: Tree Maintenance

8.4.1: Trees that require guys, stakes or special care during the winter winds and rains shall receive the required care prior to the time of rains and high winds to ensure that no damage results to the plant material.

Maintain plant guys in a taught position. Remove guys and stakes after the first full growing season unless directed by District Facilities Program Administrator or their Designated Representative.

8.4.2: The vendor shall always maintain staking and guying of trees and shall be responsible for any damage to trees or plant materials caused by chafing or breakage or foliage or limbs encountering stakes or guys.

Replace broken plant stakes and ties. If ties are too tight, they must be replaced or adjusted. Reset any trees that have settled or are leaning as soon as the condition is noticed.

8.4.3: Grass shall be trimmed at the base of trees in a manner that shall protect tree trunks from damage to bark and cambium layer. Do not use "power trimmers". A mulch ring band around tree trunk may be used as a weed and grass deterrent. No volcano trees.

8.4.4: Side shoots or branches may be "headed back" but are to be left on and encouraged on all thin or spindly tree trunks and on all trees still needing bracing or staking. Remove cross over branching, shorten or remove developing co dominant leaders, dead wood, and winter-damaged branches. Unless directed by the District

Facilities Program Administrator or their Designated Representative, do not shear or make heading cuts.

8.4.5: Annual tree pruning and/or shaping per ANSI A300 to maintain the natural habit of the species. Always prune out dead wood. Refer to schedule. Contact owner prior to commencing major limb removal (that is not an emergency removal for health and safety conditions) in limbs/branches over 4” diameter.

8.4.6: Continually remove suckers. Sucker growth from the base of trees at soil level or below shall be removed, unless otherwise directed.

8.4.7: Monitor for aphids, powdery mildew and other common ailments and treat them immediately to eliminate such problems. The vendor shall work with the local county Ag Extension office for guidelines.

8.5: Turf Maintenance

8.5.1: Mowing, edging, and trimming all lawn areas shall be based on a thirty (30) cut season. Grass shall be cut before the grass reaches a height of 4.5 inches from the ground and shall be cut no shorter than 3 inches from the ground. All turf grass shall be mowed as needed between April and September, weather dependent. Mowing in March and October is weather and lawn length dependent. Never scalp the lawn or cut more than one-half (1/2) total blade in one mowing. All sidewalks and curbs shall be edged as well as other objects (nonliving) in the grass zone.

8.5.2: Mowing equipment shall be kept in good working condition. Mower blades must be sharpened, and the deck cleaned frequently.

8.5.3: Under no circumstances will the grass be windrowed or clumped together and left piled on top of the grounds. (The vendor will remove piles of clumped grass). Cutting shall be accomplished to prevent clippings from being blown onto or left on air conditioning units, landscape areas, mulched trees, flower beds, cars, streets, and sidewalks, etc. The vendor shall be responsible for removing clippings off all sidewalks and parking areas.

8.5.4: Rutting: Vendor shall maintain all areas so to be free of rutting regardless of conditions while mowing. The vendor shall use various sizes of equipment to facilitate grass cutting in all weather conditions. Vendor will repair ruts within 7 working days by rolling or filling areas with soil, seed, and straw.

8.5.5: Litter Collection: All litter shall be picked up prior to each mowing. Litter must be taken from the areas and disposed of properly.

8.5.6: Trimming: Trimming of grass and other vegetation shall be performed at each mowing. All trimming shall present a uniform height with the surrounding areas. Trimming shall be done around all trees, fences, walkways, driveways, ditches, curbs, signs, poles, catch basins, guardrails, etc.

8.5.7: Edging: All curbs and sidewalks shall be edged at least once a month after mowing.

8.5.8: Lawn Fertilizer: Lawn fertilizer is to be applied a minimum of four (4) times a year. Commercial fertilizer shall be from a dealer or manufacturer whose brands are grades registered or licensed by the State of Ohio, Department of Agriculture. Fertilizer mixtures shall be determined by annual soil analysis of at least two lawn areas (One each from North and South zones of the site) and applied per manufacturers recommendations based on soil analysis.

8.5.9: Weed Control and Undesirable Grasses

• Vendor shall use extreme care in the use of chemicals for weed control. Before such applications are made, the turf should be well established and in a vigorous condition.

• All chemical applications shall be properly licensed with the proper governing authorities.

• The vendor shall carry the insurance required by the governing authority.

• Apply chemicals at the manufacturers recommended rate to achieve complete control of weeds and undesirable grasses.

• All products utilized on this project must be labeled for turf use.

• Spot treatment of weeds and undesirable grasses shall be achieved without damaging the surrounding turf.

8.5.10: Weed and Undesirable Grass control Schedule

• Pre-Emergent: Apply pre-emergent to all turf lawn areas in March (or just before soil temps reach 52 deg. F.) using a pre-emergent to control crabgrass and germinating weeds.

• Post- Emergent: Apply post emergent to all turf lawn areas when crabgrass and other germinating weeds begin to appear in lawn. Post-emergent shall be applied twice set two weeks apart.

• If permanent turf establishment is not complete, do not apply pre-emergent herbicide. In Summer/Fall spot treat turf areas to achieve a minimum 98% pure stand of turf.

• Spot treatment: Vendor will assess the lawn areas between scheduled weed control applications and provide spot treatment as necessary to control weeds and other undesirable grasses in the lawn areas.

8.5.11: Insects: Control insects with regular applications of commercial insecticides at the manufacturers’ recommended rate.

8.5.12: Diseases: spray for diseases when they first become apparent with an approved commercial fungicide strictly according to the manufacturer’s recommendations.

8.5.13: Maintain mulched saucers around all trees for one year after planting. Trim grass as necessary to prevent grass from encroaching into the saucer area. No “Weed-Eaters” shall be used around the trunk of any tree at any time.

8.6: Shrub and Perennial Bed Maintenance

8.6.1: Keep all beds free of weeds. Hand-remove all weeds and any plants that do not appear on the planting plan. Chemical weed control is permitted only with the approval of the District Facilities Program

Administrator or their Designated Representative.

8.6.2: Mulch: Refresh mulch once a year to maintain complete coverage but do not over mulch. At no time shall the overall mulch thickness be greater than 4 inches. Do not apply mulch within 6 inches of the trunks or stems of any plants. All mulch must meet the requirements of the original approved material. Mulch shall be no more than one inch on top of the root ball surface.

8.6.3: All shrub and groundcover beds shall be pruned 4 times a year, March- October, approximately every other month, to develop the natural form of the plant.

8.6.4: Check and maintain edges between mulch and lawn areas in smooth neat lines.

8.6.5: Remove fall leaf, spent flowers, fruit and plant part accumulations from beds and paved surfaces. Maintain all surface water drains free of debris. Debris removal shall be undertaken at each visit to weed or pick up trash in beds.

8.6.6: Pre-emergent weed control shall be applied 1 time in early Spring (March-April), 1 time in June, and 1 time in September-October in planter beds only after careful thought of what is to occur in planters during the growing season. Apply Pre-Emergent before placing mulch if placed within the same 2 weeks.

8.6.7: All shrub and perennial beds shall be fertilized 3 times per year at a rate of 2 pounds of fertilizer per 1,000 square feet. Fertilizer as follows-April 1, 22-0-6; July 1, 15-5-10; October 1, 22-0-6. Fertilizer final selection and rates of application are subject to the results of the Soil Analysis tests.

8.7: Use of Herbicides, Insecticides, Sterilant, and Poisons

8.7.1: The vendor is hereby granted permission to use such herbicides, insecticides, and poisons as it may find necessary and advantageous in its ground’s maintenance activities. Herbicides, insecticides, and sterilant must be used responsibly and in conformance with federal, state, and local laws and regulations. The vendor assumes all liability for damage and/or injury resulting from accident or misuse of these products and/or equipment. The owner retains the right to prohibit the use of any herbicide, insecticide, or poison, that he may judge to be undesirable for any reason.

8.7.2: Product leaving an undesirable residue or odor shall not be used.

8.7.3: The owner shall be notified prior to application and advised of any danger associated with the use of these products (i.e., to avoid personal contact with sprayed areas, etc.)

8.7.4: Apply insecticides to protect all plant materials from damage. The insect control program shall include slugs and snails and advance preventive spraying for twig borers. The vendor shall be responsible for choosing the chemicals and insecticides he uses and shall be accountable for any misuse of same.

8.7.5: Apply the proper fungicide, herbicide, and pesticides for the control of pests, weeds and plant diseases or treat cuts on turf, plants, and trees.

8.8: Landscape Insect, Rodent, and Disease Control

8.8.1: The Vendor is to implement an integrated pest management program for the control and eradication of pests and plant diseases.

8.8.2: The Vendor shall furnish services necessary to exterminate insects using only those pesticides which comply with the provisions of the Federal Insecticide, Fungicide and Rodenticide Pesticide Control Act of 1972, Public Law 92516 (86 Stat. 973), and the regulations issued thereunder.

8.8.3: These services shall be performed by a licensed pest control contractor or state-certified chemical applicator.

8.9: General Clean Up and Protection

8.9.1: The vendor shall dispose of all waste materials or refuse such operations off the property.

8.9.2: All plant growth shall be prevented in any cracks in walks or within paved areas.

8.9.3: Leaves, papers, grass clippings or other debris shall be removed at least weekly at each visit from all areas.

8.9.4: Sweep roads and walks of refuse, dirt and other materials which may be deposited because of the maintenance operation.

8.9.5: The vendor will evaluate mulch 4 times a year during the initial term of the contract and replace bare spots or areas that are less than 2” in depth. Mulch shall be maintained at a depth of 2” to 3”. If bare spots are the result of consistent washout, the vendor shall work with the Owner to develop a solution to avoid consistent mulch replacement.

8.9.6: All debris resulting from the care of shrubs, trees and other plant areas shall be removed from site on day work is performed and area cleaned.

8.9.7: Pruning shall be provided to encourage a healthy natural growth pattern for each variety of tree or shrub.

8.9.8: All pruning shall be towards developing the natural branching structure. All pruning shall be accomplished in accordance with accepted practices and standards.

8.9.9: During landscape work, keep pavements clean and work areas in an orderly condition.

8.9.10: Protect landscape work and materials from damage due to landscape operations, operations by other contractors and trades and trespassers. Maintain protection during installation and maintenance periods.

Treat, repair, or replace damaged landscape work as directed.

Section 9: Additional Quoted Services

The intent of the contract is to provide a comprehensive maintenance program to include services not specifically excluded, and to perform the work for the stated time.

Any work outside the scope of service of these specifications found to be necessary for the safety, operation, regulatory compliance, or beautification of the facility shall be brought to the attention of the

District Facilities Program Administrator or their designated representative immediately. The vendor shall submit a proposal explicitly detailing the work required and listing the labor, material and other charges or items necessary to perform the work in accordance with these specifications. The approved proposal shall then constitute a quote for the performance of the work. An approved quote for work shall be paid by approved methods and timeframes after receipt of a properly formatted invoice. Written approval must be given by ODOT prior to repairs or services being performed. Non-contract work performed without the approval of ODOT will be at the vendors’ expense.

The Department reserves the right to the following without affecting the terms and conditions of this contract:

• Perform any work not covered by this contract with Department personnel

• Place any work not covered by this contract out for bid

9.1: Presentation of Additional Quoted Services Plan and Cost

The awarded vendor shall present a written project plan within five (5) business days from the date of the site visit. A template of how the costs should be detailed is included in the excel pricing spreadsheet. The plan shall include the applicable items listed below:

• Estimated material list

• Estimated project cost

• Project schedule as required by ODOT including:

o Estimated start date upon acceptance and delivery of purchase order o Estimated length of time to complete project o Project milestones (when appropriate)

• Site preparation details

• Site cleanup and waste disposal measures

• Detailed proposed labor breakdown showing number and classification of employees and number of hours proposed

• Construction drawings and specifications when required by the appropriate district Facilities

Department and/or if required for permits by the authority having jurisdiction

• Required building permits and associated fees

9.2: Acceptance of Additional Quoted Services Plan and Commencement of Work

Upon written acceptance of additional quoted services plan by the District Facilities Program

Administrator or their designated representative, the District will provide the vendor with a purchase order that is directly associated with the additional quoted services as soon as possible. Once the vendor is in receipt of the purchase order, they will commence work in accordance with the outside scope of the service plan.

The awarded vendor shall not commence work without written prior approval of the outside scope of service plan and vendor receipt of purchase order, or as directed by the District Facilities Program

Administrator or their designated representative. Non-contract work performed without the approval of

ODOT will be at the vendors’ expense.

9.3: Equipment

The awarded vendor shall send necessary equipment (lifts, bucket trucks, etc.) sufficiently capable of completing the requested services in one (1) trip whenever possible.

9.3.1: Vendor Owned Equipment

All vendor owned equipment larger than typical hand tools utilized in the execution of this contract will be paid by the Department at the appropriate vendor provided rate listed on the Vendor Owned

Equipment tab of the pricing spreadsheet. All rates shall include equipment use and any mobilization fee.

Labor expenses for the operation of vendor owned equipment shall be itemized and paid based on the hourly rates bid for labor.

9.3.2: Rental Equipment

All rental equipment utilized in the execution of this contract will be reimbursed by the Department at invoice cost with no vendor markup. Compensation for the time involved in picking up and returning rental equipment where delivery and pick up are not included in the rental fees shall be included in the labor breakdown portion of the invoice or approved project plan. The vendor shall include with its invoice the original rental equipment invoice for verification of costs.

9.4: Materials and Supplies

All materials and supplies shall be specifically designed for use. The Vendor shall utilize all replacement materials and supplies from manufacturers whose materials and supplies are equal to or better than the original equipment manufacturer (OEM) components whenever possible. All materials and supplies must be installed according to the manufacturer’s specifications and recognized practices. The use of reconditioned materials and supplies shall not be permitted under any circumstances unless OEM components are no longer available.

The Department acknowledges that vendors utilize thousands of materials and supplies that may vary between suppliers and manufacturers depending on the individual repair needs for each project.

Therefore, all materials and supplies vendors provide shall be considered on contract. The Department will pay the awarded vendor the actual cost for all materials and supplies utilized in the performance of this contract, plus the vendor specified markup not to exceed 15%. ODOT has determined that the vendor’s actual cost for materials and supplies includes the following:

• The vendor’s acquisition cost from the manufacturer or supplier; and

• The shipping cost charged by the manufacturer or supplier to get the part to the vendor’s location, OR

• The shipping cost incurred by the vendor to get the part to the ODOT location

For ALL materials and supplies, the vendor shall include with its invoice the vendors’ original invoice and the Department will pay for the materials and supplies including the costs noted above, where applicable, plus the vendor specified markup not to exceed 15%. If the vendor had acquired in the materials and supplies in bulk or through a prior purchase and had the materials and supplies in stock and an invoice is not readily available, the vendor should use its best estimate for the value of the materials and supplies plus the vendor specified markup not to exceed 15%. All invoices and charges are subject to ODOT audit at any time.

9.5: Labor Rates

Quoted labor rates for work performed in conjunction with Section 9: Additional Quoted Services of these specifications will be paid for technician(s) time on the job. Hourly rates will begin when the vendor’s technician signs in at the facility. Travel time shall not be charged as hourly rates. No overtime charges will be paid without prior approval from the District Facilities Program Administrator or their designated representative.

9.6: State of Ohio Prevailing Wage Rates

The Ohio Department of Commerce, Division of Industrial Compliance, Bureau of Wage and Hour

Administration has determined that work identified in this bid and to be performed under this contract may be subject to the requirements of Ohio Revised Code Sections 4115.03 to 4115.16, Prevailing Wage.

Upon awarding the Contract by ODOT, the successful Contractor, and all its sub-contractors, guarantees that the prevailing wage for the area, to include any adjustments thereto, as published by the Ohio

Department of Commerce, Division of Industrial Compliance, Bureau of Wage and Hour Administration will apply to any worker assigned by the Contractor and all its sub-contractors to any project that requires prevailing wage. It is the responsibility of the Contractor to determine on a project by project basis if prevailing wage rules and regulations apply. Projects amounting to more than the biennially adjusted current prevailing wage threshold levels for Reconstruction, enlargement, alteration, repair, remodeling, renovation, or painting for Building Construction shall be subject to the prevailing wage rates for the specific construction discipline and location at the time of the project. Projects are not to be split into phases to circumvent Prevailing Wage requirements. If a project is initially estimated and quoted below prevailing wage threshold, but after extra work items, change orders, or other factors raise the project total over the prevailing wage threshold the vendor is responsible for paying prevailing wages to all workers on the project. The original estimate/quote for the project shall be revised to reflect the additional payment of prevailing wages to all workers.

The vendor shall post or make available to all labor employed on the contract the prevailing wages listed in this proposal and any modifications to the wage rates that may come after awarding this contract. On the first pay date of contract work the vendor shall furnish each employee covered by prevailing wage a completed form whpw1512 in accordance with section 4115.05 Ohio Revised Code, showing the classification, hourly pay rate, fringes, and identifying the District Prevailing Wage Coordinator (DPWC), if such employees are not covered by a collective bargaining agreement or understanding between employers and bona fide organizations of labor. These forms shall be signed by the vendor and employee and kept in the vendor’s payroll files.

ODOT reserves the right to request all payroll records from an awarded vendor to verify the payment of prevailing wages to workers. This information may be requested at any time and the vendor shall have two (2) business days to provide all that is requested by the Department. A vendor’s refusal or failure to provide payroll records, copies of checks to workers, etc. shall be grounds for immediate contract termination.

Failure to pay prevailing wage rates to workers on projects meeting or exceeding the biennially adjusted current prevailing wage threshold levels for Reconstruction, enlargement, alteration, repair, remodeling, renovation, or painting for Building Construction shall be grounds for immediate contract termination and may also prohibit the vendor from being able to bid with the Department in the future.

9.7: Prevailing Wage Compliance

For any project proposal submitted in accordance with these specifications that exceed the prevailing wage threshold levels identified above, the vendor shall provide a copy of the proposal to the appropriate

District Contract Compliance Program Manager within the ODOT Division of Opportunity, Diversity and

Inclusion’s Office of Civil Rights Compliance listed below to ensure the Department follows Prevailing

Wage regulations. The Program Managers will answer any questions you may have pertaining to the prevailing wages and the process to be followed for this contract.

Districts Contact Email Office Mobile

1, 2, 7 and 8 Gary Kramer Gary.Kramer@dot.ohio.gov 419-999-6809 419-516-7684

3, 6, 9 and 10 Teresa Vannoy Teresa.Vannoy@dot.ohio.gov 740-833-8087 614-230-6509

4, 5, 11 and 12 Tom Yanka Thomas.Yanka@dot.ohio.gov 740-323-5138 614-867-4319

9.8: Vendor Coordination of Services

ODOT requires a single contact point for scheduling, contract administration and billing to eliminate confusion for questions to responsible parties after the award. All bidders shall specify on the pricing documents Vendor Contacts tab, a list including name, position/function, email address, phone number and alternate contact number for each office that will service facilities covered by this contract. Vendor staffing may require that the contact(s) for scheduling, contract administration and billing be three different people. The awarded vendor(s) shall update this contact list whenever changes are made during the term of this contract.

Section 10: Housekeeping

The awarded vendor(s) shall remove all debris, rubbish, replaced materials, supplies and packaging materials regularly and at the completion of their work to ensure neat and tidy housekeeping conditions.

Section 11: Subcontracting

The awarded vendor(s) will perform work amounting to not less than ninety (90) percent of the total contract price with its own organization, unless otherwise approved by the Department. The phrase “its own organization” includes only workers employed and paid directly, inclusive of employees who are employed by a lease agreement acceptable to the Department, and equipment owned or rented with or without operators by the vendor. The phrase does not include employees or equipment of a subcontractor, assignee, or agent of the vendor.

The vendor’s percentage of the total contract price includes the cost of materials, supplies and manufactured products purchased by the vendor, but not the cost of materials, supplies and manufactured products purchased by subcontractors.

Vendor shall not subcontract any of the work covered by the contract unless specifically authorized to do so by ODOT. All subcontracting will be supplied to ODOT at cost with no vendor markup. The vendor will be required to submit copies of invoices from subcontractor(s) as proof of costs. The vendor will be fully responsible for making all subcontractor payments and ensuring that subcontractors follow all laws, rules, safety procedures and ODOT expectations as though they were the vendor.

mailto:Gary.Kramer@dot.ohio.gov mailto:Teresa.Vannoy@dot.ohio.gov mailto:Thomas.Yanka@dot.ohio.gov

Section 12: Permits

Any permits required for work carried out in accordance with this contract by the authority having jurisdiction shall be obtained by the vendor and will be reimbursed by the Department at cost.

Section 13: Workmanship and Responsibility

The Vendor shall always provide and utilize Personal Protective Equipment (PPE) as appropriate. PPE includes but is not limited to substantial footwear, eye and face protection, hearing protection, and gloves. The Vendor shall wear, at a minimum, a shirt that covers the torso with half sleeves, full-length pants, and protective footwear. Light footwear such as, but not limited to, tennis shoes, sandals, etc. shall

NOT be worn.

The awarded vendor(s) shall be responsible for any act or neglect of their employees when performing work under this contract. The vendor’s employees shall observe the rules and regulations of the facility when engaged in work under this contract on the facility’s premises and those adjacent private or public properties.

In accordance with OSHA 29 CFR 1910.1200 Hazard Communication Standard a chemical inventory listing all products used, manufacturers name, and copies of Material Safety Data Sheets/Safety Data Sheets

(MSDS/SDS) used in performing work outlined in these specifications shall be maintained by the vendor and available when work is being performed. In case of an emergency both the inventory and MSDS/SDS must be readily accessible. All chemical product containers must be properly labeled.

Removal and proper disposal of all material, including, but not limited to, oil, fluids, materials, and supplies, shall be the responsibility of the vendor and must be done in compliance with all State laws and regulations. The vendor will be required to provide a manifest to show oils and fluids were disposed of in accordance with State requirements when applicable.

Section 14: Uniforms

All vendor personnel working in or around buildings designated for service under this contract are required to wear distinctive clothing/uniforms. Employees of the vendor shall wear at least one clothing item with the vendor’s name and/or other identifying wording to provide their identification to anyone entering facilities or properties where they are providing services pursuant to these specifications.

Section 15: Invoicing Requirements

All work performed in conjunction with this contract shall be subject to the invoicing requirements contained herein and within the Ohio Department of Transportation’s Standard Terms and Conditions Rev.

05/29/2025, including any subsequent changes.

To ensure timely invoice processing, the vendor shall submit an original, proper invoice by standard mail or electronically to the office designated on the purchase order as the “bill to” address for work paid by purchase order. If payment is made by purchasing card, the vendor shall submit an original, proper invoice by standard mail or electronically to the contact listed below.

ODOT District 8 Facilities

505 S. State Route 741

Lebanon, OH 45036

Bob Montgomery bob.montgomery@dot.ohio.gov

513-933-6537

To be a proper invoice, the invoice must include the following information:

ITB 317-26

mailto:bob.montgomery@dot.ohio.gov

• Vendor name, address and contact information

• The ODOT purchase order number authorizing the delivery of products and/or services

• Contract number pursuant to the deliverable

• A description of what the Vendor delivered, including, as applicable, the time, serial number, unit price, quantity, and total price of the products and/or services

• Detailed breakdown of the hourly rate charged, and the actual hours worked for each labor type/discipline

• Detailed breakdown of the material and supply costs as required above in these specifications

• Backup documentation as required in these specifications shall include, but not be limited to the following where applicable:

o Copy of the original proposal for project o Service reports for all labor involved o Copies of vendor original invoices for materials and supplies as required above in these specifications

Vendors shall not charge for any items outside of the contract including but not limited to credit card fees, shop supplies, driving time and per diem. The Department will not pay any additional charges for such items.

Section 16: Right to Audit

The Ohio Department of Transportation reserves the right to audit all invoices submitted by a Vendor. In addition, when discrepancies arise, the vendor will be required to pay the difference of the amount quoted in the contract and the amount charged on the invoice, plus twenty percent (20%) of the amount invoiced or fifty dollars ($50.00), whichever is less.

Section 17: Pricing

Vendors shall submit pricing for lawn care services at each site, all in accordance with the specifications, terms, and conditions. Pricing shall be guaranteed firm for the contract duration.

• Monthly cost for Services for each calendar year

• Labor Rates for Additional Quoted Services for:

o Landscape Designer o Landscape/Lawn Care Production Manager o Landscape/Lawn Care Foreman o Landscape/Lawn Care Laborer

• Vendor identified Markup on vendor supplied materials and supplies (not to exceed 15%)

• Listing and Hourly, Daily and Weekly Rates for Vendor Owned Equipment

Section 18: Attachments

Attachment 1: Typical Annual Tasks List

Attachment 2: Typical Annual Maintenance Schedule

Attachment 3: Rest Area Landscape Plans from Recent Project

STANDARD TERMS & CONDITIONS

Rev. 05/27/2025 1

I. GLOSSARY

The following definitions are applicable to all components of the Contract. If a conflict exists between these definitions and any definition listed in the specifications or scope of work, the specifications or scope shall prevail.

A. ACCEPTANCE: Approval and retention by ODOT of any goods, products, services or other Deliverables, delivered to fulfill Contract requirements.

B. AGENCY/ODOT/DEPARTMENT: Ohio Department of Transportation

C. AUTHORIZED DEALER/DISTRIBUTOR: The vendor that maintains written legal agreements with manufacturers to act as their agent and provide goods, products, or services listed in the bid/RFQ/contract.

The authorized Dealer/Distributor must maintain active and sufficient facilities necessary to perform the awarded Contract, own title to the goods, products, or services and maintain available stock on a continuous basis and in sufficient quantity to provide uninterrupted access to the Contract Deliverable.

D. BIDDER: The company and/or authorized representative of the company who has signed and is submitting a bid response and who will be responsible for ensuring proper performance of the contract awarded pursuant to the bid. The term bidder, proposer, contractor, supplier, or vendor may be used interchangeably in this document.

E. DEFAULT: The omission or failure to perform any obligation under this Contract.

F. DELIVERABLE: Any Contractor-provided products, supplies, services, work or product described in the specifications of the Contract.

G. F.O.B PLACE OF DESTINATION: The Vendor pays, and includes the cost of such in its bid, and bears the risk for the transportation and delivery of goods delivered to the specified locations provided by the Department.

H. GOODS: Anything that can be purchased that is not a service or real property.

I. INVOICE: An itemized listing showing delivery of the goods or performance of the services described in the order that must include the date of the purchase or rendering of the service, an itemization of the things done, material supplied, equipment used or labor furnished, and the sum due pursuant to the contract or obligation.

J. LOWEST RESPONSIVE AND RESPONSIBLE BIDDER: A bidder who offers the lowest cost for the goods or services listed in the bid; and whose proposal responds to bid specifications in all material respects and contains no irregularities or deviations from the specifications which would affect the amount of the bid or otherwise give them a competitive advantage; and whose experience, financial condition, conduct and performance on previous contracts, facilities, management skills evidences their ability to execute the contract properly.

K. MBE OR EDGE CERTIFIED: MBE means Minority Business Enterprise and EDGE means Encouraging Diversity, Growth and Equity.

L. ORDER: A copy of a contract or a statement of the nature of a contemplated expenditure, a description of the goods to be purchased or services to be performed, other than services performed by officers and regular employees of the state, and per diem of the national guard, and the total sum of the expenditure to be made therefor, if the sum is fixed and ascertained, otherwise the estimated sum thereof, and an authorization to pay for the contemplated expenditure, signed by the person instructed and authorized to pay upon receipt of a proper invoice.

M. PRIME VENDOR/CONTRACTOR: The vendor who, upon being awarded a contract, becomes the prime vendor who is the primary source for providing the goods or services listed in the awarded Contract and the party to whom payment will be made upon delivery of the goods and/or completion of the Contract.

N. PROCUREMENT/CONTRACT/AGREEMENT: All documents, whether attached or incorporated by reference, utilized for soliciting bids. Upon completion of the evaluation and award of the bidder’s response, the procurement becomes the contract between ODOT and the successful bidder, both governed by the laws of the state of Ohio.

O. PURCHASE: To buy, purchase, installment purchase, rent, lease, lease purchase, or otherwise acquire goods

Rev. 05/27/2025 2 or services. "Purchase" also includes all functions that pertain to the obtaining of goods or services, including description of requirements, selection, and solicitation of sources, preparation, and award of contracts, all phases of contract administration, receipt and acceptance of the goods and services, and financial consideration for the goods and services by either a state agency or a third party.

P. PRODUCTS: Materials, supplies, merchandise, goods, wares, and foodstuffs.

Q. REQUEST FOR QUOTE (RFQ)/INVITATION TO BID (ITB)/COMPETITIVE SEALED BIDDING: A solicitation for goods, products, or services in which ODOT invites vendors to submit price quotes/bid responses for the supply of such goods, products, or services.

R. REQUEST FOR PROPOSAL (RFP): A solicitation for goods, products, or services in which ODOT invites vendors to submit responses that have comprehensive performance requirements, technical provisions, and specific evaluation criteria including price for scoring offers. Award is made to the bidder whose proposal is determined to be most advantageous to the state, taking into consideration factors such as price and the evaluation criteria set forth in the RFP.

S. SERVICES: The furnishing of labor, time, or effort by a person, not involving the delivery of a…