Invitation to Bid Fire Station Land Care Services (SBE Set-Aside)

ITB-26-00037

ITB-26-00037 Page 1

SOLICITATION TYPE: Competitive Sealed Bids

SOLICITATION NUMBER: ITB-26-00037

SOLICITATION TITLE: Fire Station Land Care Services (SBE Set-Aside)

BRIEF DESCRIPTION: The Hillsborough County Board of County Commissioners (County) is seeking competitive, sealed bids from experienced contractors to provide ongoing and as needed land care services at various Hillsborough County Fire Rescue (HCFR) fire stations throughout the County for a five (5) year period.

DUE DATE & TIME: January 21, 2026, 2:00 P.M. Eastern Time (our clock)

BID SUBMISSION: The County will only accept bids submitted through its electronic bidding system (Euna Procurement). Bids that are submitted or delivered by non-electronic means (hard-copy paper), facsimile, electronic mail (e-mail), electronic file, or means other than through the County's electronic bidding system (Euna Procurement) will not be accepted or considered. Please visit our vendors webpage (hcfl.gov/vendors) for information regarding vendor registration, electronic bid submission, procurement opportunities, and other important resources.

TIMELINESS: To preserve the integrity of the competitive sealed bid process, bids submitted after the due date and time listed above, unless otherwise amended, cannot and will not be accepted. Please do not wait until the last minute, hour, or day to submit your bid, as you may encounter technical difficulties or issues that cannot be resolved before the due date and time. When preparing to submit your bid, please read and follow all instructions regarding formatting and other details related to the form(s) to be used. Again, please do not wait until it’s too late for assistance. We value and need your participation, so the last thing we want is for you to miss this opportunity.

QUESTIONS: ● Questions regarding technical difficulties or errors encountered while submitting proposals through Euna Procurement must be directed to Euna Procurement Support at 1-844-226-3862 or support.bonfire@eunasolutions.com.

● Questions regarding the specifications or solicitation document must be directed to the County using the “messages” section in Euna Procurement for this particular procurement.

IMPORTANT! PLEASE READ CAREFULLY BEFORE SUBMITTING BID

mailto:support.bonfire@eunasolutions.com

ITB-26-00037 Page 2

• To be given consideration, such requests must be received no later than 14 calendar days after the date of Solicitation issuance in Euna Procurement, site visit, or pre-bid conference, whichever is later.

● Questions regarding vendor registration, training, or general questions must be directed to the Supplier Engagement Team at (813) 272-5790 or iSupplier@HCFL.gov.

SBE SET-ASIDE: This is a Small Business Enterprise (SBE) Set-Aside Contract that is subject to the policies and procedures governing the County’s SBE Program.

Accordingly, the County will only accept bids from bidders who are registered with the County’s MBE Division as a Hillsborough County SBE as of the date and time when bids are due. Please see Special Terms and Conditions for complete details and requirements.

CONE OF SILENCE: A Cone of Silence is in effect for this procurement; therefore, no bidder, interested party and/or their principals, officers, employees, attorneys, or agents shall communicate with County employees, the Hearing Master assigned to hear the applicable protest appeal and/or members of the Board of County Commissioners, including their aides and employees regarding this procurement and/or a related protest, except as otherwise provided in the Hillsborough County Procurement Protest Policy and Procedures Ordinance. The Cone of Silence does not prohibit a bidder from communicating with the Director of Procurement, staff in the Procurement Services Department, or the County’s attorney assigned to this procurement. Violating the Cone of Silence may disqualify the bidder from consideration for award. Please refer to the Instructions for complete details about the Cone of Silence.

INSURANCE: Insurance coverage is required for this procurement. Please see ITB-26- 00037 Insurance Requirements Attachment and Special Terms and Conditions.

SURETY (BONDS): Bid, performance, and/or payment surety is not required for this procurement.

E-VERIFY: The Department of Homeland Security's Image Program and E-Verify apply to this procurement. Please see General Terms and Conditions for complete details and requirements.

https://library.municode.com/fl/hillsborough_county/codes/code_of_ordinances,_part_a?nodeId=HICOCOORLA_CH2AD_ARTVIPR_DIV3HICOPRPRPOPR_S2-562TI https://library.municode.com/fl/hillsborough_county/codes/code_of_ordinances,_part_a?nodeId=HICOCOORLA_CH2AD_ARTVIPR_DIV3HICOPRPRPOPR_S2-562TI

ITB-26-00037 Page 3

1. SPECIFICATIONS

1.1. Scope

The Hillsborough County Facilities Management & Real Estate Services Department seeks competitive bids from experienced and qualified contractors to provide ongoing and as needed land care maintenance services at various Hillsborough County Fire Rescue (HCFR) fire stations throughout the County for a contract term of five (5) years. The Contractor shall furnish all labor, materials, equipment, tools, permitting, services, expertise, and supervision necessary to perform the required land care maintenance services specified herein.

1.2. Applicable Publications and Terminology

The following publications of the issue in effect on the date of this solicitation form a part of this specification:

1.2.1 University of Florida Institute of Food and Agricultural Sciences approved best management practices training program: https://bmp.ifas.ufl.edu/

1.2.2 American National Standards Institute Z133.1 and A300-Part 1 (Safety and Pruning Standards) https://www.standardsportal.org/usa_en/sdo/tcia.aspx

1.2.3 Florida Department of Agriculture and Consumer Services; Limited Urban Commercial Fertilizer Applicator Certification (FDACS LUFAC):

https://aesecomm.fdacs.gov/Default.aspx

1.2.4 Florida Department of Agriculture and Consumer Services Pesticide Licensing:

https://www.fdacs.gov/Business-Services/Pesticide-Licensing

1.2.5 Licensed Pest Control Operator for Lawn and Ornamental Pesticide Applications:

https://www.fdacs.gov/Business-Services/Pest-Control/Licensing-and-Certification

1.2.6 Terminology:

1.2.6.1 Total Acreage: refers to the total land area of a property as defined by property boundaries, including service and non-service areas.

1.2.6.2 Service Acreage: refers to the land area within the property boundaries that will require regular land care maintenance services by the Contractor.

1.2.6.3 Visit or Service Visit (i.e. “Each Visit” or “Per Visit”): refer to a scheduled on-site service occurrence during which the Contractor’s personnel are physically present at the County property to perform the required maintenance services.

Tasks designated to be performed “Each Visit” or “Per Visit” shall be completed once during every scheduled Visit, and any associated documentation or pricing shall correspond to that individual service occurrence.

https://bmp.ifas.ufl.edu/ https://www.standardsportal.org/usa_en/sdo/tcia.aspx https://aesecomm.fdacs.gov/Default.aspx https://www.fdacs.gov/Business-Services/Pesticide-Licensing https://www.fdacs.gov/Business-Services/Pest-Control/Licensing-and-Certification

ITB-26-00037 Page 4

1.2.6.4 Deciduous Trees: refers to trees that shed their leaves annually, typically entering a dormant phase during cooler months. Common examples include oak, maple, elm, crepe myrtle, and similar broadleaf species. Pruning typically focuses on structural integrity, clearance, and seasonal shaping while preserving the natural growth form.

1.2.6.5 Evergreen Trees: refers to trees that retain foliage year-round and may include broadleaf and needle-bearing species. Examples include live oaks, magnolias, hollies, and other species that do not undergo full annual leaf drop.

Pruning generally involves selective thinning, removal of dead wood, and maintaining safe clearances without altering the natural canopy structure.

1.2.6.6 Coniferous Trees: refer to trees that produce cones and needles, such as pines, cypress, and some species of cedar. Pruning is typically limited to the removal of dead, damaged, or hazardous limbs, as excessive trimming can compromise structural stability. Clearance trimming shall be performed conservatively to maintain species-specific form.

1.2.6.7 Fruit Trees: refer to trees that produce edible or nuisance fruits, including citrus, loquat, fig, mulberry, and similar species. Pruning may require additional attention to seasonal timing, fruit load management, and the removal of flowers or fruits when they pose safety or maintenance concerns. All pruning shall maintain the central leader, proper branch spacing, and overall health of the tree.

1.3. Minimum Qualifications

The Contractor:

1.3.1 Shall employ qualified staff in sufficient quantities to perform the volume of work required by these specifications.

1.3.2 Must have a membership in good standing with the Florida Nursery, Growers, and Landscape Association, as well as the National Association of Landscape Professionals

(NALP).

1.3.3 Must comply with American National Standards Institute (ANSI) Z133.1 and ANSI A300 – Part 1, Safety and Pruning Standards.

1.3.4 Must comply with the Florida Department of Agriculture and Consumer Services (FDACS) licensing and certification requirements for Commercial Structural Pest Control.

1.3.5 Must hold a current FDACS Limited Urban Commercial Fertilizer Applicator Certification (LUFAC).

1.3.6 Must Comply with all applicable regulations from the Occupational Safety and Health Administration (OSHA).

ITB-26-00037 Page 5

1.4. Minimum Requirements

1.4.1 The Contractor shall provide a fixed rate for each service location and a fixed rate per-acre for any new or additional locations. New or additional locations that are less than one (1) acre in size shall be prorated based on the awarded per-acre rate. The Contractor shall also provide an hourly labor rate for additional services, including but not limited to tree services and miscellaneous landscape maintenance services. Some service locations are only partially maintained, and the County may require additional tree or other services for the non-maintained areas of these properties. For service locations, levels of service, location maps and service acreage, please refer to Attachment A and Attachment B.

1.4.2 Contractor/Staff Requirements

1.4.2.1 The Contractor shall furnish labor, materials, equipment, tools, permitting, and supervision necessary to perform the required services effectively, efficiently and safely. The Contractor shall follow all established safety and security procedures, regulations and requirements.

1.4.2.2 The Contractor shall staff sufficiently qualified personnel to perform the services required of this Contract in a safe, efficient, and competent manner. The Contractor’s personnel are prohibited from bringing unauthorized persons (e.g.

family, friends, etc.) to a County worksite. If unauthorized persons are discovered, the County’s Project Manager or designee shall request the removal of such persons.

1.4.2.3 The Contractor’s vehicles shall display identifying signage or decals while on County-owned property.

1.4.2.4 Contractor staff shall carry identification cards or badges displaying the Contractor’s name, employee’s name, and a photograph.

1.4.2.5 Contractor staff will be required to wear a uniform including, at a minimum:

1.4.2.5.1 Shirts bearing the Contractor’s company name and logo

1.4.2.5.2 Pants appropriate for landscaping/land care work

1.4.2.5.3 Closed-toed, protective footwear appropriate for

landscaping/land care work.

1.4.2.6 Contractor personnel shall report for work dressed in the required uniform; no locker spaces/changing rooms shall be provided by the County.

ITB-26-00037 Page 6

1.4.2.7 The Contractor shall provide appropriate and required Personal Protective Equipment (PPE) to its staff for land care services and shall ensure that this PPE is properly worn at all times.

1.4.2.8 The Contractor’s personnel are expressly prohibited from wearing:

1.4.2.8.1 Shorts

1.4.2.8.2 Sleeveless shirts

1.4.2.8.3 Halter tops

1.4.2.8.4 Open-toed footwear of any kind or being barefoot.

1.4.2.9 Contractor personnel may be required to stop work if found to be dressed in attire that is unsafe or inappropriate to the work being performed, as demonstrated above.

1.4.2.10 The Contractor shall provide to the County Project Manager or designee a list of supervisory staff members and shall assign at least one (1) on-site supervisor per worksite. It shall be the duty of the on-site supervisors to maintain order, direct the Contractor’s personnel during the Contractor's operation and completion of work, and observe/enforce the County’s safety and security requirements specific to the Contract and/or Work Order(s) being completed.

The County’s Project Manager and/or designee shall not supervise the Contractor’s staff.

1.4.2.11 The Contractor’s supervisors shall be capable of identifying any existing and/or predictable hazards in the surroundings or working conditions of their assigned worksites. The Contractor’s supervisors shall be responsible for ensuring compliance with applicable safety regulations and shall have the authority and responsibility to take prompt corrective measures, up to and including the removal of the Contractor’s personnel from any worksite. Operations determined to be unsafe by the County’s Project Manager or designee to be a hazard or violation of the County’s security or safety requirements shall be discontinued immediately by the Contractor upon the receipt of written or verbal notice to discontinue such operations by the Project Manager or designee.

1.4.2.12 The Contractor’s supervisory personnel must be able to speak, read, and write English fluently.

1.4.3 Mowing Requirements

1.4.3.1 Mowing shall extend from the County property line to adjacent/abutting sidewalks and roadways to achieve a uniform and even appearance. The County reserves the right to increase or decrease mowing frequency as needed at any

ITB-26-00037 Page 7 service location, dependent on weather and the timing of the active growing season.

1.4.3.2 Mowing Frequency:

1.4.3.2.1 December, January, and February – Once per month

1.4.3.2.2 March, April, and May – Twice per month

1.4.3.2.3 June, July, August, and September – Once per week

1.4.3.2.4 October and November – Twice per month

1.4.3.3 Mowing shall be performed to landscape maintenance industry standards, ensuring a smooth surface appearance without scalping or leaving any uncut grass.

1.4.3.4 All mowing equipment shall be equipped with adjustable and functional discharges. Discharge chutes shall be adjusted to prevent the discharge of clippings or other generated debris onto pedestrian areas, roadways, or other areas where their presence may cause damage to property or injury to persons.

1.4.3.5 Any grass clippings or debris generated by mowing or trimming shall be removed from adjacent pedestrian areas, roadways, gutters, curbs, or other surfaces the same day that the mowing or trimming is conducted. No debris shall be allowed to remain in the vicinity of a stormwater inlet/catch basin, nor be allowed to enter any inlet, catch basin, or body of water. If weather conditions prevent same-day removal, the Contractor must return to the site on the following business day to complete the removal process, or as soon as weather conditions permit return.

1.4.3.6 Mower blades shall be adequately sharp as to cut, rather than tear, grass blades. The Contractor shall mow in alternating directions such as to avoid tire ruts. Mowing shall be conducted with the discharge chute closed or covered.

1.4.3.7 The Contractor shall not cut more than one-third (1/3) of a grass blade per mowing event. Turf shall be mowed at a height of approximately three to four inches (3” to 4”) for Bahia grass and three and one-half to four inches (3.5” to 4”) for Saint Augustine grass. Mower heights shall be measured with the mower on a flat, paved surface to accomplish these height requirements.

1.4.3.8 Grass clippings shall be left on the turf to recycle nutrients and reduce the generation of solid waste on the site; no visible clumps of grass clippings shall be left on the grass surface after mowing.

ITB-26-00037 Page 8

1.4.3.9 Mowing shall be done carefully, such as to avoid damaging tree bark, tree supports, shrubs, sodded berms, sprinkler heads, valves, manifolds, curbs, downspouts, or other items within or adjacent to the service area. Care shall also be taken to avoid intruding into ground cover beds.

1.4.4 Trash Removal

Trash, litter, and debris shall be removed from turf areas, landscape beds, property right-of-way areas, and areas around storm drains before mowing and prior to the completion of each service. Trash, litter, and debris include but are not limited to paper, sticks, plastics, diapers, metal scraps, palm fronds, tree branches, leaves, cans and bottles, cigarette butts, etc. All sidewalks, pavement, parking areas, gutters, etc., shall be swept or blown clean after mowing. All trash and debris shall be properly disposed of. Worksites are expected to be free of trash after each service; no trash shall be “mowed over.” The Contractor shall be responsible for obtaining trash liners for trash/litter pickup, as well as replacing trash liners in all trash receptacles.

1.4.5 Trimming and Edging

1.4.5.1 Grass around obstacles and vertical surfaces in the turf (trees, posts, walls, etc.) shall be trimmed during or immediately following mowing. Grass shall be trimmed via powered shear or rotary nylon trimmer to the same height as adjacent mowed turf.

1.4.5.2 The Contractor shall take special care when trimming around trees and irrigation fixtures to avoid damage to these items.

1.4.5.3 The Contractor shall perform mechanical edging of all turf edges during or immediately following mowing to create neat, vertical, and uniform lines. Turf shall be edged around all trees, shrubbery, landscape beds, abutting sidewalks or paved surfaces, and in other places as required by the placement of mulch.

1.4.5.4 Dirt and debris produced by edging or trimming shall be removed from adjacent hard surfaces, including but not limited to roadways, sidewalks, and parking areas.

1.4.5.5 Chemical application may be used as an alternative to mechanical edging to kill weeds and trim in/around areas such as those around planters, areas around trees, adjacent to buildings, fence lines, sprinkler heads, cement medians, and larger expanses of land, with approval from the Project Manager or designee.

Prior to the application of chemicals, all areas shall be trimmed to the proper mowing height. Chemical applications shall be conducted in a manner that limits drift and must be performed by a Green Industry Certificate holder.

ITB-26-00037 Page 9

1.4.5.6 The Contractor shall be responsible for all damaged turf caused by the Contractor and shall provide turf replacement at its own expense. Diseased or damaged turf areas that do not improve after treatment shall also be replaced at the Contractor’s expense. Any turf replacement required must be completed before invoice approval and payment by the Project Manager.

1.4.5.7 The Contractor shall maintain ground covers and ensure they remain within plant beds; ground covers must not be allowed to grow over paved or pedestrian areas or grow into other ground cover areas.

1.4.6 General Pruning Requirements

1.4.6.1 All plant material shall be pruned or sheared a minimum of two (2) times per year or as necessary to maintain an orderly appearance and proper growth habit. Natural pruning is recommended for plant species that do not respond well, either aesthetically or health-wise, to shearing. No more than one-third (1/3) of the foliage shall be removed during any service or visit.

1.4.6.2 The Contractor shall employ current pruning techniques and standards approved by the University of Florida Institute of Food and Agricultural Sciences (UF/IFAS) and the International Society of Arboriculture (ISA). Selective pruning shall be performed to improve plant structure, health, fruiting, flowering, and appearance.

1.4.6.3 Pruning shall be performed on all plant material, including trees and palms, to remove broken, hazardous, or unsafe limbs caused by storm or wind damage. This service shall be billable to the County under the fixed hourly labor rate for Additional Services and shall be completed within forty-eight (48) hours of the County’s request.

1.4.6.4 The Contractor shall remove all pruning debris, branches, and byproducts from County property immediately following completion of work.

1.4.6.5 All pruning cuts shall be made using proper collar cuts. Flush cuts and any improper pruning methods are prohibited.

1.4.7 Plant-Type Specific Pruning Requirements

1.4.7.1 Shrubs, Hedges, and Palmettos

1.4.7.1.1 Shrub pruning shall be performed two (2) times per year to maintain the desired shrub form. Light hand-pruning shall be used to increase shape, fullness, and flowering. Spring-flowering shrubs shall not be pruned until after their bloom period.

ITB-26-00037 Page 10

1.4.7.1.2 Shrubs shall be maintained to avoid contact with structures and shall have a clearance of twelve to eighteen inches (12"–18"), unless achieving this would remove more than one-third (1/3) of foliage.

1.4.7.1.3 Dead or broken branches, suckers, sprouts, or branches obstructing walkway or roadway visibility shall be removed.

1.4.7.1.4 Formal hedges may be pruned using power shears. The Contractor shall maintain hedge tops narrower than the base to ensure sunlight reaches lower foliage. Formal hedges shall be clipped during the growing season.

1.4.7.1.5 Informal hedges shall be maintained using heading or reduction cuts only on the longest shoots to promote a natural, open crown appearance.

1.4.7.1.6 Palmettos shall be maintained as single specimens only and restricted to large landscape beds away from walls, entries, pathways, and hardscape elements. Subsurface root pruning shall be performed to control regrowth when needed for horizontal clearance.

1.4.7.1.7 Shrub pruning services shall be provided at no additional cost to the County and shall occur during normally scheduled maintenance visits. This requirement does not apply to storm or wind-damage pruning, which is billable to the County under Section 1.4.6.3.

1.4.7.2 Trees

1.4.7.2.1 Tree canopies located within 25 feet of a facility, parking area, or pedestrian pathway shall be maintained at a minimum clearance height of ten (10) feet. Trees within 25 feet of a vehicular traffic pathway shall be maintained at a minimum clearance height of fifteen (15) feet.

This applies to deciduous, evergreen, coniferous, and fruit-bearing trees.

When performing corrective pruning, the Contractor shall maintain the structural integrity, natural shape, and characteristics of the species, including deciduous, evergreen, coniferous, and fruit-bearing trees.

1.4.7.2.2 Branches overhanging roofs or contacting structures shall be trimmed back appropriately.

1.4.7.2.3 Crepe myrtles shall be pruned one (1) time per year in February, if necessary. They shall not be topped. Pollarding may only be performed where that form is desired. Central leaders shall be maintained; topping, heading, hat-racking, or shearing is prohibited.

Suckers may be removed with hand pruners; herbicides are prohibited.

ITB-26-00037 Page 11

Accent trees shall be pruned and thinned quarterly. This requirement applies to all tree types, including deciduous, evergreen, coniferous, and fruit trees, as appropriate to their growth habits.

1.4.7.2.4 The Contractor shall be responsible for maintaining trees exceeding fifteen (15) feet in height, including pruning, canopy lifting, structural trimming, and clearing branches interfering with buildings, roofs, lighting, utility poles, signage, or other structures. This scope applies to all tree classifications, including deciduous, evergreen, coniferous, and fruit trees, each pruned according to its industry-accepted standards.

1.4.7.2.5 Tree pruning exceeding fifteen (15) feet in height shall be billed to the County at the hourly Labor Rate for “Tree Pruning Over 15’.”

1.4.7.3 Palms

1.4.7.3.1 Palm trees shall be thinned of dead, dying, or loose fronds as needed and at least twice annually in May and November.

1.4.7.3.2 The Contractor shall prune only dead or browning leaves.

Removal of green palm fronds is prohibited.

1.4.7.3.3 Palm flowers and fruit clusters shall be removed by hand saw without damaging live tissue.

1.4.7.3.4 The Contractor shall retain horizontally or upward-growing leaves to preserve all leaves within the top half of the palm.

1.4.7.3.5 Leaves shall be cut close to the base without damaging live trunk tissue. Force shall not be used.

1.4.7.3.6 Pruned palm material shall not be disposed of in any water body.

1.4.7.3.7 Due to height and specialized equipment requirements, palm pruning and tree pruning over fifteen (15) feet may be subcontracted to a qualified tree care company. Subcontractors must meet all licensing, certification, and insurance requirements and must be preapproved by the County. The Contractor remains fully responsible for all subcontractor performance.

1.4.8 Tree Maintenance

1.4.8.1 The Contractor shall annually assess tree risk and determine maintenance needs for all canopy trees and tall palms. The assessment shall be reported to the

ITB-26-00037 Page 12

Project Manager within ten (10) business days of completion. Each tree determined to pose a risk or identified as a potential hazard shall be tagged with a physical marker such as a metal tree tag, barcode tag or Quick Response (QR) code tag. Nylon flagging is prohibited.

1.4.8.2 Tree maintenance shall be conducted at regularly scheduled intervals at all County properties where regular turf and/or grounds maintenance is conducted as part of regular land care services and at no additional cost to the County. Tree maintenance services required at properties without regular turf or grounds maintenance, or any other non-emergency tree maintenance services shall be billed to the County at the Non-Standard Labor Rate. Emergency tree maintenance services shall be billed to the County at the Emergency Labor Rate.

1.4.8.3 The Contractor shall ensure that tree branches remain at least two (2) feet away from any building and that tree limbs remain at least seven (7) feet away from any building or stationary object (e.g. walls, signage, monuments, roofs, fountains, artwork, etc.) or maintain spacing as recommended by the consulting arborist. Arborists shall be certified by the International Society of Arboriculture (ISA) or Registered as Consulting Arborists by the American Society of Consulting Arborists (ASCA).

1.4.8.4 All tree groupings located within twenty-five (25) feet of a facility, roadway, or pedestrian pathway shall be cleared of all undergrowth and maintained to provide clearance for pedestrians and vehicles.

1.4.8.5 All debris, limbs, and fronds shall be removed and properly disposed of during or immediately following service.

1.4.8.6 The Contractor shall monitor trees that are staked and shall remove or loosen supports when appropriate or no later than twelve (12) months after installation to prevent trunk girdling. The Contractor shall inform the Project Manager or designee of any diseased or dying trees that should be considered for removal.

1.4.8.7 All tree maintenance shall be performed in accordance with all applicable local, state and federal regulations and requirements, as well as the most recent editions of ANSI Z133.1 and A300 Part 1. The Contractor shall perform maintenance such as to ensure that the highest possible value for each tree is maintained.

1.4.9 Weed Control

1.4.9.1 Weeds shall be removed or treated in all landscape areas and turf as a regular component of scheduled land care maintenance services. Weeds shall be

ITB-26-00037 Page 13 manually, mechanically, or chemically removed from turf, landscaping beds, walkways, pavers, fence lines, curbs, and walkway curb/gutter expansion joints.

1.4.9.2 The Contractor shall administer two (2) applications of post-emergent and two (2) applications of pre-emergent herbicides annually at each service property.

1.4.9.3 The Contractor may use specific or preferred herbicides for killing weeds in Saint Augustine and Bahia turf areas with prior approval of the Project Manager, otherwise weed control for Saint Augustine grass shall be accomplished using Atrazine or an approved, equivalent product. Herbicide shall be administered for turf weed control at least twice annually in March and September but may be administered additionally, as required.

1.4.9.4 Landscaping beds shall be cleared of weeds at each scheduled service and shall afterwards be replenished with recycled, medium pine bark mulch. Mulch shall be applied either by hand or via a truck mounted system to maintain a mulch depth of three to four inches (3” to 4”). Wherever mulch exists alongside another covering that is not pine bark (e.g. stones, pebbles, sand, etc.) these materials shall be replenished as well. Mulch shall not be set above the finished floor of any adjacent structure.

1.4.10 Retention Areas/Ponds and Berms

1.4.10.1 The Contractor shall mow and maintain all designated dry and wet retention ponds/containment berms at the frequency specified for each property, to include the interior slope down to the waterline or as close as is safely possible. Berms shall be free of tall weeds, debris and excessive grass clippings.

1.4.10.2 The maintenance of interior basin areas of wet retention ponds, below the normal water line, is excluded from this contract.

1.4.11 Fertilization

1.4.11.1 The Contractor shall provide the County with proper insurance documentation and copies of licenses and certifications before any application of fertilizer and/or pesticides. Failure to provide proper documentation and/or fertilizer and pesticide treatment services shall be considered a breach of contract and may result in termination of the contract. Subcontracting for the application of pesticides and fertilizer is allowable. To apply pesticides, the Contractor and/or Subcontractor shall be a Licensed Pest Control Operator for Lawn and Ornamental Pesticide Applications.

ITB-26-00037 Page 14

1.4.11.2 Fertilization of all turf areas shall be completed to provide nitrogen and phosphorus to every one thousand (1,000) square feet of turf area in accordance with the standards established by the Florida Department of Agriculture and Consumer Services. Additional minimum requirements are listed below:

1.4.11.2.1 Saint Augustine turf shall be fertilized using Lesco 16-4-8, or an approved equivalent, twice annually in March and September

1.4.11.2.2 February: Complete fertilizer shall be applied at 1.0 lb. N/1000

sq. ft. containing no more than 0.7 lb. soluble N.

1.4.11.2.3 April: Soluble N (quick release) shall be applied at no more than 0.7 lb. N/1000 sq. ft.

1.4.11.2.4 June: Slow-release N shall be applied at no more than 2.0 N/1000 sq. ft.

1.4.11.2.5 October: Complete fertilizer shall be applied at 1.0 lb. N/1000

sq. ft. containing no more than 0.7 lb. soluble N.

1.4.11.3 Prior to fertilization, the Contractor shall obtain a soil analysis for pH, lime requirements, and available plant nutrients (e.g. P, K, Ca, Mg). Soil testing will indicate whether pH adjustments shall be necessary.

1.4.11.4 Fertilization schedules may be modified only when justified by soil testing results and when approved by the Project Manager.

1.4.11.5 The Contractor shall apply fertilizer only when plants are actively growing.

1.4.11.6 During the establishment phase for shrubs, trees, and ground covers, the Contractor shall fertilize landscape plants with a slow-release fertilizer.

1.4.11.7 The Contractor shall begin fertilization with the lowest recommended rates and slowly increase fertilizer amounts as demanded by plant responses, and must apply fertilizer as evenly as possible to avoid concentration.

1.4.11.8 After fertilization, unless water restrictions are in place or rain is predicted, the Contractor shall irrigate the fertilized area with at least one-quarter inch (1/4”) of water to avoid nitrogen loss and improve nutrient uptake efficiency. If water restrictions apply, the Contractor may irrigate following fertilization only as permitted.

1.4.11.9 The Contractor shall use deflector shields on all application equipment to minimize the inadvertent application of fertilizers onto non-plant areas. Any spilled or inadvertently deposited fertilizers must be cleaned up immediately. Any

ITB-26-00037 Page 15 fertilizer inadvertently applied onto hard surfaces must be swept, blown, or washed back into the landscaping completely. Any fertilizer spilled on hard surfaces must be swept up immediately and completely, and any fertilizer spilled on the lawn or other plant surfaces must be swept up as completely as possible.

1.4.11.10 The Contractor shall employ and enforce a “Ring of Responsibility” to avoid the contamination of water bodies by fertilizers and other lawn chemicals.

The “Ring of Responsibility” shall extend at least three (3) feet from the edge of a body of water or seawall when a deflector shield is engaged, and shall extend at least ten (10) feet from the water when a deflector shield is not or cannot be engaged.

1.4.11.11 The Contractor must store nitrate-based fertilizers separately from other chemical solvents, fuels, and pesticides.

1.4.11.12 For the fertilization of urban turf, the Contractor may only use fertilizers which comply with Rule 5E 1.003 of the Florida Administrative Code, which prescribes labeling requirements for urban turf fertilizers.

1.4.11.13 Disease control in turf and shrub areas will be conducted through the identification and diagnosis of disease and the application of the appropriate treatment chemicals, as determined by inspection or as requested by the County.

1.4.11.14 The Contractor shall notify the Project Manager of designee of any plant or turf grass nutrient deficiency symptoms and what measures are recommended for correction. Deficiencies shall be treated in accordance with the University of Florida Institute of Food and Agricultural Sciences (UF/IFAS) recommendations until they are corrected. Fertilizer application rates and the number of applications shall depend upon the type of plant, though the Contractor shall apply the minimum amount of fertilizer needed.

1.4.11.15 If landscape plants exhibit nutrient deficiency symptoms, they may be ill-suited to their planting sites due to soul pH, drainage, salinity, soil volume, mineral content, or water quality. The Contractor shall discuss replacing such plants with others better suited to the site’s conditions with the Project Manager.

1.4.11.16 The Contractor shall broadcast fertilizer uniformly over the desired areas of the landscape. Route location, fertilization objectives, and plant types shall be considered when applying fertilizer. In areas where tree or shrub fertilization zones overlap with turf fertilization zones, the Contractor shall fertilize one (1) of the overlapping plant types but not the other(s).

1.4.11.17 Shrubs and groundcovers shall be fertilized twice annually in March and September utilizing Lesco 8-10-10, or an approved equivalent, with

ITB-26-00037 Page 16 microelements or equivalent at the rate of three-quarter (3/4) pounds of fertilizer per 100 sq. ft.

1.4.11.18 All trees with a base or trunk within twenty-five (25) feet of a parking surface, power/utility line or pole2, sidewalk, building, or other structure on a service property shall be fertilized twice annually in March and September using Lesco 8-10-10, or an approved equivalent, with microelements or an equivalent at a rate of one (1) pound per caliper inch of trunk diameter, measured at the five

(5) foot height mark.

1.4.11.19 The Contractor shall fertilize plant palms with a granular, 8-0-12-4, slow-release fertilizer that contains one to two percent (1% to 2%) iron and magnesium plus trace amounts of zinc, copper, and boron (or an approved equivalent). Mature palms shall be fertilized with five (5) pounds of fertilizer, while palms under ten (10) feet in height shall be fertilized with two (2) pounds of fertilizer.

1.4.11.20 Palms shall be fertilized four (4) times annually in February, May, August, and November.

1.4.11.21 The Contractor shall ensure that all personnel who specifically handle or apply fertilizer hold a current, valid FDACS Limited Urban Commercial Fertilizer Applicator Certification.

1.4.11.22 Fertilization schedules shall not exceed fertilizer label rates and must comply with all local, state and federal ordinances.

1.4.12 Irrigation Management

1.4.12.1 The Contractor shall provide a recommended Seasonal Operating Schedule for each irrigation zone for both establishment and maintenance conditions based on seasonal precipitation rates. The Contractor shall adjust this schedule seasonally and/or based on weather conditions.

1.4.12.2 The Contractor shall adjust irrigation frequency and timing to comply with all local, state, and federal regulatory requirements. Irrigation systems shall be calibrated to ensure that all areas receive adequate coverage, and the Contractor shall ensure that no more than one half inch to three quarters of an inch (1/2” to 3/4”) of water is applied during a single irrigation event. The Contractor shall ensure that irrigation takes place in the early morning, if possible.

1.4.12.3 The Contractor shall post applicable local restrictions and a zone legend permanently in the area irrigation controller house.

ITB-26-00037 Page 17

1.4.13 Irrigation System Maintenance and Repair

1.4.13.1 The Contractor shall perform the following preventative maintenance tasks:

1.4.13.1.1 Visual inspection of irrigation systems to identify and correct problems.

1.4.13.1.2 Inspection of timers, valves, rain sensing devices, timing clocks, and wires.

1.4.13.1.3 Cleaning and adjustment of sprinkler heads.

1.4.13.1.4 Replacement of missing or damaged sprinkler heads and micro irrigation emitters.

1.4.13.1.5 Repair of leaking or broken pipes.

1.4.13.1.6 Addition of or relocation of sprinkler heads to water deficient areas.

1.4.13.1.7 Replacement or rebuilding of valves.

1.4.13.1.8 Repair of time clocks.

1.4.13.1.9 Repair of cut or damaged wiring.

1.4.13.1.10 Testing of battery-operated irrigation controllers and replacement of batteries or nonfunctional controllers at least annually.

1.4.13.1.11 Calibration of irrigation systems annually or after any changes are made to irrigation systems, recommending water saving solutions when applicable.

1.4.13.1.12 Seasonal resets of irrigation controllers and timers to account for plant growth and climatic conditions, with annual inspection of water distribution uniformity.

1.4.13.1.13 Quarterly flushes of micro irrigation distribution systems.

1.4.13.1.14 Inspection of filtration systems per manufacturer specifications and repair of damaged/defective systems upon Project Manager approval.

1.4.13.2 Damaged components of an irrigation system shall be reported to the Project manager, and any damages caused by the Contractor shall be repaired at

ITB-26-00037 Page 18 no additional cost to the County. The Project Manager must be immediately notified of any main leaks or broken pipes, and these repairs shall be flagged immediately. The Contractor shall, in a timely manner, report the need for any repairs beyond the scope of the Contractor’s capability to the Project Manager.

1.4.13.3 In the management, maintenance and repair of irrigation systems, the Contractor shall use materials and components which meet or exceed the quality of those supplied by the Original Equipment Manufacturer (OEM). Materials used must have the same characteristics as OEM components. No materials or parts purchased for use in this contract shall be damaged and/or factory blemishes or seconds. Any materials or parts not in first quality condition shall be exchanged at no additional cost to the County within twenty-four (24) hours’ notice.

1.4.13.4 In accordance with Section 373.62 (2), Florida Statues, if the Contractor installs or performs work on an automatic landscaping irrigation system, the Contractor must test for the correct operation of each inhibiting or interrupting device or switch in the system. If such devices are not installed or are not functioning properly, the Contractor shall install new devices or repair existing devices and ensure that each is functioning properly before completing other work in the system.

1.4.13.5 The Contractor shall use only certified irrigation technicians to complete irrigation work.

1.4.13.6 When planning for system upgrades or expansions, the Contractor shall encourage the use of smart irrigation technology.

1.4.13.7 Micro irrigation is recommended for tree and shrub beds. The Contractor shall separate these zones from lawn areas to allow for increased irrigation efficiency.

1.4.13.8 If an irrigation system is deliberately suspended for any reason, the Contractor shall note reasons for the suspension at the system’s controller and in the monthly report.

1.4.14 Changes to Service Requirements

1.4.14.1 The County may, at its discretion, add or delete maintenance areas, increase or decrease service frequencies, discontinue, or resume service to maintenance areas.

1.4.14.2 Service to maintenance areas that was temporarily discontinued or service to maintenance areas that were deleted may be resumed at any time for the prices originally agreed upon in the Contract.

ITB-26-00037 Page 19

1.4.14.3 Upon written request from the County to resume service at a terminated maintenance area or begin service at a new maintenance area, the Contractor shall commence service to the area within ten (10) business days.

1.4.15 Use of Chemicals

1.4.15.1 All chemical applications shall be in strict accordance with local, state, and federal laws and regulations.

1.4.15.2 All chemicals used must be approved by the Florida Department of Agriculture and Consumer Services.

1.4.15.3 Material Safety Data Sheets (SDS) must be provided to the Project Manager or designee for all chemicals intended for use, prior to the commencement of the Contract and shall be updated as required during the term of the Contract.

1.4.16 Damage to Property

1.4.16.1 The Contractor shall carry out required services with such care as to avoid damage to public and private property. Should damage to property occur by fault of the Contractor, the Contractor shall notify the County within twenty-four (24) hours of this damage occurring.

1.4.16.2 The Contractor shall, at their expense, repair as is practical any damages to the satisfaction of the County or other owner of damaged or destroyed property. In the case of failure by the Contractor to repair or restore property or otherwise rectify damages, the County may repair, replace, or otherwise restore property at its discretion. The cost of these repairs will be shown as a deduction from any payment currently due or that will in the future be due to the Contractor for the performance of this Contract. If no further work is to be performed and no other payments to the Contractor are due or expected, the County may bill the Contractor for the cost of such repairs.

1.4.17 Required Reporting and Documentation

1.4.17.1 The Contractor shall submit a monthly schedule that includes estimated service dates for services at all properties. This schedule must be submitted to the County Project Manager no later than five (5) business days prior to the beginning of each service month.

1.4.17.2 The Contractor shall submit an activity report at the conclusion of each service month that identifies all services completed at each property and contains detailed descriptions of conditions observed during services. Detailed activity reporting shall include information such as repairs made to irrigation systems, ITB-26-00037 Page 20 applications of any chemicals and the reasons for such, turf or plant conditions, etc.

1.4.17.3 The Contractor shall utilize an approved form signifying that services were rendered, to be signed by an employee of the County at each service area.

The document shall clearly state that the signature collected is only a testament to the fact that services were rendered and is not a comment on Contractor performance.

1.4.17.4 The County shall provide feedback on provided services to the Contractor using standard inspection forms. Any noted deficiencies shall be remedied before payment(s) will be approved by the Project Manager.

1.5. Labor Hours and Emergency Response

During the contract term, the Contractor shall be expected to perform additional standard, non-standard, and emergency labor. All additional labor shall be billed per labor hour to the County, and any additional work shall be approved by the Project Manager or designee prior to commencement. Changes to additional work already authorized shall be revised with an updated quote and approved by the Project Manager or designee.

1.5.1 Standard Service Labor Hours (per man-hour): The standard service hours shall be performed during standard work hours, from 6:00 a.m. to 5:00 p.m., Monday through Friday, Eastern Standard Time (EST), excluding Sundays and County observed holidays.

The Contractor’s Staff shall perform services with as little disruption to the County’s operations as possible. The Contractor shall respond onsite to normal service work requests within 24 hours after receiving notification from the PM and/or designee. Any changes to the scope of work already authorized shall be revised accordingly and approved by the PM or designee. Once a revised Standard Purchase Order is received by the Contractor, the Contractor shall proceed with the work during normal working hours.

There shall be no additional cost to the County for travel time.

1.5.2 Non-Standard Service Labor Hours (per man hour): The non-standard service hours shall be services performed from 5:01 p.m. to 5:59 a.m., Monday through Saturday, EST, including Sunday and County observed holidays. Prior to beginning any work, the Contractor shall receive an approved Purchase Order (PO) from the PM or designee. Any changes to the scope of work already authorized shall be revised accordingly and approved by the County PM or designee. The cost for work performed during these hours shall be at the Contractor's bid rate for non-standard hours. There shall be no additional cost to the County for travel time.

1.5.3 Emergency Service Labor Hours (per man-hour): The Contractor shall be required to assist the County in providing emergency-related services. The emergency services are those services that require an accelerated response from the Contractor, as determined by the County PM. The Contractor shall respond onsite to emergency service work

ITB-26-00037 Page 21 requests within two (2) hours after receiving notification from the PM and/or designee or an alternate timeframe approved by the PM. Failure to respond to an emergency service call within the designated timeframe shall be considered a valid reason for termination of this contract, and the County reserves the right to call any qualified Contractor to perform the services. The Contractor shall furnish all laborers, materials, equipment, tools, and services to respond on-site, as ordered for emergency services. The cost for emergency work performed shall be at the Contractor's bid rate for emergency labor hours. The Contractor shall be required to provide emergency telephone numbers and contact information for 24 hours a day, seven (7) days per week coverage. There shall be no additional cost to the County for travel time.

1.6. Invoicing and Payments

1.6.1 The Contractor shall submit an invoice for services monthly, after services have been fully rendered. All invoices must include the following:

1.6.1.1 Service location(s)

1.6.1.2 Name of County representative wo approved services rendered

1.6.1.3 Invoice number

1.6.1.4 Invoice date

1.6.1.5 Contractor’s name, address, and tax identification number

1.6.1.6 PO number

1.6.1.7 Department name and/or location of receiving department

1.6.1.8 Date services were rendered/received

1.6.1.9 Detailed description of services rendered

1.6.1.10 Quantity by line item or work performed by labor hour

1.6.1.11 Extended price by item

1.6.1.12 Billed to Hillsborough County FL Board of County Commissioners

1.6.2 The Contractor must itemize monthly invoices to clearly show the services provided.

1.6.3 All invoices must be completed within thirty (30) days of the completion of the services. Invoices not received within thirty (30) days may be rejected by the County.

ITB-26-00037 Page 22

1.6.4 The Contractor shall send all invoices to:

Hillsborough County Finance, 12th Floor County Center

PO Box 1110

Tampa, FL 33601

OR

Via email to countyfinanceinvoices@hillsclerk.com

1.6.5 When submitting invoices electronically, the Contractor shall adhere to the following instructions:

1.6.5.1 No color or grayscale, black and white only

1.6.5.2 TIF or PDF document

1.6.5.3 300 dpi resolution

1.6.5.4 Each invoice, memo, and any supporting documentation must be submitted as a separate attachment

1.6.5.5 Do not email payment requests contraining Health Insurance Portability and Accountability Act (HIPAA) protected information, banking account numbers, social security numbers, or other confidential or sensitive information.

1.7. Transition Responsibilities

At no additional cost to the County, the Contractor shall provide phase-in and phase-out transitional services beginning up to ninety (90) days before the expiration of the Contract and up to ninety (90) days after the expiration of the Contract. The Contractor shall develop a transition plan in good faith with a potential successor to determine the nature and extent of phase-in/phase-out services required.