Addendum 1 Q & A

DocuSign Envelope ID: B398047E-2E28-4169-8F4A-39B847A098DD

Clayton County Public Schools Division of Business Services

1058 Fifth Avenue, Jonesboro, Georgia 30236 (770) 473-2700

DR. MORCEASE J. BEASLEY EMMA BENTON

Superintendent of Schools Chief Financial Officer

ADDENDUM # 1

IFB 002-23 Lawn Care and Maintenance Services

Solicitation Released: August 12, 2022

Were any original item, term, or requirement is not specifically amended, voided or superseded by this addendum, it will remain in effect. This clarification is being provided to all known respondents.

1. Clayton County Public Schools (CCPS) has received questions pertaining to this IFB. The questions and their resulting answers are attached hereto as Exhibit 1.

2. The Pre-Bid Teleconference Agenda and Sign-in Sheet pertaining to this IFB are attached hereto as Exhibit 2.

3. CCPS is replacing Page 7 to reflect the change in the Public Bid Opening Zoom Meeting Link.

The Revised Page 7 is attached hereto as Exhibit 3.

4. CCPS has changed the Submission Deadline for this IFB to Monday, August 29, 2022, at 3:00 P.M.

5. CCPS is removing Item 1.1.1.3 on Page 39 of the Scope of Work and Specifications. Attached hereto as Exhibit 4.

6. CCPS is replacing Page 42 to correct the estimated acreage for Morrow High School, Zone 6.

Attached hereto as Exhibit 5.

7. CCPS is replacing the Bid Cost Form to correct the estimated acreage of land for Morrow High

School, Zone 6. Attached hereto as Exhibit 6.

8. CCPS is adding the Map for Morrow High School, Zone 6. Attached hereto as Exhibit 7.

August 24, 2022 | 1:45:55 PM EDT

Debra B. Brewer, Esq., CPPO Issue Date Director, Department of Purchasing

ACKNOWLEDGEMENT

This sheet must be completed, signed, and returned with any bid to acknowledge receipt of this Addendum. Failure to do so may result in the rejection of any bid submitted.

The above addendum is hereby acknowledged:

Signature

Title

Company Name

Date

IFB 002-23 Lawn Care and Maintenance Services Page 2 of 11

BIDDER MUST RETURN EACH AND EVERY PAGE OF THE BID

EXHIBIT 1

QUESTION 1a: 1.1.1.3 Will you remove the section regarding any corrective services for erosion, bare spots, sink holes, tree limb up, etc being included in the pricing? This is very broad and doesn’t have a defined scope. (Can these items be proposed on an as needed basis?)

QUESTION 1b: For example, what size constitutes a bare area? Will it be sodded or overseeded? Without irrigation, sod or seed is not likely to flourish. I would think this could fall under section 1.6.

1.6 Bidder shall make any recommendations to the Ground Supervisor that will further enhance the appearance of the lawn on the selected campuses.

QUESTION 1c 1.1.1.3

If not removed, will CCPS team determine and specifically point out note each area and scope of correction? If not excluded, will CCPS team identify the specific areas at each school?

ANSWER 1a, b, &c CCPS has removed Item 1.1.1.3 from the Bid. See Exhibit 4.

QUESTION 2a: 1.1.1.1 as it ties to 1.1 1.2 and 1.1.1.4

Will you exclude large slopes outside of fence line? Scope designates service should be to tree/property line.

ANSWER2a Cut slopes inside to the fence line.

QUESTION 2b: Does this include areas like the large slopes (outside the fence) at

Michele Obama? Based on the RFP, these would be expected to be cut every visit, which is not recommended to be horticulturally or fiscally responsible

ANSWER 2b Cut slopes inside to the fence line.

QUESTION 2c: 1.1.1.4

If not removed, please specify how often they are to be cut.

ANSWER 2c The slopes must be cut every two weeks.

QUESTION 3a: 1.1 1.1 as it ties to 2.4 Will you exclude retention ponds? For example, retention ponds that are outside the fence at Elite Scholars, Michele Obama and Transportation and East Clayton. Would still include smaller fenced areas that hold some water, like along the road at East Clayton and by solar panels at Michele Obama.

IFB 002-23 Lawn Care and Maintenance Services Page 3 of 11

ANSWER 3a A waiver may be granted for mowing around the ponds from the Grounds Supervisor on a case-by-case basis. Bidder must mow as close as practical to all fences, curbs, tree roots, walls, or buildings where applicable.

QUESTION 3b: If not excluded, how often are they to be cut?

ANSWER 3b A waiver may be granted for mowing around the ponds from the

Grounds Supervisor on a case-by-case basis. Bidder must mow as close as practical to all fences, curbs, tree roots, walls, or buildings where applicable.

QUESTION 4: When pricing Zones 1-6 monthly rate, should the total be spread out over 7 months or 12 months? I already know that zone 7 will be priced monthly for 12 months.

ANSWER No.

IFB 002-23 Lawn Care and Maintenance Services Page 4 of 11

EXHIBIT 2

IFB NO. 002-23

LAWN CARE AND MAINTENANCE SERVICES

PRE-BID CONFERENCE

VIA ZOOM MEETING

IFB 002-23 Lawn Care and Maintenance Services Pre-Bid Conference

Wednesday, August 17, 2022, 10:30 A.M.

Department of Purchasing

Agenda

1. Opening Remarks Rose Tookes Buyer

Introduction of CCPS Staff Purpose of the Meeting Purchasing Process Required Forms Submission of Written Questions

2. Overview and Scope of Work Sam Coger

Director, Maintenance Jon Crane Coordinator, Maintenance Tim Cruz Coordinator, Maintenance

3. Questions and Answers Sam Coger

Jon Crane Tim Cruz Rose Tookes

4. Conclusion and Adjournment Rose Tookes

Responses to this IFB will be received by Clayton County Public Schools (CCPS), Purchasing Department, until 3:00 P.M., Eastern Standard Time (EST) on Friday, August 26, 2022.

All questions or inquiries pertaining to the project are due no later than 3:00 p.m. on Tuesday, August 23, 2022. Submit questions to: purchasing@clayton.k12.ga.us. All replies will be made in writing via addendum to the CCPS website. Oral responses are not authoritative. It shall be the responsibility of each Bidder to monitor the website and obtain a copy of any addendum issued for this IFB.

mailto:purchasing@clayton.k12.ga.us

IFB 002-23 Lawn Care and Maintenance Services Page 5 of 11

IFB 002-23

PRE-BID CONFERENCE

VIA ZOOM MEETING

Department of Purchasing

Questions

Please print your question (s) below. Any question not answered today will be answered by addendum as stated below*

Name: Title:

Company/Firm:

Email Address:

*Attendees will be permitted to ask questions during the pre-bid teleconference, however, any oral responses to questions are not authoritative and may not be relied upon for any matter. It shall be the responsibility of each Bidder to monitor the CCPS website and obtain a copy of any addendum issued for this IFB. Please do not contact the end-user department for questions.

IFB 002-23 Lawn Care and Maintenance Services Page 6 of 11

IFB 002-23 LAWN CARE AND MAINTENANCE SERVICES

Pre-Bid Conference Wednesday, August 17, 2022, 10:30 A.M.

Attendance Sheet

Name

Signature

Title

Company Name

1 Tim Cruz Via Zoom Meeting Coordinator, Maintenance CCPS

2 Mark Brown Via Zoom Meeting Supervisor, Maintenance CCPS

3 Kemith Thompson Via Zoom Meeting Executive Director CCPS

4 Andre Bias Via Zoom Meeting NA Quality Lawn Care

5 Richard Coppins Via Zoom Meeting NA Elite Level Lawn

6 NA Via Zoom Meeting NA Rick Lawn Service

7 Darius Johnson Via Zoom Meeting NA Grand Landscapes

9 Chris Dyer Via Zoom Meeting NA Brightview Landscape Service

10 Andre Turner Via Zoom Meeting Buyer Support Specialist CCPS

11 Cint Gilstrap Via Zoom Meeting Buyer Support Specialist CCPS

12 Rose Tookes Via Zoom Meeting Buyer CCPS

IFB 002-23 Lawn Care and Maintenance Services Page 7 of 11

EXHIBIT 3

18. Reasonable Accommodation: CCPS will provide reasonable accommodations for Bidders with a disability. Bidder’s should request reasonable accommodations by contacting the Purchasing Department, 218 Stockbridge Road, Jonesboro, Georgia 30236, or by email with the IFB name and number in the subject line to purchasing@clayton.k12.ga.us. If accommodations are needed, please notify the Purchasing Department by email not later than forty-eight hours in advance.

19. Conflict of Interest: Bidders are advised to read and familiarize themselves with the conflict of interest provisions of this IFB contained in Appendix B, General Terms and Conditions, and Required Form Submittals.

19.1 CCPS reserves the right to issue solicitations for specific projects that are independent of this IFB. Except as stated in this IFB, successful Bidders under this IFB are not precluded from responding to such solicitations.

19.2 All interests of CCPS employees, officers or elected officials in Bidder’s firm should be listed and disclosed with Bidder’s response to this IFB.

A. SUBMISSION OF BIDS

1. Ownership of Bids: Each Bid submitted to CCPS shall become the property of the

CCPS, without compensation to a Bidder, for use by the CCPS, in its discretion. CCPS shall not be liable for any bid preparation costs incurred by Bidders, or for any subsequent work on the Bid or additional documentation required by CCPS.

2. Bid Duration: Bids submitted in response to this IFB must be valid for a period of One Hundred and Twenty (120) calendar days from the Bid Submission Deadline and must be marked as such.

3. Bid Submission Deadline: Responses to this IFB will be received by Clayton County Public Schools (CCPS) e-Procurement Portal, at claytonk12ga.bonfirehub.com until 3:00 P.M., Eastern Standard Time (EST) on Monday, August 29, 2022. The Public Bid Opening will be held via Zoom at: IFB 002-22 Lawn Care and Maintenance Services Public Bid Opening at 3:00 P.M. EST. Meeting ID: 930 6281 7319 and Passcode: 783143

3.1 Bidders must register in Bonfire as a vendor at:

https://claytonk12ga.bonfirehub.com/portal/?tab=login in order to submit a bid prior to the submission deadline.

3.2 Bidders and all required forms must be fully completed, signed in ink and uploaded in Bonfire at:

mailto:purchasing@clayton.k12.ga.us mailto:purchasing@clayton.k12.ga.us https://clayton-k12-ga-us.zoom.us/j/96136904546?pwd=WGQvWW5LS3JjbGt2QWtxbElQOUJpZz09 https://clayton-k12-ga-us.zoom.us/j/96136904546?pwd=WGQvWW5LS3JjbGt2QWtxbElQOUJpZz09 https://claytonk12ga.bonfirehub.com/portal/?tab=login https://claytonk12ga.bonfirehub.com/portal/?tab=login

IFB 002-23 Lawn Care and Maintenance Services Page 8 of 11 https://claytonk12ga.bonfirehub.com/portal/?tab under the correct solicitation.

EXHIBIT 4

REVISED SCOPE OF SERVICES AND SPECIFICATIONS

IFB NO. 002-23

1. BIDDER RESPONSIBILITY

1.1 Bidder must perform lawn care and maintenance services for selected CCPS campuses including, but not limited, to the following:

1.1.1.1 Bidder must edge and cut the grass, and blow all the clippings off all lawns as needed during each visit.

1.1.1.2 Bidder must maintain all the athletic fields campuses, and prune and trim all vegetation around the entire buildings, curbs, sidewalks to the back of the property lines, and fence lines.

1.1.1.3 Bidder must maintain and service each campus including all of the land located within the boundaries of the school property, lawns and landscaping, and flower beds that extend to the inner and outer boundaries of the property. The outer boundaries for each property are determined by the nearest street, highway or road, and are usually separated by a sidewalk or driveway.

1.2 Bidder will be responsible for any and all damages to CCPS facilities or property at no additional cost to CCPS. All damages must be reported immediately to the Maintenance Director or designee.

1.3 Bidder must perform all the lawn care and maintenance services between the hours of 6:00 a.m. – 8:30 p.m. The work should be performed in a manner that will not interfere or impede the passage of school buses, pedestrians and vehicles. Bidder must not perform any work during the campus testing schedule or scheduled events. The schedule for the campuses will be provided to the awarded Bidder(s) by the Grounds Supervisor or designee.

https://claytonk12ga.bonfirehub.com/portal/?tab

IFB 002-23 Lawn Care and Maintenance Services Page 9 of 11

EXHIBIT 5

Zone 5 Estimated Acres Northcutt Elementary and North Clayton Middle

Zone 6 Estimated Acres East Clayton 20.6 Morrow High School 28

Zone 7 Estimated Acres Central Office and North Jonesboro 4 Performing Arts Center 8 Professional Learning Center (Truett Cathy Building) & Safety and Security

4. MOWING AND LAWN MAINTENANCE SERVICES FOR ZONES 1-6 AND ZONE 7

4.1 Lawn care and maintenance services will commence on April 1st through September 30th for a total of six (6) months for Zones 1-6.

4.2 Bidder must mow the grass and maintain the grounds every ten (10) days (not to exceed ten (10) days between cuts) for Zones 1-6 starting April 1st through September 30th.

4.3 Failure to maintain service schedule may result in reduction or proration of payment.

4.4 Lawn Care and Maintenance Services will commence on April 1st through March 31st for a total of twelve (12) months for Zone 7.

4.5 Bidder must mow the grass and maintain the grounds every ten (10) days (not to exceed ten (10) days between cuts) for Zone 7 starting April 1st through October 31st, then one (1) time each month starting November 1st through March 31st.

4.6 Bidder must not perform any lawn care and maintenance services on naturalized and planted retention ponds that have hardwood mulch in them.

5. EDGING

5.1 Bidder must edge all grass around the curbs, paving and walkways, and planting areas.

5.2 Encroachment of grass onto paving, walks and planting beds will not be allowed. Bidder must maintain the original designed shape of all planting beds.

IFB 002-23 Lawn Care and Maintenance Services Page 10 of 11

EXHIBIT 6

REVISED BID COST FORM

IFB 002-23 LAWN CARE AND MAINTENANCE SERVICES

ATTACHED AS A SEPARATE DOCUMENT

IFB 002-23 Lawn Care and Maintenance Services Page 11 of 11

EXHIBIT 7

MAP FOR MORROW HIGH SCHOOL, ZONE 6

ATTACHED AS A SEPARATE DOCUMENT