Addendum 2 Q&A

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

DR. MORCEASE J. BEASLEY EMMA BENTON

Superintendent of Schools Chief Financial Officer

ADDENDUM # 2

IFB 028-22 Lawn Care and Maintenance Services Solicitation Released: June 21, 2022

Where any original item, term, or requirement is not specifically amended, voided or superseded by this addendum, it will remain in effect.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 Attachment 1.

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 proposal submitted.

The above addendum is hereby acknowledged:

Signature

Title

Company Name

Date

Clayton County Public Schools Division of Business Services

DocuSign Envelope ID: C827642D-6675-4C2A-9103-4CB2A509D03B

July 22, 2022 | 9:45:13 AM EDT

IFB 028-22 Lawn Care and Maintenance Services Page 2 of 7

EXHIBIT 1

QUESTION 1: Initial clean-up for fence line, beds, tree limb-up? Allow awarded vendor to propose initial cleanup of fence lines, shrubs (excessive pruning, remove weeds, vines and saplings from beds and shrubs, etc.) OR confirm that CCPS team will have these areas taken care of prior to start date and awarded vendor is to maintain at current state.

ANSWER: The question is not understood.

QUESTION 2: Provide all corrective work for any erosion, bare spots, low limbs, sink holes, etc? Remove from RFP and allow for additional proposals from awarded vendor. (this would not be an annual/recurring service)

ANSWER: 1.1.1.3 Bidder must perform all initial corrective work required, for example, but not limited to the lawn bare spots, sinkholes, and low hanging tree limbs under ten (10) feet.

QUESTION 3: Must maintain outer boundaries to wood line – What about areas like

Michele Obama with large slopes leading to the wood line? If it is to wood line, are the slopes also every 10 days?

ANSWER 1: The question is not understood.

ANSWER 2: 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.

QUESTION 4: Must spray and edge around outfield areas. Is this just for the fence?

Do we edge and spray the infield?

ANSWER 1: Bidder must spray the weeds and perform edging around the outfield areas.

ANSWER 2: Bidder must not spray or edge the infield areas.

QUESTION 5: Mow to standing water in ditches and ponds – (Ditches is clear)

Originally any fenced in ponds were not included. What is the expectation and boundaries for ponds?

ANSWER: Bidder must mow to the edge of any standing water in ditches and ponds. A waiver may be granted for mowing around the ponds from the Grounds Supervisor on a case-by-case basis.

IFB 028-22 Lawn Care and Maintenance Services Page 3 of 7

QUESTION 6: Lawn Care for Zone 7 – Are the once a month services supplemental services in addition to what CCPS crew will be performing? Or will they only be serviced once a month?

ANSWER 1: Zone 7 is a year-round contract. The one-time a month cut is performed during the winter months, and when the grass is not growing.

ANSWER 2: CCPS will not be servicing Zone 7 at any time during the year, the awarded Bidder will be responsible for all services year-round. CCPS will only oversee the contract.

QUESTION 7: Straw – Says twice a year with application in Dec/Jan. Then says if additional is needed, a separate proposal will be given. (Should we price for 2 times a year? When would the 2nd application be?)

ANSWER 1: The cost should be twice a year for services performed once in the month of July, so the lawn can be manicured at the beginning of the school year on August 1st, then once at mid-year (December, January or February) for the remainder of the year.

ANSWER 2: If additional straw is needed, Bidder must submit a separate proposal to include the cost and the amount of straw needed to the Grounds Supervisor or designee for approval.

QUESTION 8: Prune shrubs on the second visit? How many times do you expect them to be pruned? Typically 5 times.

ANSWER: The shrubs should be trimmed\cut as often as necessary to keep them shaped.

QUESTION 9: No tree work or pruning of perimeter tree lines.

ANSWER: The question is not understood.

QUESTION 10: Are we responsible for cutting all of the athletic fields in the zones?

ANSWER: Yes.

QUESTION 11: Will we be required to fix bad spots, sinkholes, and other areas on the properties as stated in the scope?

ANSWER: Yes, Bidder must perform all initial corrective work required, for example, but not limited to the lawn bare spots, sinkholes, and low hanging tree limbs under ten (10) feet.

IFB 028-22 Lawn Care and Maintenance Services Page 4 of 7

QUESTION 12: Will we be required to clear the fence lines up to 3 feet beyond the fence as stated?

ANSWER: Fences must be cleared all the way to the nearest ditch, road, or in the case of a wooded area at least three (3) feet from the fence.

QUESTION 13: Is the slope included in the cut when we do the transportation center?

ANSWER: 10.2 Bidder must cut the slop mound in the back one (1) time per month at the Transportation South facility.

QUESTION 14: Are these services currently being provided? If so, can you please email me a price breakdown for the current contract or point me in the right direction?

ANSWER 1: No.

ANSWER 2: This is a new bid for these services, therefore, no Bid Analysis Summary is available.

IFB 028-22 Lawn Care and Maintenance Services Page 5 of 7

ATTACHMENT 1

IFB NO. 028-22

LAWN CARE AND MAINTENANCE SERVICES

PRE-BID CONFERENCE

Tuesday, June 28, 2022, 10:30 A.M.

VIA ZOOM MEETING

Department of Purchasing

Agenda

1. Opening Remarks Rose Tookes Purchasing 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 of Maintenance

Tim Cruz Coordinator, Maintenance

3. Questions and Answers Sam Coger

Tim Cruz

4. Conclusion and Adjournment Rose Tookes

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

Tuesday, July 26, 2022.

All questions or inquiries pertaining to the project are due no later than 3:00 p.m. on Tuesday, July 19, 2022. Submit questions to: purchasing@clayton.k12.ga.us . All replies will be made in writing via an 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 028-22 Lawn Care and Maintenance Services Page 6 of 7

IFB NO. 028-22

LAWN CARE AND MAINTENANCE SERVICES

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 conference, 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 028-22 Lawn Care and Maintenance Services Page 7 of 7

IFB 028-22 LAWN CARE AND MAINTENANCE SERVICES

Pre-Bid Conference

Attendance Sheet

Name Signature Title Company Name

1 Sam Coger Via Zoom Meeting Director, Maintenance CCPS

2 Jon Crane Via Zoom Meeting Coordinator, Maintenance CCPS

3 Tim Cruz Via Zoom Meeting Coordinator, Maintenance CCPS

4 Mark Brown Via Zoom Meeting Supervisor, Maintenance CCPS

5 Kemith Thompson Via Zoom Meeting Executive Director CCPS

6 Andre Bias Via Zoom Meeting NA Quality Lawn Care

7 Reginald Smith Via Zoom Meeting NA NA

8 Rick Gordon Via Zoom Meeting NA NA

9 Ellis Axson Via Zoom Meeting NA NA

10 Paul () Via Zoom Meeting NA NA

11 Chris Dyer Via Zoom Meeting NA Brightview Landscape Service

12 Andre Turner Via Zoom Meeting Buyer Support Specialist CCPS

13 Cint Gilstrap Via Zoom Meeting Buyer Support Specialist CCPS

14 Rose Tookes Via Zoom Meeting Buyer CCPS

Division of Business Services